The short answer: A receipt is the simplest proof that money changed hands. It tells the buyer what they paid for and when, and it gives the seller a record that matches the deposit in the bank. This free printable receipt template has three sales receipts on page one, plus two rent receipts and a cash receipt on page two.
- Free download: get the free receipt template (we email it to you)
- Next step: record every sale in the Business Income & Expense Tracker ($7.99).
Print it, fill it in by hand and hand over the top copy.
What's included in the Business Income & Expense Tracker
- Start Here guide
- Income & expense log with category dropdown
- Income / expense type fills in automatically
- Monthly profit & loss
- Mileage log with deduction estimate
- Tax set-aside estimate each month
- Year & month totals by category
- Dashboard + chart
Spreadsheet (Excel + Google Sheets), $7.99. Instant download; nothing is shipped. See every page on the product page.
Who it's for
- Side hustlers and makers selling at markets, fairs and pop-ups.
- Service providers like tutors, sitters, cleaners and dog walkers who get paid in cash or by app.
- Landlords and roommates who need a clear rent receipt every month.
- School and club organizers taking cash for fundraisers, dues or bake sales.
- Anyone selling an item who wants simple proof of payment.
How to fill out a receipt, step by step
- Number the receipt. Start at 001 and use the next number for each receipt, without skipping or reusing numbers.
- Write the date. Use the date you received the payment.
- Add both names. Write your business name and contact, then the customer's name.
- List items and prices. Use one line per item or service with quantity, unit price and amount.
- Total it. Add the subtotal, any sales tax you collect and the total paid.
- Mark the payment method. Check cash, check (with its number), card or app.
- Sign and keep a copy. Sign the receipt, give the original to the customer and keep a photo or copy.
Why use a receipt template
A blank receipt book works, but a printed template adds the fields people forget: a receipt number, the payment method, sales tax and a signature. The IRS lists receipts, sales slips, invoices and receipt books among the supporting documents that back up the income and expenses in your books. If you sell at craft fairs, babysit, tutor, rent out a room or take cash for a bake sale, a numbered receipt for every payment keeps your records clean.
Receipts help the buyer too. A customer may need one for an expense report, a return or a reimbursement, and a tenant may need proof that rent was paid on time. Selling a car, boat or other big item privately needs more than a receipt: use a bill of sale that records the item, its serial number or VIN, and both signatures.
What's on the free printable receipt template
| Receipt | Fields | Best for |
|---|---|---|
| Sales receipt (x3) | Receipt number, date, from, received from, 4 item lines with qty, unit price and amount, subtotal, sales tax, total paid, payment method, signature | Small sales, services, markets, side gigs |
| Rent receipt (x2) | Tenant, amount received, property and unit, rent period, rent due, late fee, balance still due, payment method, notes, landlord signature | Landlords, roommates, room rentals |
| Cash receipt (x1) | Received from, amount, amount in words, what it covers, payment method, account or invoice number, balance due, signature | Deposits, cash payments, partial payments |
It prints on US Letter paper. Cut along the dotted lines to get three receipts per page.
How to fill out a receipt
- Number it. Start at 001 and never skip or reuse a number.
- Date it. Use the day you got the money, not the day of the sale if they differ.
- Add both names. Your business name and a phone or email, plus the customer's name.
- List what was sold. One line per item or service, with quantity and unit price.
- Total it. Add the subtotal, any sales tax you collect and the total paid.
- Mark the payment method. Cash, check (with the check number), card or a payment app.
- Sign it and keep a copy. Snap a photo or make a carbon copy before you hand it over.
A worked receipt example
Say you sell handmade candles at a holiday market. A customer buys three candles at $12 each and one gift box at $5.
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Soy candle, cinnamon | 3 | $12.00 | $36.00 |
| Gift box | 1 | $5.00 | $5.00 |
| Subtotal | $41.00 | ||
| Sales tax (example 6%) | $2.46 | ||
| Total paid | $43.46 |
You'd write receipt 014, the date, your shop name, the customer's name, check "Card," and sign. Sales tax rates and rules vary by state and city, so use your own rate or leave the line blank if you don't collect it. For more on this topic, see our business form templates.
How to write a rent receipt
A rent receipt should show who paid, how much, for which rental period and how they paid. Fill in the rent due and any late fee, then the amount received. If the tenant paid less than the full amount, write the balance still due so there's no confusion next month. Use the notes line for things like "partial payment" or "includes $25 pet fee." Some states and cities require landlords to give a receipt for rent paid in cash, so check your local rules, and give one for every payment either way.
How long to keep receipts
The IRS says to keep records that support income or deductions on a tax return until the period of limitations runs out, which is generally 3 years after you file. Some situations call for longer, such as 6 years if income was underreported by more than 25%, or 7 years for a bad debt deduction. Keep your copies by year in one folder or binder. Our guide on how to organize receipts covers paper and digital systems.
