What is a payment receipt?

It is a document a business gives a customer to confirm that a payment was received. This template is for payments against an invoice: it names the invoice, records the amount paid now and anything paid earlier, how and when the customer paid, and shows a balance of 0.00 on that invoice.

What is the difference between a payment receipt and an invoice?

An invoice asks for payment and shows the amount due and when it is due. A payment receipt is issued after the money arrives and confirms that it was paid. It refers back to the invoice by number, and it has no due date.

When should I send a payment receipt?

Once the payment that settles the invoice has reached you. Enter the day the money arrived as the date received, sign the receipt, and send it as a PDF or hand over a printed copy.

Should the receipt number match the invoice number?

No. Keep receipts in their own numbered sequence and write the invoice number in the invoice field. That way one invoice can have more than one receipt if it is paid in parts, and every receipt still has a unique number.

What if the customer paid only part of the invoice?

If the payment leaves part of the invoice unpaid, use the partial payment receipt on the Excel receipt template page, which shows the total paid to date and the balance remaining. When the customer later pays the rest, use this receipt for that final payment: enter what they paid before under "Paid earlier on this invoice", and the balance comes to 0.00.

What payment reference should I write?

Something the customer can trace on their own statement: the check number, the bank transfer reference, the last four digits of the card, or the transaction ID from your payment provider. Never write a full card number on a receipt.

Can one receipt cover several invoices?

This template names one invoice. If a single payment settles several invoices, issue one receipt per invoice showing the part of the payment applied to each, so every invoice has its own record of payment.

Payment Receipt Template

A payment receipt template that confirms a customer has paid a specific invoice, with the invoice number, the amount paid, how it was paid and the balance left on that invoice, as a blank PDF form plus Word and Excel files

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Quick answer:A payment receipt confirms that a customer has paid an invoice you sent them. The template on this page is tied to one invoice: it repeats the invoice number, date, description and invoice total, carries that total down as the amount invoiced, records any amount paid earlier on that invoice and the amount paid now, the payment method and reference, and the date the payment was received, and shows the balance after this payment as 0.00. It is a confirmation of money received, not a request for payment, so it shows no due date. If a payment leaves part of the invoice unpaid, use a partial payment receipt instead, which shows the total paid to date and the balance remaining. The template comes as a blank PDF form to fill in by hand, plus Word (.docx) and Excel (.xlsx) files with sample details to replace.

PAYMENT RECEIPT

PAID

Business

Business name:: Example Design Studio LLC
Address:: 52 Example Street, Sampletown
Phone / email:: [Phone or email]

Receipt details

Receipt no.:: PR-1186
Receipt date:: Nov 6, 2026

Received from

Customer name:: Example Bakery LLC
Address:: 7 Sample Avenue, Sampletown
Email:: [Email]

For: Brand refresh: logo, menu boards and signageInvoice total: 2,400.00
Invoice no.:
INV-2208
Invoice date:
Oct 23, 2026

PAYMENT RECEIPT line items
Invoice no.	Invoice date	For	Invoice total
INV-2208	Oct 23, 2026	Brand refresh: logo, menu boards and signage	2,400.00

Amount invoiced: 2,400.00
Paid earlier on this invoice: 600.00
Amount paid now: 1,800.00
Balance after this payment: 0.00

Payment

Payment method:: Bank transfer
Payment reference:: [Bank reference]
Date received:: Nov 5, 2026

Received by

This receipt confirms payment in full of the invoice listed above.

Invoice payment receipt: sample preview. Download it below.

Key Features

Everything you need in a professional receipt template.

Tied to one invoice: invoice no., invoice date, what it was for and the invoice total, copied from the invoice being paid

Amount invoiced, any amount paid earlier on the invoice, the amount paid now, and the balance after this payment, which reads 0.00

Payment method, payment reference and the date the payment was received

Receipt no. and receipt date, separate from the invoice number, and a "Received by" signature line

Blank PDF form to print and fill in by hand

Word (.docx) and Excel (.xlsx) versions filled with sample details; in Excel, the amount invoiced and the balance are formulas

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.

PAYMENT RECEIPT

PAID

Business

Business name:: Example Design Studio LLC
Address:: 52 Example Street, Sampletown
Phone / email:: [Phone or email]

Receipt details

Receipt no.:: PR-1186
Receipt date:: Nov 6, 2026

Received from

Customer name:: Example Bakery LLC
Address:: 7 Sample Avenue, Sampletown
Email:: [Email]

For: Brand refresh: logo, menu boards and signageInvoice total: 2,400.00
Invoice no.:
INV-2208
Invoice date:
Oct 23, 2026

PAYMENT RECEIPT line items
Invoice no.	Invoice date	For	Invoice total
INV-2208	Oct 23, 2026	Brand refresh: logo, menu boards and signage	2,400.00

Amount invoiced: 2,400.00
Paid earlier on this invoice: 600.00
Amount paid now: 1,800.00
Balance after this payment: 0.00

Payment

Payment method:: Bank transfer
Payment reference:: [Bank reference]
Date received:: Nov 5, 2026

Received by

This receipt confirms payment in full of the invoice listed above.

Invoice payment receipt

A receipt confirming payment of one specific invoice: the invoice number, date and amount invoiced, any earlier payment on it, the amount paid now with method and reference, and a balance of 0.00 after this payment.

