What should a business receipt include?

Your business name, address, contact details and any tax ID or permit number; a receipt number and the date of sale; the customer's business name, a contact and their PO number if they sent one; each item with a description, quantity, unit price and amount; the subtotal, any sales tax and the total; and the amount paid, how it was paid, a payment reference and the date paid.

How is a business receipt different from an invoice?

An invoice asks for payment and has a due date. A business receipt confirms the customer has already paid: it shows the amount paid, how and when. If the customer pays later, send an invoice first and a payment receipt when the money arrives.

Why does the receipt have a PO number?

If a business customer buys against a purchase order, writing their PO number on the receipt lets their accounts team match your receipt to the order they raised.

Do I have to charge sales tax?

It depends on where the sale is taxed, so check the rules where you work. The template's "Sales tax, if applicable" rate starts at 0%; in Excel you set the rate and the tax is worked out from the subtotal.

Which format should I download?

Use the PDF for a blank A4 form to fill in by hand. Use the Word or Excel file to type the receipt: both have the same layout with a sample you overwrite. The Excel file calculates the line amounts, subtotal, sales tax and total; you set the tax rate.

Business Receipt Template

Q: Should I keep a copy of the receipts I issue?

Yes. The IRS says to keep "supporting documents that show the amounts and sources of your gross receipts" and lists receipt books and invoices among them. Outside the US, check your tax authority's record-keeping rules.

Q: Can my business customers pay online with Billed?

Yes, if you invoice them in Billed: clients can pay online by credit card, debit card or PayPal, and you can record offline payments such as checks and cash.

A free receipt for a sale to another business, with your business details and tax ID, the customer's business name, contact and purchase order number, each item with a description, quantity and unit price, sales tax from a rate cell, the total and the amount paid, in PDF, Word and Excel

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Quick answer:A business sales receipt confirms that another business has paid for what it bought from you. The template on this page has your business details with a tax ID or permit number, the customer's business name, a contact and the customer's purchase order number, then each item with a description, quantity and unit price. The subtotal, sales tax from a rate cell, the total, the amount paid, the payment method, a payment reference and the date paid follow. It comes as a blank A4 PDF form plus Word and Excel files with a sample filled in.

SALES RECEIPT

PAID

Business

Business name:: Example Office Supply Co.
Address:: 40 Example Commerce Way, Sampletown
Phone / email:: [Phone or email]
Tax ID or permit no.:: [Tax ID or permit no., if any]

Receipt details

Receipt no.:: BS-20714
Date of sale:: Nov 19, 2026
Sold by:: [Staff name]

Customer

Business name:: Example Dental Group
Contact:: Pat Example, office manager
Customer PO no.:: PO-4471

Item: Copy paperAmount: 168.00
Description:
Letter size, 10 reams a case
Qty:
4
Unit price:
42.00
Item: Toner cartridgeAmount: 179.00
Description:
Black, high yield
Qty:
2
Unit price:
89.50
Item: Desk organizerAmount: 85.50
Description:
Mesh, 5 sections
Qty:
6
Unit price:
14.25

SALES RECEIPT line items
Item	Description	Qty	Unit price	Amount
Copy paper	Letter size, 10 reams a case	4	42.00	168.00
Toner cartridge	Black, high yield	2	89.50	179.00
Desk organizer	Mesh, 5 sections	6	14.25	85.50

Subtotal: 432.50
Sales tax, if applicable: 0.00
Total: 432.50
Amount paid: 432.50

Payment

Payment method:: Company card ending [last 4 digits]
Payment reference:: [Authorization or transaction no.]
Date paid:: Nov 19, 2026

Thank you for your business. Keep this receipt for your records.

Business sales receipt: sample preview. Download it below.

Key Features

Everything you need in a professional receipt template.

Business block with a "Tax ID or permit no." line

Receipt no., date of sale and "Sold by"

Customer block for the business name, a contact and the customer's PO number

Items table with a description column, quantity, unit price and amount

"Sales tax, if applicable" from a tax rate cell in Excel, starting at 0%

Total and amount paid, with the payment method, a payment reference and the date paid

Blank A4 PDF, plus Word and Excel files with a sample; the Excel file calculates the totals

Download the receipt template

The PDF is a blank form to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own.

SALES RECEIPT

PAID

Business

Business name:: Example Office Supply Co.
Address:: 40 Example Commerce Way, Sampletown
Phone / email:: [Phone or email]
Tax ID or permit no.:: [Tax ID or permit no., if any]

Receipt details

Receipt no.:: BS-20714
Date of sale:: Nov 19, 2026
Sold by:: [Staff name]

Customer

Business name:: Example Dental Group
Contact:: Pat Example, office manager
Customer PO no.:: PO-4471

Item: Copy paperAmount: 168.00
Description:
Letter size, 10 reams a case
Qty:
4
Unit price:
42.00
Item: Toner cartridgeAmount: 179.00
Description:
Black, high yield
Qty:
2
Unit price:
89.50
Item: Desk organizerAmount: 85.50
Description:
Mesh, 5 sections
Qty:
6
Unit price:
14.25

SALES RECEIPT line items
Item	Description	Qty	Unit price	Amount
Copy paper	Letter size, 10 reams a case	4	42.00	168.00
Toner cartridge	Black, high yield	2	89.50	179.00
Desk organizer	Mesh, 5 sections	6	14.25	85.50

Subtotal: 432.50
Sales tax, if applicable: 0.00
Total: 432.50
Amount paid: 432.50

Payment

Payment method:: Company card ending [last 4 digits]
Payment reference:: [Authorization or transaction no.]
Date paid:: Nov 19, 2026

Thank you for your business. Keep this receipt for your records.

