Free fillable receipt template (PDF)

How to fill it in

1. Download the fillable PDF or open it in our Fill PDF form tool.
2. Enter the receipt number, date, payment method and any transaction or invoice reference.
3. Write who paid and who received the money.
4. List what was paid for, then fill in the total and the amount in words.
5. Sign it with Sign PDF and send or print a copy for the customer.

What to write in each block

Give every receipt its own number, even if you only issue a few a month. The payment method field matters more than it looks: "cash" receipts are the ones people most often need to prove later, while for card or bank payments you can add the transaction ID in the reference field.

The amount in words is an old habit worth keeping. It makes it much harder to change 100 into 1,000 on a printed copy, and it removes any doubt when handwriting is unclear.

Receipt or invoice?

An invoice asks for payment; a receipt confirms that payment arrived. If you already sent an invoice, put its number in the reference field of the receipt so the two documents are linked. For a deposit or a partial payment, say so in the notes and write the remaining balance.

• Deposit received: write the amount and what it secures.
• Partial payment: note the balance still owed.
• Refund policy or warranty: one short line in notes is enough.

Sending, attaching and keeping receipts

Email the signed receipt as a PDF, or print two copies and keep one. If you took a photo of a cheque or a bank slip, turn it into a PDF with JPG to PDF and keep it with the receipt. Businesses usually have to keep receipts and payment records for several years for tax purposes; check how long applies to you. Signed-in users can store them in My files, which are stored encrypted.

Frequently asked questions