Confirms a payment received

Download

When to issue a payment receipt

Issue a payment receipt once a customer has paid an invoice you sent them. It confirms in writing that the money arrived and which invoice it paid. The customer can file it with the invoice as proof of payment, and on your side it closes that invoice.

This template is built around a single invoice. It repeats the invoice number, date, description and amount invoiced, records any amount paid earlier on that invoice, the amount paid now, how and when the customer paid with a payment reference, and shows the balance after this payment as 0.00. The footnote says the receipt confirms payment in full of the invoice listed.

If there was no invoice, a different receipt will fit better:

For a sale paid on the spot, use a cash receipt or a sales receipt.
For a one-off payment between individuals, such as a deposit or an advance handed over in person, use the acknowledgment receipt, which has the amount in words and figures.

How to fill in the payment receipt

Business. Enter your business name, address and a phone number or email.
Receipt no. and receipt date. Give each receipt its own number from a separate sequence, and never reuse one. The receipt date is the day you issue it.
Received from. Enter the customer's name, address and email as they appear on the invoice.
Invoice line. Copy the Invoice no., Invoice date and Invoice total exactly from the invoice being paid, so the customer can match the receipt to it without asking. Under For, give a short description of what the invoice covered, such as "Brand refresh: logo, menu boards and signage". The Amount invoiced line below the table repeats the invoice total.
Paid earlier on this invoice. If the customer already paid part of this invoice, such as a deposit taken against it, enter that amount. If not, enter 0.00.
Amount paid now. Enter the amount you received in this payment. If your card processor deducts its fee before paying you, still enter the amount the customer paid.
Balance after this payment. This is the amount invoiced minus what was paid earlier and what was paid now. On this receipt it should read 0.00. If it doesn't, check the amounts against the invoice before you send it.
Payment. Enter the Payment method and a Payment reference the customer can trace: the check number, the bank transfer reference, the last four digits of the card, or the transaction ID from your payment provider. Never write a full card number. Date received is the day the money reached you, which can be earlier than the receipt date if you issue receipts in a batch.
Received by. Sign the receipt, then send it as a PDF or hand over a printed copy. Keep your own copy filed with the invoice.

If one payment covers several invoices, issue a receipt for each invoice and show on each one the part of the payment applied to it. Each invoice then has its own record, and the receipts add up to the payment.

Part payments and deposits

This layout is for the payment that settles an invoice. That can be a single payment of the whole amount, or the last of several: the "Paid earlier on this invoice" line holds what the customer had already paid, so the balance still comes to 0.00. In the sample, a 2,400.00 invoice had 600.00 paid earlier, and the receipt records the final 1,800.00.

For a payment that leaves part of the invoice unpaid, a receipt showing a zero balance would be wrong. Use the partial payment receipt on the Excel receipt template page instead. 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, and you issue a new one each time money comes in.

A deposit you invoiced on its own is simpler. If you sent a separate deposit invoice (see the deposit invoice template) and the customer paid it, that invoice is settled in full. Use this receipt with 0.00 paid earlier and the deposit as the amount paid now, even though the rest of the job will be invoiced later.

Payment receipt vs. invoice

An invoice asks for payment. It lists what was supplied and its price, and sets the payment terms and due date. You send it before the customer pays. See the invoice templates.
A payment receipt confirms that payment arrived. It points back to the invoice by number and date, records the amount and method, and shows the balance left. It has no due date and asks for nothing.

The two work as a pair. In the US, the IRS says documents supporting a business expense should identify the payee, the amount paid, proof of payment, the date, and a description of what was bought, and that "a combination of supporting documents may be needed" to cover all of these (IRS: What kind of records should I keep). The invoice describes what was bought; the receipt shows it was paid. The same IRS page lists receipt books and invoices among the documents that support a business's gross receipts, so keep a copy of each receipt you issue. Outside the US, check your tax authority's record-keeping rules, and if it prescribes a particular invoice or receipt, issue that document.

PDF, Word or Excel

PDF: a blank form to print and fill in by hand, for customers who pay in person.
Word (.docx): the same layout filled with sample details. Type over them, then save a copy as PDF to send.
Excel (.xlsx): the same layout with sample details. The amount invoiced is a formula that picks up the invoice total from the invoice line, and the balance after this payment is a formula (amount invoiced minus paid earlier minus paid now). You type the invoice total, the amount paid earlier and the amount paid now, and the balance updates.

For other receipts, see all receipt templates.

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What's included in this receipt template

	Invoice	Payment receipt (this template)	Partial payment receipt
Purpose	Asks for payment	Confirms an invoice has been paid in full	Confirms one payment toward an agreed total
When you send it	Before the customer pays	After the payment that settles the invoice	After each part payment
Main amounts	Line items, total, amount due	Amount invoiced, paid earlier on this invoice, amount paid now	Agreed total, payments to date, this payment
Balance shown	Amount due	Balance after this payment: 0.00	Balance remaining
Due date	Yes	No	No
Where to find it	Invoice templates	This page	Excel receipt template page

When this isn't for you

If the customer hasn't paid yet, send an invoice: a receipt confirms money already received. If they paid only part of the invoice, use a partial payment receipt so the balance remaining is shown correctly. If no invoice was ever issued, a cash, sales or acknowledgment receipt is simpler. If you are a charity acknowledging a gift, use a donation receipt instead.