Receipt template: what to write and when you need one
A receipt records that a payment happened. It is the customer's proof and your trace of the money coming in. It does not replace an invoice where one is required — it confirms the payment rather than creating the obligation.
What it must contain
- The word "Receipt" and a sequential number.
- The date the money was received, which is the date that matters — not the print date.
- Who paid and who received, with identifying details for both.
- The amount in figures, and the currency.
- What the payment is for: the service, whether it is a deposit or a final settlement, and the related document number.
- The payment method: cash, transfer, card, cheque.
- A signature or stamp if you are handing it over in person.
Mistakes we see most often
- A vague reference ("payment"), which makes the receipt useless six months later.
- Not saying whether it is a deposit or the final settlement, then arguing about the balance.
- Numbering that restarts every month without a prefix, producing duplicate numbers.
- Issuing a receipt in place of an invoice where the invoice is mandatory.
Typical structure
| Title | RECEIPT no. 2026/031 |
| Date | Date the payment was received |
| Received from | Customer name and details |
| Amount | €450.00 (four hundred and fifty) |
| For | Final settlement, quote 2026/014 |
| Method | Bank transfer dated 9 Sep 2026 |
| Signature | Signature of the person receiving payment |
Frequently asked questions
Is a receipt an alternative to an invoice?
No. Where you are required to issue an invoice, a receipt does not replace it. The receipt documents that payment was made and can accompany or follow the invoice.
Do I need a stamp duty mark?
That depends on the amount and the country. Workio does not apply stamp duty automatically: if it applies to you, add it as a line or a note and check with your adviser.
Can I issue a receipt for a deposit?
Yes, and you should: write "deposit" explicitly and state the balance still due. Issue a second receipt at settlement that refers back to the first.
How should receipts be numbered?
One continuous series with a year prefix (2026/001, 2026/002). Workio increments it for you and warns you if you try to reuse a number already issued.