Itemized Receipt Template

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Updated January 19, 2022

An itemized receipt acts as a proof of purchase that is transferred from a merchant to a consumer following successful payment. It must clearly indicate each party involved in the sale, and it should provide an itemized list of each unit sold (hence the name). The list should be complete with price/unit, the description and quantity sold of each item, as well as a full tax/discount breakdown.

Itemized Invoice – To be used prior to payment of a bill.

How to Write

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

1 – Acquire Your Copy Of The Itemized Receipt

Acquire your receipt template from this page to dispense proof of payment for each item purchased by a Client.

2 – Present The Merchant Information Of The Payee

The top right of this receipt seeks some clear definitions naming the transaction and the Merchant. To this end, the “Receipt Number” line introducing this section requests that you input a unique number that will be used as an identifier for this paperwork.    The second line needs the “Date” when you are generating this paperwork. Produce this as the official “Date” of this receipt where requested.     Name the entity that has received the payment we are concerned with on the blank line labeled “Merchant Name” then, input his or her business telephone number on the “Merchant Phone Number” line.     This entity’s entire address must be produced as well. Use the “Merchant Street Address” and “City/State/Zip” lines to satisfy this requirement.       


3 – Identify The Party Or Entity That Submitted Payment

The “Sold To” section of this paperwork will seek to definitively identify the individual or business that has submitted the payment that is being documented here. Notice that two distinct labeled lines requiring an identity begin this section. The “Name” line requires the full “Name” of the person who has affected payment to the Merchant above.            If he or she has submitted the concerned payment on behalf of an entity (or another individual) this must be recorded on the “Company Name” line.           

Some further definition will be requested in the form of the Payer’s contact information. Supply this Party’s mailing address on the next two lines (“Street Address” and “City/State/Zip” respectively) then the Payer’s official “Phone Number” on the final blank line         


4 – Provide Documentation For Each Paid Item

If we are to properly document the payment that was submitted, then we should be prepared to present it in an organized fashion. The table developed and placed at the center of this page will answer this need nicely. Begin by producing a manifest of all the merchandise paid for by the Merchant’s Client in the “Description” column. Each of these items is expected to be entered on its own row and the “Quantity” that the Client paid for presented in the second column.  The “Price/Unit” column makes a request for the cost that one piece of the reported merchandise.      The previous three boxes are set to explain the “Line Total” amount that was paid since this value is the “Quantity” multiplied by the “Price/Unit.” Supply these values then double-check the math and the payment on record for accuracy.    The numbers you entered in the “Line Total” column must be entered as a sum on the “Subtotal” line         Any “Discount” that was applied to the Client’s payment must be entered on the next blank line.
The last item needed to explain the paid amount is the “Sales Tax” that was added. Furnish this where it is requested.      The “Total” line representing the full amount of the bill must be the sum of the “Subtotal” and “Sales Tax.” If a “Discount” was applied, you must subtract it from the sum of these two values before entering it on the “Total” line.         The money submitted to the Merchant for the bill we just defined will need to be entered on the “Amount Paid” line.
Report the Client’s “Payment Method” on the appropriately labeled line in the bottom left-hand corner. If the concerned payment is associated with a credit card or check number, then you must record it on the next blank line.