What is the difference between the two Excel receipts?

The itemized receipt with percentage discount is for a sale paid in full: it lists the items, takes off a discount, adds tax and shows the balance after the amount paid, which should be 0.00. The partial payment receipt is for one payment towards an agreed total paid in several parts: it lists every payment received so far, picks out this payment, and shows the total paid to date and the balance remaining.

How do I add a discount?

Type the discount rate into the discount-rate cell with a % sign, for example 5%. The sample file starts at 10%, so change it to 0% if there is no discount. The sheet multiplies the subtotal by that rate, rounds it to cents, and the discount line's label updates to show the rate.

Is tax calculated before or after the discount?

After. The template multiplies the subtotal minus the discount by your tax rate. Whether a discount reduces the taxable amount depends on where you sell and on the kind of discount, so check your local tax rules before relying on it.

What tax rate does the template use?

None. The tax-rate cell is set to 0%, so no tax is added until you type your rate. The template does not know your local rate.

How do I record the next payment on the partial payment receipt?

Start from a copy of the latest receipt, give it a new receipt number and date, and add the new payment as the next row of the payments table. This payment, total paid to date and balance remaining update from the table. Add payments oldest first, because this payment is the last amount entered in the Amount column.

How do I stop the formulas from being typed over?

The files are not protected when you download them. In Excel, unlock the cells you type into (Format Cells > Protection, clear Locked), then use Review > Protect Sheet. Microsoft notes that sheet protection prevents accidental edits but is not a security feature.

How do I send the receipt as a PDF?

In Excel for Microsoft 365, Excel 2024 and Excel 2021, choose File > Save a Copy, pick PDF as the file type and select Save. Check the PDF before you send it so the customer gets a fixed copy without your formulas.

Can I open these files in Google Sheets?

Yes. Put the .xlsx file in Google Drive, double-click it and choose Open with Google Sheets; File > Save as Google Sheets makes a separate Sheets copy. The formulas were written for Excel, so after opening, change one quantity or payment and check that the totals update.

What are the Word and PDF versions for?

The Word (.docx) file has the same layout and sample values but no formulas, so you type every amount and total yourself. The PDF is the same layout left blank, for writing a receipt by hand.

Excel Receipt Template

Q: Does a partial payment receipt ask the customer to pay the rest?

No. It confirms the payment you received and shows how much of the agreed total remains, but it is not a bill and doesn't set a date for paying the rest. If you need to request the remaining amount, send an invoice, then issue another partial payment receipt when it is paid.

Two free Excel receipts with live formulas: an itemized receipt that applies a discount and tax from rate cells you set, and a partial payment receipt that keeps track of what has been paid and what remains

Send Payment Receipts With Billed View All Templates

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Quick answer:This page has two receipt spreadsheets for Microsoft Excel, each available as an .xlsx file with live formulas, a Word (.docx) version and a blank PDF to print and fill in by hand. The itemized receipt with percentage discount lists item, SKU, quantity and unit price on each line and works out the line amounts, subtotal, a discount from a discount-rate cell, tax on the discounted amount from a tax-rate cell, the total and the balance after the amount paid. The partial payment receipt records one payment towards an agreed total: you list every payment received in a table, and the sheet picks out this payment, adds up the total paid to date and calculates the balance remaining.

ITEMIZED RECEIPT

PAID

Seller

Business name:: Example Hardware Supply
Address:: 88 Example Trade Park, Sampletown
Phone / email:: [Phone or email]

Receipt details

Receipt no.:: HW-30418
Date:: 22 Oct 2026
Served by:: [Staff name]

Customer

Customer name:: Sample Builders Ltd
Account no. (optional):: [Account no.]

