What is an itemized receipt?

A receipt that lists each item bought on its own line, with the quantity, unit price and amount, then the subtotal, any tax, the total and how it was paid. This template also shows each discount on its own line under the item it applies to.

Why should I use an itemized receipt instead of a standard receipt?

A receipt that shows only a total proves a payment, but not what it was for. An itemized receipt shows each item and its price, which helps the customer check the sale, return a single item or show what an expense was for. In the US, the IRS says supporting documents for business expenses should include a description of the item purchased or service received.

What should an itemized receipt include?

Your business name and contact details, a receipt number and date, the customer, and each item with its quantity, unit price and amount. Then any discounts, the subtotal, sales tax if it applies, the total, the amount paid and how it was paid. This template also has a card reference field and a balance line.

How do I show a discount on one item?

Add a line directly under the item, describe the discount, and enter it with a Qty of 1 and a negative Unit price, for example −5.10 for 15% off a 34.00 headlamp. In the Excel file the Amount, Subtotal and Total update. If one discount applies to the whole sale, use the sale receipt instead.

Can I use an itemized receipt for my tax records?

In the US, the IRS lists receipts among the supporting documents a business should keep, and says expense documents should show the payee, the amount paid, proof of payment, the date and a description of what was bought. An itemized receipt gives the description; you may also need other documents, such as a card statement. Outside the US, check with your tax authority.

Which format should I download?

Use the PDF for a blank form to fill in by hand. Use the Excel file if you want the amounts, subtotal, tax and balance worked out for you, or the Word file to type the receipt yourself. Both have the same layout as the PDF, with a sample sale to overwrite.

Free Itemized Receipt Template

A free itemized receipt that lists each item with its quantity and unit price, shows any discount on its own line under the item it applies to, and adds the subtotal, sales tax, total, amount paid and payment method, as a blank PDF form plus Word and Excel files filled with sample values

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Quick answer:This page has a free itemized receipt for a paid sale. Each item has its own line with quantity, unit price and amount, and any discount goes on its own line directly under the item it applies to, as a negative amount, so the customer can see what each item cost after its discount. Then come the subtotal, sales tax (from a tax rate you enter in the Excel file), the total, the amount paid, a balance of 0.00, and the payment method with a card reference. It comes as a blank print-and-fill PDF and as Word and Excel files filled with a sample outdoor-store sale. Other receipts on this site show either one discount on the whole subtotal or no discount.

ITEMIZED RECEIPT

PAID

Business

Business name:: Example Outdoor Supply
Address:: 90 Example Trail Road, Sampletown
Phone / email:: [Phone or email]

Receipt details

Receipt no.:: OS-20877
Date:: Nov 22, 2026

Customer

Customer name:: Jamie Example

ITEMIZED RECEIPT line items
Item	Qty	Unit price	Amount
Hiking socks, merino, pair	3	14.00	42.00
Line discount: 3 pairs of socks for 36.00	1	-6.00	-6.00
Water bottle, 32 oz	2	18.50	37.00
Headlamp, rechargeable	1	34.00	34.00
Line discount: headlamp, 15% off	1	-5.10	-5.10
Trail map, Example County	1	9.00	9.00

Subtotal: 110.90
Sales tax, if applicable: 0.00
Total: 110.90
Amount paid: 110.90
Balance: 0.00

Payment

Payment method:: Card ending [last 4 digits]
Card reference:: [Card or transaction reference]

Thank you for shopping with us. Each discount is shown under the item it applies to.

Itemized receipt with line discounts: sample preview. Download it below.

Key Features

Everything you need in a professional receipt template.

Business details: business name, address, phone or email

Receipt number and date

Customer name

Items table: item, qty, unit price and amount

Line discounts on their own row under the item, entered as a negative unit price

Subtotal, sales tax from a tax rate cell (Excel), total, amount paid and balance

Payment method and card or transaction reference, with a PAID marker

Blank PDF to print and fill in; Word and Excel versions with a sample sale to overwrite

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.

ITEMIZED RECEIPT

PAID

Business

Business name:: Example Outdoor Supply
Address:: 90 Example Trail Road, Sampletown
Phone / email:: [Phone or email]

Receipt details

Receipt no.:: OS-20877
Date:: Nov 22, 2026

Customer

Customer name:: Jamie Example

ITEMIZED RECEIPT line items
Item	Qty	Unit price	Amount
Hiking socks, merino, pair	3	14.00	42.00
Line discount: 3 pairs of socks for 36.00	1	-6.00	-6.00
Water bottle, 32 oz	2	18.50	37.00
Headlamp, rechargeable	1	34.00	34.00
Line discount: headlamp, 15% off	1	-5.10	-5.10
Trail map, Example County	1	9.00	9.00

Subtotal: 110.90
Sales tax, if applicable: 0.00
Total: 110.90
Amount paid: 110.90
Balance: 0.00

Payment

Payment method:: Card ending [last 4 digits]
Card reference:: [Card or transaction reference]

Thank you for shopping with us. Each discount is shown under the item it applies to.

Itemized receipt with line discounts

An itemized receipt where each item has its own line with quantity and unit price, any discount is shown on its own line under the item it applies to, and the subtotal, a tax rate cell, the total and the payment method follow.

Confirms a payment received

Download

What this itemized receipt is for

An itemized receipt confirms a paid sale and shows what was bought, line by line: each item with its quantity, unit price and amount. This template also shows each discount on its own line, directly under the item it applies to, so the customer can see what every item cost after its discount. The sample is an outdoor store sale paid by card.

