A customer has now made a payment, but they need their proof of payment. Instead of using a receipt book or writing by hand, use a receipt maker to create a receipt and share it with your customer.
With Billing Plus, you can now create receipts in the app, download them as PDFs, and send them through WhatsApp. Before you issue one, make sure it records the payment accurately and includes the details the customer needs.
Make a Receipt in Three Steps
- Sign up or log in. If you’re new to Billing Plus, create an account. If you already have an account, log in.
- Create an invoice. New users need to create an invoice first. Existing users can create a new invoice or use an existing one.
- Mark the invoice as paid. Once you mark an invoice as paid in the app, Billing Plus automatically generates a receipt for that payment.
The receipt is created automatically when you update the invoice status to paid, so you don’t need to create a separate receipt manually.
What a Receipt Must Include
A receipt gives confirmation that a payment made by a customer has been received. It will show how much the customer paid, when you received the payment, and what the payment was for.
A receipt should have the following details:
- Receipt heading: Display the word “Receipt” clearly at the top, rather than “Invoice” or “Bill”.
- Date: Include the date you received the payment. Add the time if it is useful.
- Receipt number: Assign a unique number to help you identify and track the receipt.
- Seller details: Include your business name, address, and phone number. Add your TIN or VAT details where applicable.
- Payer details: Include the customer’s name. Their contact details are optional unless needed for your records.
- Description: State the product sold, service provided, or reason for the payment.
- Amount paid: Show the amount you actually received in figures. You can also write the amount in words.
- Payment method: Specify whether the customer paid by cash, bank transfer, card, or mobile money. Include a transaction reference if one is available.
- Invoice reference: If the payment relates to an existing invoice, include its number to connect the receipt to the original transaction.
- Balance remaining: If the customer made a part payment, state how much they paid and how much they still owe.
Don’t create a receipt of a payment you didn’t actually get. If you’ve received part payment, record what you were paid and what remains so that you each have the same record.
Receipt vs Invoice
An invoice is what you use to request payment for goods purchased or services rendered, while a receipt is what confirms that the payment has been received. An invoice must include a payment due date, but a receipt records the amount that was paid and the date the payment was received.
For a more detailed insight into the difference between the two, you can read our article on invoice vs. receipt: what’s the difference and when to use each of them.
Send It on WhatsApp or Print It
Once Billing Plus generates your receipt, you can download it as a PDF and share it with your customer on WhatsApp. This gives the customer a digital copy they can keep for their records.
If you need a physical copy, download the PDF and print it using a compatible printer. Before printing, check the page size and layout to make sure the receipt displays correctly.
For more details on printing receipts from your phone, read How to Print a POS Receipt From Your Phone.
الأسئلة الشائعة
1. Is a receipt legally required?
Receipt requirements depend on your country, business type, and applicable tax rules. A receipt generated with a free tool may serve as proof of payment, but it may not meet your country’s fiscal receipt requirements.
2. What’s the difference between a receipt and an invoice?
An invoice requests payment, while a receipt confirms that payment has been received. An invoice may include a due date; a receipt records the payment made.
3. Can I make a receipt for part payment?
Yes. A part-payment receipt should show the amount received and the remaining balance. For example, if a customer pays GH₵500 towards a GH₵1,200 invoice, the receipt should show GH₵500 paid and GH₵700 outstanding.
4. Does a receipt need a signature?
Not every receipt requires a signature. Check the requirements that apply to your location and transaction.
5. Can I make a receipt for cash, transfer and card payments?
Yes, a receipt can record payments made by cash, bank transfer, or card. Make sure the receipt states the correct payment method and includes a transaction reference where available.
الخاتمة
A receipt gives your customer proof of payment, and it also helps you keep accurate transaction records. Create one whenever you receive payment, make sure the details are all correct, and keep a copy of it for your records. With Billing Plus, it is very easy: just 3 steps, and you’re all done.