Item: Wood screws 4 x 40 mm, box of 200Amount: 25.20
SKU:
FX-1042
Qty:
3
Unit price:
8.40
Item: Exterior primer, 5 LAmount: 73.00
SKU:
PT-2210
Qty:
2
Unit price:
36.50
Item: Bi-metal hole saw kitAmount: 42.90
SKU:
TL-0587
Qty:
1
Unit price:
42.90
Item: Sanding discs 125 mm, pack of 50Amount: 29.50
SKU:
SA-0331
Qty:
2
Unit price:
14.75
Item: Construction adhesive, 290 mlAmount: 35.10
SKU:
AD-0718
Qty:
6
Unit price:
5.85

ITEMIZED RECEIPT line items
Item	SKU	Qty	Unit price	Amount
Wood screws 4 x 40 mm, box of 200	FX-1042	3	8.40	25.20
Exterior primer, 5 L	PT-2210	2	36.50	73.00
Bi-metal hole saw kit	TL-0587	1	42.90	42.90
Sanding discs 125 mm, pack of 50	SA-0331	2	14.75	29.50
Construction adhesive, 290 ml	AD-0718	6	5.85	35.10

Subtotal: 205.70
Discount (10%): 20.57
Tax ([Tax rate %]): 0.00
Total: 185.13
Amount paid: 185.13
Balance: 0.00

Payment

Payment method:: Card ending 0000
Date paid:: 22 Oct 2026

Paid in full. The discount is a percentage of the subtotal; tax is calculated on the subtotal after discount.

Itemized receipt with percentage discount: sample preview. Download it below with the other layouts.

Key Features

Everything you need in a professional receipt template.

Itemized receipt: item, SKU, quantity and unit price per line; each line amount is quantity × unit price, rounded to cents

Discount and tax each come from a rate cell you type a percentage into; the discount line's label shows the current rate

Tax is worked out on the subtotal after the discount; total and balance are formulas

Partial payment receipt: agreed total, a table of every payment received (date, method or reference, receipt no., amount), this payment, total paid to date and balance remaining

Print area already set to the receipt, so Excel prints the receipt rather than the whole sheet

Each layout comes as .xlsx (with formulas), .docx, and a blank PDF to print and fill by hand

Download one of 2 receipt layouts

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.

ITEMIZED RECEIPT

PAID

Seller

Business name:: Example Hardware Supply
Address:: 88 Example Trade Park, Sampletown
Phone / email:: [Phone or email]

Receipt details

Receipt no.:: HW-30418
Date:: 22 Oct 2026
Served by:: [Staff name]

Customer

Customer name:: Sample Builders Ltd
Account no. (optional):: [Account no.]

Item: Wood screws 4 x 40 mm, box of 200Amount: 25.20
SKU:
FX-1042
Qty:
3
Unit price:
8.40
Item: Exterior primer, 5 LAmount: 73.00
SKU:
PT-2210
Qty:
2
Unit price:
36.50
Item: Bi-metal hole saw kitAmount: 42.90
SKU:
TL-0587
Qty:
1
Unit price:
42.90
Item: Sanding discs 125 mm, pack of 50Amount: 29.50
SKU:
SA-0331
Qty:
2
Unit price:
14.75
Item: Construction adhesive, 290 mlAmount: 35.10
SKU:
AD-0718
Qty:
6
Unit price:
5.85

ITEMIZED RECEIPT line items
Item	SKU	Qty	Unit price	Amount
Wood screws 4 x 40 mm, box of 200	FX-1042	3	8.40	25.20
Exterior primer, 5 L	PT-2210	2	36.50	73.00
Bi-metal hole saw kit	TL-0587	1	42.90	42.90
Sanding discs 125 mm, pack of 50	SA-0331	2	14.75	29.50
Construction adhesive, 290 ml	AD-0718	6	5.85	35.10

Subtotal: 205.70
Discount (10%): 20.57
Tax ([Tax rate %]): 0.00
Total: 185.13
Amount paid: 185.13
Balance: 0.00

Payment

Payment method:: Card ending 0000
Date paid:: 22 Oct 2026

Paid in full. The discount is a percentage of the subtotal; tax is calculated on the subtotal after discount.

Itemized receipt with percentage discount

A spreadsheet receipt with item, SKU, quantity and unit price on each line, where line amounts, subtotal, a percentage discount from a rate cell, tax from a tax-rate cell, total and balance calculate automatically.

