Payment Receipt template

Free payment receipt template

A payment receipt serves as proof of a transaction and provides a formal record of payment for goods or services. Also known as a receipt of payment or a sales receipt, if you're a business owner or an individual, a payment receipt helps maintain accurate financial records and can be referenced for accounting or tax purposes.

With Docusign, you can easily spin up a payment receipt using our free, fillable sales receipt template that allows you to populate it with all the finer details of the transaction, such as the amount paid, date, and description of goods or services. The great news is all of this can be done online within Docusign’s award winning, document-editing experience.

After you fill out the receipt, you can download, print, or send it electronically for signatures through Docusign. All you need to do is sign up or log into your Docusign account. Click on the payment receipt template below to get started:

Streamline how you track payments with our standard sales receipt template. Use Docusign to edit, customize and send it out for a secure signature (if applicable). This method provides both parties with a clear, reliable record that is securely stored in your account in case you need to refer back to it. Elevate the security and professionalism of your purchase receipts. Start using Docusign today to manage every sales transaction with confidence.

What is a payment receipt?

A payment receipt is a formal document provided by a seller or service provider to a buyer confirming that payment has been received for goods or services. It serves as proof of transaction and typically includes details such as the amount paid, date of payment, method of payment, and a description of the purchased items or services. 

According to the Small Business Administration, receipts are essential for accurate bookkeeping, tax preparation, and resolving disputes.

When do you need a payment receipt?

You should provide a payment receipt whenever a customer completes a payment, whether it’s for products, services, deposits, or partial payments. Receipts are especially important for:

• Verifying payments for both parties

• Tracking business income for accounting and tax purposes

• Providing customers with proof of purchase, which may be needed for returns, warranties, or expense reimbursement

For businesses, issuing receipts consistently helps maintain transparency and builds customer trust.

What is included in a payment receipt?

To ensure a payment receipt is legally valid and meets standard business and tax requirements, it must include the following elements:

• Receipt number: A unique identifier for tracking and reference.

• Date of issue: The date the receipt is generated.

• Payer’s information: Full name, address, phone, and email of the person or entity making the payment.

• Payee’s information: Full name (or business name), address, contact information, and tax identification number (if applicable) of the recipient.

• Amount received: Clearly state the amount in both numbers and words to avoid discrepancies.

• Payment method: Specify how the payment was made (e.g., cash, check, credit card, bank transfer).

• Description of payment: Briefly describe the nature of the payment (e.g., what goods or services were provided, invoice number, contract reference).

• Date of payment: The actual date the payment was made.

• Payee’s signature and printed name: To authenticate the receipt.

Additional (optional) components

While not always required, the following elements can provide additional clarity and professionalism:

• Check/transaction number: For reference if payment was made by check or electronic transfer.

• Balance information: Show amount due before payment, amount paid, and any remaining balance (useful for partial payments or ongoing accounts).

• Company stamp or seal: Adds authenticity, especially for businesses.

• Legal disclaimer or notes: Any important notes, terms, or legal statements.

• Retain for records statement: Remind recipients to keep the receipt for future reference.