The itemized receipt has:

Business: business name, address, and phone or email.
Receipt details: receipt number and date.
Customer: customer name.
Items: a table with Item, Qty, Unit price and Amount.
Totals: Subtotal, "Sales tax, if applicable", Total, Amount paid and Balance.
Payment: payment method (the sample shows "Card ending [last 4 digits]") and card reference.
A footnote thanking the customer and noting that each discount is shown under the item it applies to.
A PAID marker at the top, because the sale is paid when you hand over the receipt.

It comes as three files:

PDF: a blank form to print and fill in by hand.
Word (.docx) and Excel (.xlsx): the same layout filled with the sample sale for you to overwrite.

In the Excel file:

Each row's Amount is Qty × Unit price, rounded to the cent. There are four empty rows for more items or discounts.
The Subtotal adds all the rows, discounts included.
"Tax rate (enter your rate)" holds 0% in the sample. "Sales tax, if applicable" is the Subtotal × that rate, rounded to the cent.
Total = Subtotal + Sales tax, and Balance = Total − Amount paid. You type the Amount paid.

The file's tip says: for a line discount, add a row under its item with a Qty of 1 and the discount as a negative Unit price, leave the tax rate at 0% if none applies, and don't delete the rows, because the totals refer to them. The Word file has no rate cell, so type the tax amount and work out the totals yourself. The PDF is blank, so fill in every amount by hand.

The sample adds up like this:

3 pairs of hiking socks at $14.00 = $42.00, then "Line discount: 3 pairs of socks for 36.00" at −$6.00
2 water bottles at $18.50 = $37.00
a headlamp at $34.00, then "Line discount: headlamp, 15% off" at −$5.10 (15% of $34.00)
a trail map at $9.00

That's a subtotal of $110.90. Sales tax is 0.00 at the sample's 0% rate, so the total is $110.90. The customer paid $110.90 by card, which leaves a balance of 0.00. These are sample prices only.

Showing discounts line by line

Put each discount directly under the item it applies to and describe it in plain words: what it is and how it was worked out. The sample uses two kinds:

A multi-buy price: "3 pairs of socks for 36.00". The three pairs would cost $42.00, so the discount line is −$6.00.
A percentage off one item: "headlamp, 15% off". 15% of $34.00 is $5.10, so the discount line is −$5.10.

In the Excel file, enter a discount as a row with a Qty of 1 and the discount amount as a negative Unit price; the Amount, Subtotal and Total update. Because the discount sits next to its item, a customer can see what each item really cost, which helps if they later return one item or claim one item as an expense.

If one discount applies to the whole sale rather than to particular items, the sale receipt shows it as a single percentage line under the subtotal.

Sales tax

Whether a sale is taxable, which rate applies, and whether a discount reduces the taxable amount all depend on the rules where the sale is taxed, so check the rules where you work. In the Excel file, enter the rate in "Tax rate (enter your rate)": the file taxes the subtotal, after the line discounts, at one rate. If some items are taxed differently, work out the tax yourself and type it in. The sales tax calculator can check a figure.

What an itemized receipt shows

A receipt that only shows a total proves that a payment was made, but not what it was for. The item lines fill that gap.

In the US, the IRS lists receipts and invoices among the supporting documents a business should keep, and says that documents for business expenses "should identify the payee, the amount paid, proof of payment, the date incurred, and include a description of the item purchased or service received that shows the amount was for a business expense" (IRS: What kind of records should I keep). An itemized receipt covers the description: each item, with its price and any discount. The business name, date, amount paid and payment method cover the payee, the date, the amount and the payment. The IRS also notes that a combination of documents may be needed, for example a receipt together with a card statement.

The IRS says that, generally, you must keep records that support an item of income, deduction or credit on your tax return until the period of limitations for that return runs out (IRS: How long should I keep records). Outside the US, check with your tax authority.

Payment details

Payment method: say how the customer paid. For a card, show only the last four digits, never the full card number.
Card reference: the reference from your card terminal or payment app, so you can match the receipt to the payment.
Balance should be 0.00 on this receipt. If the customer has paid only part of the total, send an invoice for what's owed, or use the partial payment receipt on the Excel receipt page.

Itemized receipt or another receipt?

Excel receipt page: includes an itemized receipt with a SKU column and one percentage discount on the whole subtotal.
Google Sheets receipt page: includes an itemized sales receipt with the amount tendered and change, and no discount line.
Sale receipt: one percentage discount on the whole subtotal, with a transaction reference and date paid.
Blank receipt page: includes a blank itemized receipt with no sample values in any file.
Store receipt: a register-style receipt with SKUs, cashier and register fields, the amount tendered and change.

Receipts by format: Word, Excel, Google Docs, Google Sheets and PDF receipt templates, or browse all receipt templates. Other receipt pages: simple, invoice payment, official and donation receipts.

If you invoice in Billed, customers can pay online by card or PayPal, and Billed sends a payment receipt after each online payment.

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What's included in this receipt template

Receipt	Discount	Also differs
Itemized receipt (this page)	Its own line under each discounted item	Card reference
Excel receipt page: itemized with discount	One % on the whole subtotal	SKU column
Google Sheets receipt page: itemized	None	Tendered and change
Sale receipt	One % on the whole subtotal	Transaction reference, date paid
Blank itemized receipt	None	Left blank in every file

When this isn't for you

If the customer hasn't paid in full yet, send an invoice instead. If your register or point-of-sale system already prints itemized receipts, use those so your sales records and receipts match. If one discount applies to the whole sale, the sale receipt shows it as a single line.