Templates
Payment receipt format, free in Excel, Word and PDF
A payment receipt is the note you give a customer when they pay: who paid, how much, how, and which invoice it settles. Download the format for cash, UPI, cheque or bank transfer.
Free download, no sign-up
Filled with the sample shown. The Excel file has formulas for the totals.
In short
A payment receipt confirms money received from a customer: amount in figures and words, mode, reference and the invoices it settles. The download here is free, and SimpleERP prints a receipt from every payment you record.
Lakshmi Steel Furnitures
GSTIN 33AAACL1234A1ZG
Payment receipt
RCPT-2026-27-0041
Received from: Ravi Stores
- Payment received against INV-2026-27-0012₹11,776.00
What this document is for
When a customer pays, they want proof, and you want a record of which invoice the money was for. A receipt does both. It matters most for cash, where there is no bank trail, and for part payments, where both sides need to agree on what is still due.
- Proof for the customer that the amount was paid, on what date and by what mode.
- A record of what it settled: one invoice, several, or an advance kept on account.
- Cash discipline: numbered receipts make missing cash visible.
What a payment receipt must contain
GST law does not prescribe a receipt for payment against an invoice. These are the fields that make one useful and hard to dispute.
- Your name, address and GSTIN and the word "Receipt".
- Receipt number and date, in one series per financial year, such as RCPT-2026-27-0041.
- Received from: the customer's name and GSTIN if registered.
- Amount in figures and in words, so it cannot be altered.
- Mode and reference: cash, UPI transaction ID, cheque number and bank, or bank transfer reference.
- What it settles: invoice number, invoice total, this payment and the balance left.
- Signature of the person who received the money.
How to fill the template
Put your header in once
Replace Lakshmi Steel Furnitures with your name, address and GSTIN, and save it as your blank copy.
Number every receipt
Use the next number in the series, even for small cash amounts. Never skip or reuse a number.
Write the amount twice
In figures and in words, such as ₹11,776.00 and Eleven thousand seven hundred seventy-six rupees only.
Record the mode and reference
For a cheque, write its number and bank and note that the receipt is subject to realisation.
List the invoices it settles and sign
Write each invoice, the amount applied and the balance left, then sign and hand it over.
| Against | Mode | Reference | Amount |
|---|---|---|---|
| INV-2026-27-0012 | UPI | UTR 627814503921 | ₹11,776.00 |
| Total received | ₹11,776.00 | ||
| Balance on the invoice | ₹0.00 |
Make it in SimpleERP instead
In SimpleERP a receipt is not a separate document you type. It is the print of a payment you record. Open the invoice, choose Record payment, check the amount and the bank or cash account, and post. The invoice shows paid and the receipt is ready to print.
- Allocated to invoices, oldest due first, or by hand. A part payment leaves the invoice partly paid with the balance shown.
- Overpayments stay on account and can be applied to the next invoice.
- The receipt prints with the amount in words, the mode and reference, and a table of invoices settled with the balance left.
- Posts to the books: bank or cash up, the customer's receivable down.
- Cancel a payment and the invoices it settled re-open, with the reason kept in the history.
Illustration of receivables ageing: ₹2,14,800 to collect across 5 buckets, with customer totals.
Fields
Every field on a payment receipt, and why
GST law prescribes a receipt voucher for advances (CGST Rules rule 50), not a receipt for payment against an invoice. The fields here are what customers and auditors expect.
| Field | Required | Why |
|---|---|---|
| Your name, address and GSTIN | Good practice | Identifies who received the money. |
| Receipt number and date | Good practice | A numbered series makes missing receipts visible. |
| Customer name and GSTIN | Good practice | Records who paid. |
| Amount in figures and in words | Good practice | Words make a changed figure obvious. |
| Mode and reference (cash, UPI, cheque, bank transfer) | Good practice | Lets the bank statement be matched to the receipt. |
| Invoices settled and balance left | Good practice | Both sides agree what is still due. |
| Signature of the receiver | Good practice | Authenticates the receipt. |
| Revenue stamp | If applicable | Generally needed on a receipt for more than ₹5,000; check your state's stamp act. |
Source: No GST format is prescribed; good practice, verified 10 October 2026.
Common mistakes
Mistakes to avoid on a payment receipt
- Writing the amount only in figures, so ₹1,776 can become ₹11,776 with one stroke.
- Not naming the invoice the payment settles, so a later dispute over which bill is unpaid has no record.
- Giving a final receipt for a cheque before it clears, without "subject to realisation".
- Keeping receipts unnumbered or in a loose pad, so a missing cash receipt goes unnoticed.
- Issuing a receipt for an advance as if it were against an invoice, when the advance needs a receipt voucher under rule 50.
Honest limits
Honest limits
- Receipts are not a separate voucher type. Each one is the print of a recorded payment.
- No receipt voucher with GST on advances under rule 50. An advance is recorded as a payment kept on account.
- No bank feeds. Payments are recorded by hand or from the invoice, not imported from the bank.
Getting started
Start with your first receipt
Sign up with your phone number
Enter your business name and GSTIN; cash and bank accounts are set up for you.
Add your customer and opening balance
What they owed on the day you start.
Raise and post an invoice
Or record the payment against the opening balance.
Record the payment and print
Choose the mode and account, post, then print or share the receipt.
FAQ
Questions, answered
Is a payment receipt mandatory under GST?
No receipt is prescribed for payment against an invoice. A receipt voucher under rule 50 of the CGST Rules is a different document, required when you take an advance before supplying. A payment receipt is still the customer's proof of payment and your record of cash.
What is the difference between a cash receipt and a payment receipt?
A cash receipt is a payment receipt where the mode is cash. The format is the same; for UPI, cheque or bank transfer add the transaction reference, and for a cheque note that it is subject to realisation.
Does a payment receipt need a revenue stamp?
Under the Indian Stamp Act a receipt for more than ₹5,000 generally carries a ₹1 revenue stamp, and states can set their own rules. Check your state's stamp act before relying on the template for large cash receipts.
Can one receipt cover several invoices?
Yes. List each invoice with the amount applied and the balance left. In SimpleERP one payment can be allocated across several open invoices, and the receipt prints the table.
Related
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Read morePayment receipt
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Read more
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