54 Free Receipt Templates | How to Make a Receipt in Word

54 Free Receipt Templates | How to Make a Receipt in Word

A Receipt is a written acknowledgment issued by a seller to the buyer stating that a specified amount of money, either partially or in full, was received as payment for goods or services provided (transaction).

A receipt acts as proof that an invoice has been partially or fully paid. This way, the seller uses it as a record for keeping track of transactions made in a business which is a crucial aspect of running a business. Receipts are also a significant instrument in accounting, auditing, and filing tax returns.

Additionally, they are also used in handling matters related to warranties and refunds and can easily present all your transactions history to the audit team. These days receipts are commonly issued electronically. Physical receipts are only issued when the customer does not provide their email. 

Tip: The IRS directs that all businesses should keep receipts for at least three years. However, receipts for any tax year the business made a loss should be kept for seven years.

Invoice V/S Receipt

An invoice, unlike a receipt, is issued before the customer makes any payment. An invoice outlines the money a seller expects from a customer for goods or services sold. A receipt, on the other, is issued after a partial or complete payment has been made by a customer.

Did you know?

Although a receipt is not a packing slip and is not referred to as one, a packing slip contains most of the details of a receipt and can therefore be used as proof of payment or purchase. The major difference between a receipt and a packing slip is that of the name, the packing slip has a heading of “Packing Slip” on it.

Components of a Receipt

Fundamentally, most receipts have the same core items/components. These fundamental components should appear on the document regardless of the transaction made.

Therefore, the following components should be prioritized whether one uses a receipt template or chooses to craft a personalized one:

  • Business/seller information: This section outlines relevant information about the seller. This includes the business name, mailing address, phone numbers, email addresses, logo, and website.
  • Customer information: Customer information must be included to clarify who made the payment as outlined in the document. Information provided in this section includes the customer’s name and address information. 
  • Date: The date of the transaction (when the payment was received) should be outlined. The date should have the day, month, and year.
  • Receipt number: Each receipt typically has a unique identifier (serial number). This number is vital for filling purposes and monitoring progress. 
  • Amount received: The total amount received should be specifically declared. It should also be shown if the payment was partial or in whole. 
  • Payment reason: The receipt should break down the payment and state why the payment was made. This section contains a list of products or services accompanied by a brief description of the products or services sold. VAT and discounts can be outlined in this section.
  • Payment method: There are multiple ways payment can be received. The specific payment method exchanged in the transaction at hand should be stated. The standard payment methods are cash or electronic – cheques, credit cards, debit cards, etc.
  • Initials or signature: A section that prompts the seller or their representative to initial or sign an acknowledgment that they sold the said goods and received the quoted payment should be provided. 

How to Make a Receipt in Microsoft Word

Using a receipt template can be simple and effective in creating some for operating a business. MS Word, being a well-known software, is also used in creating receipts.

Follow the steps given to create a befitting receipt for your customers with MS Word:

Step 1: Launch Word and select the preferred template

The first step is to launch word and create a new document. Go under the “File” command and click on “New.” Scroll down on the templates section to find “Receipts” or search the word receipt in the search space. Click on it and a variety of different types of receipts will appear. Select the most suitable version of the it and click “Download.” The template will appear in MS Word. 

Choosing receipt template from list in Microsoft Word

Step 2: Fill-in the details

Date

Afterward, indicate the date of the transaction. Ensure to capture the exact date when the payment was received, as accuracy is pertinent for recordkeeping purposes.

Receipt number

Then indicate the serial number appropriate for the transaction in question. For example, the number can be based on transactions made in a year or month or the type of item sold.

Amount received

Declare the total amount of money that was received for the transaction. State if it was partial or full payment. If it was a partial payment, remember to indicate the remaining balance.

Transaction details (what was purchased)

Next, indicate the items that were sold to the customer for the quoted amount of money. When listing the items, include a brief description that provides the type, quantity, and other descriptive information.

Received by 

Under the “Received By” section, state the person who received the payment. This will usually be the seller or the cashier in some cases. Provide the full names of the receiving party.

Received from

Next, under “Received From,” declare who paid the specified payment. It is important to note that it does not necessarily have to be a customer. Some customers have other people like assistants, financiers, and banks to make payments on their behalf.  

Payment method

The next section is to declare the payment method used by the customer to make the payment. It can be cash, check, credit card, etc. Indicate accordingly.

Check number

If a check was used as the preferred payment method, supply the check number. Please do not disregard this information, for it might be helpful later, especially with cases where the check bounces.

Credit card details

Lastly, for payments made through credit cards, provide the credit card details. This information is used to prevent fraud cases if a customer chooses to use someone else’s credit card; the receipt can be used as part of the paper trail.

What is a Receipt Template

A receipt template is a blank form designed in a user-friendly manner to enable the sellers to create payment receipts every time they need them at their convenience. The template will typically have blank spaces outlining all the fundamental components of a standard receipt. Once completed accordingly, it creates an actual receipt. These templates can be obtained for free from the internet or software such as MS Word. Templates are recyclable and usually customizable.

Free Templates

Following are some free downloadable templates for you:

Receipt templates- by type


Business-Receipt-Template

Business receipt

A business receipt acknowledges that a fee was acquired for a service/product supplied to a company/business. This type of receipt is required when the company asks for a refund or to return a purchase. It may also be needed to verify the legality of purchase for tax purposes.