Confirms a payment received

Download

PARTIAL PAYMENT RECEIPT

PAYMENT RECEIVED

Received by

Business name:: Example Kitchens & Joinery
Address:: 3 Example Works, Sampletown
Phone / email:: [Phone or email]

Receipt details

Receipt no.:: KJ-0412
Date:: 26 Oct 2026

Received from

Customer name:: Robin Sample
Address:: 21 Sample Close, Sampletown

Order or job

Order / job no.:: Job 2026-118
Description:: Fitted kitchen, supply and installation

Payment method / reference: Bank transferAmount: 2,400.00
Date:
15 Aug 2026
Receipt no.:
KJ-0377
Payment method / reference: Bank transferAmount: 3,600.00
Date:
30 Sep 2026
Receipt no.:
KJ-0398
Payment method / reference: Card ending 0000Amount: 1,800.00
Date:
26 Oct 2026
Receipt no.:
KJ-0412

PARTIAL PAYMENT RECEIPT line items
Date	Payment method / reference	Receipt no.	Amount
15 Aug 2026	Bank transfer	KJ-0377	2,400.00
30 Sep 2026	Bank transfer	KJ-0398	3,600.00
26 Oct 2026	Card ending 0000	KJ-0412	1,800.00

Agreed total: 9,600.00
This payment: 1,800.00
Total paid to date: 7,800.00
Balance remaining: 1,800.00

Received by (signature)

The table lists every payment received toward the agreed total, with this payment as the latest row. The balance remaining is the agreed total less the total paid to date.

Partial payment receipt

A receipt for one payment toward an agreed total, with a table of every payment received so far; the spreadsheet takes this payment from the latest row, adds up the total paid to date and calculates the balance remaining.

Confirms a part payment and shows the balance remaining

Download

Which receipt to use

Both spreadsheets record money you have received. They suit different payments.

Itemized receipt with percentage discount is for a sale paid in full where you took a percentage off the price. You enter each item with its SKU, quantity and unit price, type the discount rate and your tax rate into their own cells, and the sheet works out the subtotal, the discount, the tax, the total, and the balance after the amount paid. It suits retail sales, trade sales with a customer or volume discount, and promotions.

Partial payment receipt is for a customer who pays an agreed price in more than one payment: a deposit on an order, an instalment, or a stage payment on a job. It shows the agreed total, every payment received so far, the payment you are recording now, the total paid to date and the balance remaining. Issue a new one each time money comes in.

If you need a cash-sale receipt that works out change, or a log of every receipt you have issued, the Google Sheets receipt template page has both, also as .xlsx files.

Filling in the itemized receipt with discount

Replace the sample details. The seller, customer, receipt details, line items and amount paid are filled in with example values. Type over them.
Line items. On each line, enter the item, SKU, quantity and unit price. The amount column is a formula (quantity × unit price); typing over it breaks the link to the subtotal. The table has twelve item lines and the subtotal adds all of them.
Discount rate. The discount-rate cell holds the sample 10%. Type your own rate with a % sign, for example 5%, or 0% for no discount. The discount line is the subtotal multiplied by that rate, and its label updates to show the rate you entered.
Tax rate. The tax-rate cell starts at 0%, so no tax is added until you enter your rate. Replace the "[Tax rate %]" placeholder in the tax line's label with the same rate so the customer can see it. The template doesn't know your local rate.
Discount before tax. The sheet applies tax to the subtotal after the discount. Whether a discount reduces the taxable amount depends on the tax rules where you sell and on the type of discount, so check with your tax authority if you're unsure.
Rounding. Each line amount, the discount and the tax use ROUND(…, 2), so they come out to whole cents (Microsoft Support: ROUND function).
Amount paid and balance. Enter what the customer paid. The balance is the total minus the amount paid, so on a receipt for a sale paid in full it should read 0.00; if it doesn't, check the amount paid. Fill in the payment method and date paid underneath.
More lines. If you need more than twelve lines, insert new rows between existing item lines (not below the last one) so the subtotal's range grows to include them. Then copy the amount formula into the new rows: select a cell with the formula and the empty cells below it and press Ctrl+D, or drag the fill handle (Microsoft Support: Fill a formula down into adjacent cells). Check the subtotal formula afterwards.

In Excel, typing a whole number such as 10 into an empty cell that is already formatted as a percentage is read as 10%, while a number below 1 such as 0.1 is multiplied by 100 (Microsoft Support: Format numbers as percentages in Excel). Typing the % sign yourself avoids any doubt.

