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Payment receipt template: free in Word, Excel and PDF
Confirm a payment in writing: who paid, who received it, which invoices or proforma it settles, the amount, the method and reference, and the balance still due. A4, one page, to sign and stamp.
- Free, no sign-up
- A4, one page
- Updated 18 October 2026
Preview of the payment receipt template, one A4 page.
What a receipt proves
A payment receipt is the seller’s written acknowledgement that money was received. It protects the payer, who can prove they paid, especially in cash, and records deposits paid against a proforma invoice before the final invoice.
From the template to the app
Record payments online: the invoice shows what is paid and what is left.
What the template contains
- Header: “Payment receipt”, the receipt number, the payment date and the place
- Received by: your name, address and tax or registration number
- Received from: the payer
- A table of the documents paid (invoice or proforma number) with the amount of each, and the total received
- Currency, payment method (cash, cheque, transfer, card, mobile money), payment reference and balance still due
- Signatures: received by, with your stamp; paid by, optional
When to issue a receipt
- Cash payments: the payer has no other proof.
- Deposits and advances: the buyer pays on the strength of a proforma; the receipt confirms what was received and what remains.
- Instalments: one receipt per payment, each showing the balance still due.
- On request: buyers’ accounts teams often want a receipt to close a payment file.
Receipt, invoice and tax
A receipt is not an invoice: it proves a payment, not a sale. But tax rules sometimes attach to the payment itself:
- In India, a registered supplier issues a receipt voucher for every advance received, with the contents set by rule 50 of the CGST Rules. For goods, most suppliers do not pay GST at the time of the advance; for services, GST is due on it. See the India guide.
- In the UAE, receiving a payment can fix the date of supply, so a registered supplier owes a tax invoice for the advance. See the UAE guide.
Elsewhere, check whether your tax authority requires an invoice when you receive an advance.
How to fill it in
- Number receipts in their own series, for example RCPT-2026-001.
- Payment date and place: the day the money reached you, not the invoice date.
- Received from: the payer’s name as it appears on the invoice.
- Documents paid: the invoice or proforma number for each amount, so that the payment can be matched.
- Method and reference: cash, cheque number, transfer reference, card or mobile money transaction ID.
- Balance still due: zero, or what remains after this payment.
- Sign and stamp: they show who acknowledged the payment.
Faster online
In InvoiceProforma, you record a payment receipt against an invoice: choose the method (cash, cheque, transfer, card or other, for example mobile money) and type the reference. The invoice then shows the amount paid and the balance due on its PDF, and its status is updated. Receipts have their own numbering series and go out by email or WhatsApp like your other documents.
Questions
Payment Receipt Template: your questions
What should a payment receipt include?
Who received and who paid, the date, the amount and currency, what it pays (invoice or proforma number), the method and reference, the balance still due and a signature.
Is a receipt the same as an invoice?
No. An invoice asks for payment; a receipt confirms that payment was received. A paid invoice and its receipt go together.
Do I need a receipt for a bank transfer?
The bank statement proves the transfer, but a receipt confirms what the payment settles and the balance left. Many buyers ask for one.
Can I issue a receipt for a deposit paid on a proforma?
Yes: give the proforma number, the amount received and the balance due. Where your tax rules require an invoice or a voucher for advances, issue that as well.
Is the receipt template free?
Yes, in Word, Excel and PDF, without sign-up.
Sources and updates
Checked on 18 October 2026. Tax and customs rules change: for your own case, confirm with the authority concerned, your bank or a tax adviser.
Read next
Related guides
How to request an advance payment with a proforma invoice: what to write, sample wording, what to issue when the money arrives, and tax on advances.
Free invoice template in Word, Excel and PDF: tax IDs, invoice number, due date, lines, tax, total and bank details. For any country and currency. No sign-up.
A proforma invoice is an offer; an invoice is a demand for payment. Legal effect, tax, accounting and numbering compared, with a table and examples.
Six documents, one app
From the quote to the receipt
One customer file, one product list and your own layout serve all six documents. An accepted quote or proforma becomes an invoice without retyping.
1. The price
Quote
QUO-2026-0012
Your price for the job, with a validity date and space for the buyer to accept it.
2. The firm offer
Proforma invoice
PI-2026-042
What your buyer’s bank, their forwarder or their purchasing team asks for before the order.
3. The order
Purchase order
PO-2026-0007
What is ordered, how many and for which delivery date, signed by the buyer.
4. The delivery
Delivery note
DN-2026-0007
It travels with the goods; the consignee signs it and writes down any reservation.
5. The sale
Invoice
INV-2026-0031
The accepted proforma or quote becomes the invoice, with the same lines and currency.
6. The payment
Payment receipt
REC-2026-0019
Proof of a payment, linked to its invoice, with the method and the balance still due.
Your next proforma invoice, already in your colours
Three free documents, no card required. Your tax IDs, bank details and payment terms are typed once, then printed on every PDF.