Download: Microsoft Word (.docx)


Car-Vehicle-Sales-Receipt-Template_

Vehicle receipt

A vehicle receipt is used for transaction payments related to vehicles. This could be the sale of any vehicle, rental, or any services provided with a vehicle. It is issued once the full payment has been made. State DMV offices ask for the document before registering vehicles.

Download: Microsoft Word (.docx)


Cash-Payment-Receipt-Template_

Cash payment receipt

A cash payment receipt is issued as proof of any money/currency paid in cash to purchase a product or service. It acts as the only proof that a purchase was made with physical currency as there is no electronic evidence of such a transaction in that case.

Download: Microsoft Word (.docx)


Cleaning-Receipt-Template

Cleaning receipt

A cleaning receipt is provided to a client as proof of the successful completion of cleaning services. It is issued to different cleaning service providers such as dry cleaners, house cleaning, carpet cleaners etc.

Download: Microsoft Word (.docx)


Credit-Card-ACH-Payment-Authorization-Form

Credit card authorization receipt

A credit card authorization receipt is a written consent by a credit cardholder to give third-party permission to make payments using the credit cardholder’s credit card. Authorization can be given as a one-time permit or recurring.

Download: Microsoft Word (.docx)


Delivery-Receipt-Template_

Delivery receipt

A delivery receipt is a written acknowledgment issued after a product/service is delivered to the clients and payment has been made. This receipt applies to the delivery of different products ranging from food, clothing, machinery etc.

Download: Microsoft Word (.docx)


Donation-Receipt-Template_

Donation receipt

A donation receipt is issued to a donor when they donate, and the charitable organization receives it. The donation must, however, be $250 or more. The issued party can use it to claim donation tax deductions.

Download: Microsoft Word (.docx)


Earnest-Money-Deposit-Receipt-Template_

Earnest money receipt

An earnest money receipt is used in real estate matters where it acts as proof that a buyer paid earnest money (deposit) to the seller intending to buy/purchase a property. The earnest money receipt is given once earnest money has been paid and binds the buyer and the seller to the purchase agreement.

Download: Microsoft Word (.docx)


Event-Payment-Receipt-Template

Event payment receipt

An event payment receipt is given to the guests/attendees after buying the tickets to an event. The document outlines any services billed to the attendee and the total amount paid. It is used in different types of events, such as conventions, art/film festivals, galas, seminars and conferences, fairs, etc. Some events are tax-deductible, hence the need to issue the receipt.

Download: Microsoft Word (.docx)


Hotel-Receipt-Template_

Hotel receipt

A hotel receipt proves a guest paid a specified amount to stay in a hotel. It can be used sometimes to determine if the guest can utilize the facilities offered by the hotel management. It also indicates additional charges for services such as parking, food services, extra amenities the guest paid for during their stay.

Download: Microsoft Word (.docx)


Itemized-Sales-Receipt-Template

Itemized receipt

An itemized receipt indicates the list of the items purchased by the client and is issued when the payment has been made. The document must also give a description of the items, quantity, and tax/discounts apply to the items.

Download: Microsoft Word (.docx)


Medical-Bill-Receipt-Template

Medical bill receipt

A medical bill receipt is issued by a doctor or a hospital to a patient upon the clearance of the medical bill. It outlines all the services offered, medicine administered, procedures used on the patient, and the price of each.

Download: Microsoft Word (.docx)


Rent-Receipt

Rent receipt

A rent receipt proves that a tenant has paid the monthly rent, and the landlord issues it. Any utilities and rent-related bills should be outlined. The landlord must sign the document.

Download: Microsoft Word (.docx)


Deposit-Receipt-Template

Security deposit receipt

Security deposit receipt is issued to a landlord after the tenant has paid a security deposit payment. Tenants use the receipt to claim the deposit at the end of the lease.

Download: Microsoft Word (.docx)


Blank-Receipt-Template_

Blank receipt

A blank type is a receipt that contains all the necessary sections of a receipt and offers its users the flexibility to customize it in any way according to the business requirements.

Download: Microsoft Word (.docx)


Blank-Taxi--Receipt-Template

Taxi/Rideshare receipt

Taxi share receipt issued by the taxi driver or rider as proof that the passenger paid the specified amount for taxi services provided.

Download: Microsoft Word (.docx)

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      Different Ways to Scan a Receipt

      With most businesses embracing the digitization of keeping records, sellers will often need to scan the receipt for safe storage in their database.

      The two ways to go about this are:

      • Scan using mobile apps provided to scan documents and store them in the cloud storage. Using mobile apps is fast and convenient as it is a direct process.
      • Scan using a digital scanner and store it in a storage device such as a USB drive.

      Conclusion

      A receipt is a written record of payments made by customers for goods or services sold. As a result, it is used for accounting, auditing, and tax purposes. Businesses additionally use them to monitor progress by recording which products or services are being sold more.

      A standard receipt contains the seller/business and the buyer’s information, the amount received, date of transaction, method of payment, the reason for payment, receipt number, and signature.
      Sellers can use receipt templates to create them personally. Templates are blank forms that users can utilize to put the necessary details to craft receipts. MS Word is an effective tool in using these templates. Ensure to use the most suitable template.

      Different types of receipts are used in business, so make sure to use a suitable type for the transaction at hand. For safekeeping, it is recommended that physical receipts must be scanned and stored digitally.