Business sales receipt

A receipt for a sale to a business customer: your business details, the customer's business and PO number, items with a description, quantity and unit price, a sales tax rate cell, the total, the amount paid and the payment method.

Confirms a payment received

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What this business receipt is for

This template is a receipt for a sale to another business: an office, a practice, a shop or a contractor that buys from you and pays at the time of sale. It records who bought, what they bought and how they paid, with the details a business customer asks for to file the receipt, such as their purchase order number.

What's on the business receipt

Business: "Business name", "Address", "Phone / email" and "Tax ID or permit no."
Receipt details: "Receipt no.", "Date of sale" and "Sold by"
Customer: "Business name", "Contact" and "Customer PO no."
Items: "Item", "Description", "Qty", "Unit price" and "Amount"
Totals: "Subtotal", "Sales tax, if applicable", "Total" and "Amount paid"
Payment: "Payment method", "Payment reference" and "Date paid"

The sample is receipt BS-20714 from an office supply business to a dental group, dated Nov 19, 2026, against the customer's PO-4471:

copy paper, letter size, 10 reams a case: 4 cases at 42.00, 168.00;
toner cartridges, black, high yield: 2 at 89.50, 179.00;
desk organizers, mesh, 5 sections: 6 at 14.25, 85.50.

That's a subtotal of 432.50, with sales tax at 0%, a total of 432.50 and 432.50 paid by company card on the day of sale. The prices are sample figures.

The customer's business and PO number

Put the customer's business name, not just the person who paid, so the receipt matches the company's records. "Contact" is the person you dealt with. If the customer sent a purchase order, write its number in "Customer PO no.": their accounts team can then match your receipt to the order they raised.

Your tax ID or permit number

"Tax ID or permit no." is for a number you're registered under, such as a sales tax permit, if you have one. Leave it empty if you don't. The template doesn't say which number you need: that depends on where you're registered, so check with the tax agency there.

Sales tax

"Sales tax, if applicable" starts at 0%. In the Excel file it's the subtotal × the tax rate in its own cell. Whether a sale is taxable, and at what rate, depends on where the sale is taxed, so check the rules where you work and set the rate. The sales tax calculator can check a figure.

Payment details

Payment method: how the customer paid. For a card, show only the last four digits, never the full card number.
Payment reference: the authorization or transaction number from your card terminal or bank, so both sides can match the receipt to the payment.
Date paid: the day the money reached you.

The amount paid should equal the total. If the customer is paying later, send an invoice instead, and issue a payment receipt when the payment arrives.

Keeping copies

Keep a copy of every receipt you issue. In its guidance for small businesses, the IRS says you "should keep supporting documents that show the amounts and sources of your gross receipts", and lists "Receipt books" and "Invoices" among them (IRS: What kind of records should I keep). Your customer keeps theirs as a record of the purchase. Outside the US, check your tax authority's record-keeping rules.

How to fill in the template

Add your business name, address, contact details and any tax ID or permit number.
Give the receipt the next number in your sequence, the date of sale and who made the sale.
Enter the customer's business name, the contact and their PO number.
Add each item with a description, quantity and unit price.
Set the sales tax rate, or leave it at 0%.
Enter the payment method, a payment reference and the date paid, then send or print the receipt.

The PDF is a blank A4 form for filling in by hand. The Word and Excel files have the same layout with the sample filled in, for you to overwrite.

In the Excel file:

each row's "Amount" is "Qty" × "Unit price", and "Total" is the "Subtotal" plus "Sales tax, if applicable";
the file's tip says to leave the tax rate at 0% if no tax applies, and not to delete the total rows, because the totals refer to them;
"Amount paid" isn't a formula: enter the amount you received;
the items table has 3 sample rows and 5 blank rows.

In Word or on the PDF, work out the amounts yourself.

Business receipt or another receipt?

Business receipt (this page): a sale to another business, with your tax ID, the customer's PO number and a description for each item.
Sale receipt: a sale to a named customer, with a discount rate cell, a transaction reference and a zero balance.
Store receipt: a register-style receipt with a SKU for each item, store, register and cashier fields, and the amount tendered and change given.
Itemized receipt: each item on its own line, with any discount on its own line under the item.
Sample receipt: a filled-in sales receipt whose Word and Excel files include a field guide.
Payment receipt: confirms a customer has paid an invoice you sent.

Receipt templates by format: Word, Excel, Google Sheets and PDF, or browse all receipt templates.

Receipts and payments in Billed

If you invoice your business customers first, Billed lets clients pay online by credit card, debit card or PayPal, and you can record payments from offline sources such as checks and cash, so your income and payments are kept in one place.

Skip the Templates — Create Receipts Online

Why fill in templates by hand? With Billed you can invoice clients and send them a payment receipt once they've paid — all in one place.

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What's included in this receipt template

Receipt	What it records
Business (this page)	A business customer, PO no., your tax ID
Sale	A named customer and a discount rate
Store	SKUs, cash tendered and change
Itemized	Discount lines under their items

When this isn't for you

If the customer hasn't paid yet, send an invoice. For a payment against an invoice you already sent, use the payment receipt. For a sale to a shopper at a counter, the store receipt fits better.