How to make a receipt, step by step
A receipt is a short record that says who paid, who was paid, what for, how much and when. Everything else is decoration. Once you know the order those five facts belong in, writing one takes about a minute — and the layout is the same whether you are handing over a coffee or invoicing a client for a logo.
Start with the header: who is issuing it
The top of a receipt identifies the seller. Business or trading name first, then whatever contact detail is useful to the person holding the paper: a street address for a shop, a website for an online seller, a phone number for a tradesperson. If you are registered for tax, this is also where a tax or company number normally sits. Keep it to two or three lines — the header exists so someone can find you again, not to tell your life story.
The body: line items, quantities and money
Under a rule, list what was actually bought. Each line gets a description, a quantity where it matters, and a price. Resist the urge to abbreviate into something only you understand: 'consultation, 2 hrs' beats 'cons x2'. Below the items comes the arithmetic, and it should be readable top to bottom — subtotal, then tax as its own line with the rate spelled out, then the total in the largest type on the page. If a discount applied, it belongs above the subtotal, never hidden inside a line price.
The footer: proof, reference and thanks
The last block is what turns a list into a record: the date and time, a unique reference number, and how the customer paid — cash, card, transfer, and the last four digits if it was a card. Give every receipt its own number, even if it is just the date plus a counter, because that number is what you will search for six months later when someone asks for a copy. A short thank-you line at the bottom costs nothing and is the only part anybody actually reads twice.
Frequently asked questions
Does a handwritten receipt count?
Yes. There is no legal requirement anywhere that a receipt be printed, only that it carries the required information and is legible. A handwritten note with the seller, date, items, total and payment method is a valid record. The practical argument for printing is that print does not smudge, cannot be disputed as forged handwriting, and can be duplicated exactly.
What is the difference between a receipt and a proof of payment?
A receipt is issued by the seller and describes what was sold. A proof of payment — a bank confirmation, a card slip, a transfer screenshot — comes from the payment provider and only shows money moved. Most accountants want both: the receipt says what you bought, the proof says you actually paid for it.
Can I issue a receipt after the sale?
Yes, and it is common. Write the original transaction date on it rather than the date you typed it up, and note that it is a duplicate or reissue if the customer already had one. Two identical receipts with the same number floating around is how double-claimed expenses happen.
Make one now. Type an order, watch it print line by line, download the PNG. Free, in your browser, nothing uploaded.
Open BNJ Receipt