How to write a receipt (and when you need one)

The client has paid and now asks for a receipt. It’s a small thing, but getting it right looks professional and saves both sides hunting for proof of payment later. A receipt is not the same as an invoice — and confusing the two is the most common mistake.

Receipt vs. invoice

• An invoice requests payment — sent before money changes hands.
• A receipt confirms payment — issued after the client has paid.

Same transaction, opposite ends of it. For the full distinction, see invoice vs. receipt.

When you should issue one

• The client asks for one (common for expenses, bookkeeping, or reimbursement).
• A payment was made in cash or by any method without an automatic record.
• You took a deposit and want to confirm it against the eventual balance.
• You operate somewhere that requires receipts for certain transactions.

For card or bank payments the processor often generates its own record, but a receipt on your letterhead still looks more professional and ties the payment to your invoice.

What a receipt should include

• The word “Receipt” and a unique receipt number;
• The date payment was received;
• Your business details and the client’s name;
• What was paid for — ideally referencing the invoice number;
• The amount paid and the payment method;
• Any remaining balance (see below).

Handling partial payments

If a client pays part of an invoice, the receipt should show the amount paid and the balance still outstanding — otherwise it reads as “paid in full” and you lose track. A receipt that’s balance-aware keeps everyone honest.

The receipt generator issues a clean, numbered receipt — partial-balance aware — and exports to PDF; there’s also a receipt template for Excel or Word. To send the original bill, use the invoice generator.

Stop chasing what’s already paid

The flip side of receipts is knowing exactly what’s not yet paid. Duefy marks invoices paid and chases only the open balance automatically, so you never nudge a client who’s already settled up.