Common receipt mistakes
- No receipt number. Without numbers, it's hard to spot a missing receipt or match it to a deposit.
- No payment method. "Paid" doesn't say whether it was cash or check. Write the check number.
- Leaving out the balance. For partial payments, always write what's still owed.
- No copy for you. A receipt only helps your records if you keep a copy.
- Mixing personal and business. Keep business receipts separate from household ones.
Receipt vs. invoice vs. bill of sale
| Document | When it's used | What it says |
|---|---|---|
| Invoice | Before payment | "Here's what you owe and when it's due" |
| Receipt | After payment | "I got your money for this" |
| Bill of sale | Selling property like a car | Transfers ownership of an item |
If you need to bill a client first, start with our free invoice template. Send the receipt once they pay. When you're the one buying from a supplier, a purchase order template puts the order and price in writing before anything ships.
When a spreadsheet makes more sense
Paper receipts are great at the moment of a sale, but totals are easier in a spreadsheet. Once a week, enter each receipt in a simple income log with the date, receipt number, customer, category and amount. If you also track costs, a small business expense tracker or an expense report template keeps both sides in one place, and a business budget template shows whether you're on plan.
Tips for keeping up with receipts
- Keep a pad of printed receipts in your bag, cash box or car.
- Photograph every receipt the day you write it.
- Log receipts once a week, not once a year.
- Match receipt totals to your bank deposits each month.
- Store the year's copies in an envelope or binder labeled with the year.
Quoting work before you're paid? Our free estimate template includes a deposit line and an estimate log.
Ready to use
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Frequently asked questions
What should a receipt include? A receipt should include a receipt number, the date, the seller's name and contact, the buyer's name, each item or service with quantity and price, the subtotal, any sales tax, the total paid, the payment method and a signature. The free template has a field for each one.
Is a handwritten receipt valid? Yes, a handwritten receipt is a valid record of payment as long as it clearly shows who paid, who received the money, the amount, the date and what it was for. Sign it and keep a copy for your own records.
How do I make a receipt for a customer? Print the free receipt template, write the next receipt number and the date, add your name and the customer's, list the items with prices, total them, mark the payment method and sign. Hand the customer the original and keep a photo or copy.
What is the difference between a receipt and an invoice? An invoice is sent before payment and says what the customer owes and when it's due. A receipt is given after payment and confirms the money was received. Many small businesses send an invoice first, then a receipt once the invoice is paid.
How do I write a rent receipt? Write the tenant's name, the property address and unit, the rent period covered, the amount due, any late fee, the amount received, the payment method and any balance still owed. Sign it as the landlord or manager and keep a copy with your rental records.
Do landlords have to give rent receipts? Whether landlords have to give rent receipts depends on where you live: some states and cities require landlords to give a receipt for rent paid in cash or when a tenant asks. Even where it isn't required, a receipt for every payment protects both the landlord and the tenant.
How do I write a cash receipt? Write who paid, the amount in numbers and in words, what the payment covers, any account or invoice number and the balance still due. Then print your name and sign. Writing the amount in words makes it harder to change later.
Should receipts be numbered? Yes, receipts should be numbered in order, without skipping or reusing a number, so it is easy to spot a missing receipt and to match each one to a bank deposit. Start at 001 each year or keep one running sequence.
How long should I keep receipts? The IRS says to keep records that support your tax return until the period of limitations runs out, which is generally 3 years after you file. Some cases call for 6 or 7 years, and property records are kept longer, so many people keep 7 years to be safe.
Can I use this receipt template for my small business? Yes, you can use this free receipt template for your small business: the sales receipt works for craft fairs, services, tutoring, pet sitting, side gigs and other small sales. Log each receipt in an income tracker weekly so your totals are ready at tax time.
Do I need to charge sales tax on a receipt? Only if your state or city requires you to collect it for what you sell. Rules and rates vary by location and by item. If you collect sales tax, show it on its own line; if not, leave the line blank.
What is the difference between a receipt and a bill of sale? A receipt confirms a payment for goods or services. A bill of sale records the transfer of ownership of a specific item, such as a car, boat or piece of equipment, and usually includes a description, serial number and both parties' signatures.
Can I give a receipt for a partial payment? Yes, you can give a receipt for a partial payment: write the amount actually received, then the balance still due on the same receipt. Use the notes line to write "partial payment" so there is no question later about what's still owed.
How do I keep a copy of a handwritten receipt? Snap a photo before you hand it over, use carbon paper under the template, or print two copies and fill in both. Save photos in a folder by year and month so they are easy to find.
Is this receipt template free? Yes, this receipt template is free: enter your email and we will send you the PDF to print. It has three sales receipts on page one and two rent receipts plus a cash receipt on page two, on US Letter paper.
Free printable
Give customers a proper receipt every time
Sales, rent and cash receipts with a cut line. You'll also get our weekly HomeBase email with simple small business paperwork and money tips.
