Receipt Templates (18)

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Updated September 10, 2022

A receipt is a written document acknowledging a payment that includes the transaction details. A receipt is commonly issued after an invoice has been paid, commonly for cash payments.



Date: [DATE] Receipt Number: [#]

Amount Received: $[AMOUNT]

For the Payment of: [DESCRIPTION]

Paid by: [PAYOR’S NAME] Received by: [PAYEE’S NAME]

Payment Method: Cash Check Credit Card Other: [OTHER]

Check Number: [#]

Credit Card Number: [#] Exp. [MM] / [YYYY] Sec. Code: [#]


Table of Contents

By Type (18)

What is a Receipt?

A receipt is a written record of a transaction between two (2) or more parties. A standard should include the following (in accordance with California law – Regulation 1686):

  • Date of sale;
  • Business’s name and address;
  • Purchaser’s name and address;
  • Sale amount ($) including tax;
  • Payment type;
  • Description of the service, goods, or rental; and
  • *Serial number of the business’s permit to engage in business (*California only).

How Long to Keep a Receipt (IRS)?

According to the IRS, a business should keep their receipts for three (3) years. If a business claimed a loss for any tax year, then the receipts for that year must be kept for seven (7) years.

Source: IRS – How long should I keep records?

Receipt vs Invoice

The main difference is a receipt is only given after payment has been made and an invoice is a demand for payment.

  • Invoice – Issued before payment.
  • Receipt – Issued after payment.

How to Make a Receipt

A receipt is made after a transaction has occurred that details the price of the goods or services along with any taxes, discounts, shipping fees, or other line items. A receipt from a traditional cash register is made from thermal paper with heat being applied as the “ink”.

The fastest way to make a receipt is to download templates in Adobe PDF, MS Word, OpenDocument.

How to Scan a Receipt

There are two (2) ways to scan a receipt:

Mobile App

person using phone to scan receipt

Using a mobile app is the easiest way to capture a receipt and save it for your records. The top three (3) apps for taking photos of your receipts are:

Physical Scanner

person using copy machine to scan receipt

Using a physical scanner is a traditional way to store receipts. The receipt will need to be laid down on the scanner and can be saved to a device or USB stick. The best places to get a physical scanner are the following:

How to Write a Receipt

Download: Adobe PDF, Microsoft Word (.docx) or Open Document Text (.odt)

To complete a receipt the following information must be entered (see image below):

  1. Date;
  2. Receipt Number;
  3. Amount Received ($);
  4. Transaction Details (what was purchased?);
  5. Received by (seller);
  6. Received from (buyer);
  7. Payment Method (cash, check, credit card, etc.);
  8. Check Number (if applicable); and
  9. Credit Card Details (if applicable).