What a receipt template should include
A receipt is proof that a payment happened. The buyer uses it to show what they paid for, and you use your copy to match sales to your books. A good template keeps the same layout every time, so nothing gets left out when you are busy.
Rules differ by country, state and type of seller. In the United States there is no single federal rule for what a receipt must say, but a clear receipt still follows a familiar pattern. Australia sets out what every receipt must show, and the United Kingdom and Canada add rules for sellers registered for VAT or GST/HST. Choose your region in the form so the labels match.
How to fill in the receipt editor
Work through the form from top to bottom.
- Choose your region, so the title and tax labels match where you do business.
- Add a receipt number if you want to match sales to refunds later.
- Enter the date of the sale.
- Fill in your business name, address and contact details.
- Add your tax or business number. In Australia, the ABN or ACN belongs on every receipt. In the United Kingdom, the EU and Canada, the number is tied to VAT or GST/HST registration, so add it if you are registered. In the United States, the sources we checked tie no tax number to receipts, so the field is optional.
- Add the customer's name if you want it on the receipt. It is often optional.
- List each item or service with its quantity and price.
- Check the total paid, and add the tax amount if you charged tax.
- Pick the payment method, such as cash, card or check.
- Add a short note, such as a thank-you or your return policy.
In Australia, a seller registered for GST titles the document "Tax Invoice" in some cases, such as when the customer asks for one. Otherwise it is a "Receipt".
Receipt template formats: PDF, Word, Google Docs and Excel
The editor works online. When you finish, print the receipt or save it as a PDF, give one copy to the customer and keep one for yourself. If you prefer Word, Google Docs or a spreadsheet, you can copy the same fields into your own file and reuse it each time. What matters is a steady layout, not the file type.
Writing a receipt for cash, rent or work done
For a cash sale, follow the steps above and keep your copy. It may be the main record of the sale, which is why the payment method line matters.
For work done, describe the job in plain words, such as the task, the dates and any materials. A vague line like "services" is hard to check later.
For rent, name the property and the period the payment covers. If the first or last month is partial, the Rent Proration Calculator can help you work out the amount before you write the receipt.
Receipt vs. invoice: which one do you need?
Use a receipt after you have been paid. Use an invoice when you want to be paid. If you still need to ask for money, use our Invoice form first, then send a receipt once the payment arrives. Keeping them separate makes your records easier to follow.
Keeping receipts for your records
Keep receipts for the sales you make and for the things you buy. They support what you report on a tax return and help you answer questions from customers. Store them in one place, on paper or as files, and name them in a way you can search, such as by date.
What a receipt must show in your region
This table comes from our research on official guidance. "If tax-registered" means it is required once you are registered for VAT, GST or HST.
| Field | United States | United Kingdom | European Union | Canada | Australia |
|---|---|---|---|---|---|
| Receipt number | Optional | Optional | Optional | Optional | Optional |
| Date of sale | Optional | If tax-registered | Optional | If tax-registered | Required |
| Business name | Optional | If tax-registered | Optional | If tax-registered | Required |
| Address | Optional | If tax-registered | Optional | Optional | Optional |
| Optional | Optional | Optional | Optional | Optional | |
| Phone | Optional | Optional | Optional | Optional | Optional |
| Tax ID | Optional | If tax-registered | Optional | Optional | Required |
| Customer name | Optional | Optional | Optional | Optional | Optional |
| Payment method | Optional | Optional | Optional | Optional | Optional |
| Notes & return policy | Optional | Optional | Optional | Optional | Optional |
Sources
- Receipts and proof of purchase
- How to invoice
- VAT guide (VAT Notice 700), section 16 "VAT invoices" (16.2, 16.6.1, 16.6.2 and card vouchers)
- VAT Invoicing
- Input tax credits — Records you need to support your claim (date modified 2024-11-19)
- What kind of records should I keep (last reviewed 03-Aug-2026)
- Publication 463 (2025), Travel, Gift, and Car Expenses, chapter 5 Recordkeeping
- Regulation 1700, Reimbursement for Sales Tax
- Create and send sales receipts in QuickBooks Online
- Create Sales Receipt
- Customize receipts
Not legal or tax advice. This is general information, not legal or tax advice.
Questions
How do I write a receipt for a cash payment?
Put the date, your business name, what was sold, the amount paid and the word cash as the payment method, plus whatever your region requires. In Australia that includes your ABN or ACN. Add the customer's name if you want one, then keep a copy for your own records.
Is there a free receipt template for Word or Google Docs?
The editor above is an online form, not a Word or Google Docs file. You can fill it in and save a PDF or print it, or copy the same fields into your own document or spreadsheet.
What information should a receipt include?
Most receipts show the date, the seller, a description of what was bought, the amount paid and how it was paid. Tax details depend on where you sell. In Australia, every receipt must show the seller's ABN or ACN. In the United Kingdom and Canada, a tax registration number is tied to being registered for VAT or GST/HST. A receipt number is a common extra.
What is the difference between a receipt and an invoice?
An invoice asks for payment and is sent before or when money is due. A receipt confirms that payment has already been made.
Can I make a receipt without a receipt book?
A receipt book is a convenience, and we have found no rule that requires one. What matters is what the receipt shows, not how you make it. In Australia, government guidance lists handwritten and digital receipts alongside register receipts.