Receipt · General
Free receipt template
Free receipt template for tradespeople: amount received, how it was paid, what it was for and the balance left. Download in PDF or Word, no email needed.
- Formats
- PDF · Word
- Paper
- A4
- Currency
- GBP
Quick answer
A receipt confirms a payment you've already received. It shows a receipt number and date, your business name and contact details, the customer's name, the amount received, how they paid (cash, bank transfer or card), what it was for, such as a deposit on a quote or an invoice, and any balance still owing. Finish with "Received by" and your business name, then hand it over or send it as a PDF.
What to include
- Receipt number and date
- Your business name and contact details
- Customer's name
- Amount received, in pounds
- How it was paid: cash, bank transfer or card
- What it was for: deposit, quote or invoice number
- Balance still owing, or "Paid in full"
- Received by: your name or business name
Example, line by line
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Call-out (each) | 1 | £75.00 | £75.00 |
| 15mm isolating valve (each) | 2 | £12.00 | £24.00 |
| Washing machine hose (each) | 1 | £15.00 | £15.00 |
| Labour (hr) | 1 | £60.00 | £60.00 |
| Total | £174.00 | ||
How to use it
- 1Download it, or fill it in online.
- 2Add your own prices and your customer's details.
- 3Send it, get it signed and collect the deposit.
Receipts, part by part
A receipt is the shortest document you'll write for a job, but it closes the loop on every payment. It's proof for your customer that they've paid, and a record for you. GOV.UK says sole traders need records of all their sales and income and must be able to show them to HMRC if asked, so a receipt for every payment keeps your paperwork straight without extra effort.
Start with a receipt number and the date. Keep receipt numbers in their own sequence, separate from your invoices. Add your business name and contact details and the customer's name.
The heart of it is three lines: how much, how it was paid and what it was for. The amount, then "Deposit on quote 214, paid by bank transfer", tells both of you everything. If the payment settles an invoice, write the invoice number instead of the quote.
If there's money still to come, show the balance still owing. Otherwise write "Paid in full". That way a deposit receipt is never mistaken for the final one. Sign off with "Received by" and your name or business name.
Set it up once, then reuse it
- Download the PDF or Word file and keep a blank copy.
- Add your business name and contact details once and save that as your own version.
- When the payment comes in, add the receipt number, date and the customer's name.
- Fill in the amount, how it was paid and what it was for, with the quote or invoice number.
- Add the balance still owing or "Paid in full", then hand it over or send it as a PDF the same day.
Common jobs this template fits
Tradespeople use receipts for deposits taken before materials are ordered, stage payments on longer jobs, cash taken on the doorstep after a call-out, and the final payment once an invoice is settled. It suits any trade, from a half-day repair to a kitchen refit paid in stages.
It works best alongside the rest of your paperwork. The quote template agrees the price and any deposit, the invoice template asks for the balance, and the receipt confirms each payment. Use the same job reference on all three and anyone can follow the money from first visit to final payment.
Download it free
The receipt template comes as a PDF to print and a Word file to edit, both on A4. Download either one without entering an email address. Print a pad for the van, or fill it in on your phone and send it as a PDF.
Taking a deposit on a new job? Send the quote first. A quote maker for your trade, such as the handyman quote maker, lets you fill one in online, see what your customer gets, and send it for them to accept and sign before any money changes hands.
Send it, get it signed, collect the deposit
Questions
What should a receipt include?
A receipt number, the date, your business details, the customer's name, the amount received, how it was paid and what it was for, plus any balance still owing. Sign it off with "Received by" and your name or business name so it's clear who took the money.
Is an invoice the same as a receipt?
No. An invoice asks to be paid; a receipt confirms you've been paid. On most jobs you send the invoice when the work's finished and a receipt once the money arrives, with the invoice number written on it so the two match up.
Do I need to give a receipt for a deposit?
It's good practice. A receipt that names the quote, the deposit paid and the balance still to come gives your customer proof of payment and gives you a record that lines up with the final invoice.
Can I send a receipt by text or email?
Yes. Fill in the Word or PDF file, save it as a PDF and send it by email or text. Put the receipt number in the file name so it's easy for both of you to find later.
How long should I keep copies of receipts?
GOV.UK says sole traders must keep their records for at least 5 years after the 31 January submission deadline of the relevant tax year. If you're VAT-registered, HMRC says to keep VAT records for at least 6 years. Keep a copy of every receipt you issue alongside your invoices and bank statements.