Recording a partial payment

Agreed total. Enter the full price agreed for the order or job, from your quote, order or contract. It stays the same on every receipt for that order.
Order or job. Fill in the order or job number and a short description, so each receipt in the series clearly belongs to the same agreement.
Payments table. List every payment received towards the agreed total, one row each, oldest first: date, payment method or reference, the receipt number issued for it, and the amount. The payment you are recording now goes in the next empty row, and the receipt number and date at the top of the sheet are this payment's.
What the sheet works out. "This payment" shows the latest amount in the table, "Total paid to date" adds up the whole Amount column, and "Balance remaining" is the agreed total minus the total paid to date. Don't type over these three lines.
Fill rows oldest first. "This payment" shows the last amount entered in the Amount column, so add each new payment below the earlier ones. A blank row between payments is skipped. The table has nine rows.
Next payment. Save each issued receipt under its receipt number. When the next payment arrives, start from a copy of the latest receipt, give it a new receipt number and date, and add the new payment as the next row. Everything else carries over.
Sign it. The receipt has a "Received by (signature)" line for the person who took the payment.

The balance remaining shows the customer how much of the agreed price is still open. It isn't a request for payment and doesn't set a date for paying the rest. If you need to ask for the remainder by a certain date, send an invoice for it and issue another partial payment receipt when the money arrives. When the final payment is recorded, the balance remaining is 0.00.

Locking the formula cells

The downloaded files are not protected, so any cell can be typed over. Excel can lock the formula cells while leaving the input cells open. Microsoft notes that protecting a worksheet locks every cell by default, so you unlock the input cells first (Microsoft Support: Lock or unlock specific areas of a protected worksheet):

Select the cells you type into: the details at the top, the table's input columns, the rate cells, the amount paid or agreed total, and the payment details.
Right-click one of them and select Format Cells (or press Ctrl+1), go to the Protection tab, and clear Locked.
On the Review tab, select Protect Sheet, choose what users may still do, and add a password if you want one.

Microsoft says worksheet protection "isn't intended as a security feature": it stops changes to locked cells. If you set a password, keep a record of it: Microsoft says it cannot retrieve a forgotten one (Microsoft Support: Protect a worksheet).

Printing or saving the receipt as a PDF

A PDF is the better copy to send: the customer gets a fixed document, and your formulas stay in your file.

Print area. Each file already has a print area that covers the receipt. Microsoft says that when a worksheet has a defined print area, Excel prints only that area (Microsoft Support: Print a worksheet or workbook). If you add rows below it, reset it with Page Layout > Print Area > Set Print Area (Microsoft Support: Set or clear a print area).
Paper size. The files are set up for A4 paper and scaled to fit one page wide. If you print on US Letter, check the print preview before printing.
Save as PDF. In Excel for Microsoft 365, Excel 2024 and Excel 2021, select File > Save a Copy, choose PDF under Save as type, and select Save; select Options first if you want to set which pages are saved (Microsoft Support: Save or convert to PDF).

Check the PDF before you send it, then name it after its receipt number and keep it with your records.

What every receipt should show

The word "Receipt" and a unique receipt number, never reused
The date the payment was received
Your business name and contact details, and the customer's name
What was paid for: the items, or the order or job the payment relates to
Any discount and any tax, each on its own line
The amount received and how it was paid (cash, card, check, bank transfer)
For a part payment: the agreed total, the amount paid to date and the balance remaining

Other receipt templates

Google Sheets receipt template: itemized cash-sale receipt with change, and a receipt register
Itemized receipt template
Sales receipt template
Rent receipt template
Cash receipt template
Donation receipt template
Word receipt template and PDF receipt template
All receipt templates

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What's included in this receipt template

	Itemized receipt with percentage discount	Partial payment receipt
Use it for	A sale paid in full, with a discount	One payment towards an agreed total paid in several parts
What you type	Item, SKU, quantity and unit price per line; discount rate; tax rate; amount paid	Agreed total; one table row per payment (date, method or reference, receipt no., amount)
What the formulas work out	Line amounts, subtotal, discount, tax, total, balance	This payment, total paid to date, balance remaining
Balance shown	0.00 once the amount paid matches the total	Balance remaining on the agreed total
Files	.xlsx (with formulas), .docx, blank PDF	.xlsx (with formulas), .docx, blank PDF

When this isn't for you

A receipt records money you have already received. If the customer hasn't paid anything yet, or you need to ask for the remaining balance by a set date, send an invoice and issue the receipt when the money arrives. If you take many payments a day at a till, a point-of-sale or invoicing system that numbers and stores receipts for you will be quicker than copying a spreadsheet for each sale.