Free payment receipt template for contractors
A payment receipt confirms you were paid; an invoice asks for payment. Give one for every deposit, part payment and final payment. Show your business, the customer, the job, a receipt number, the date paid, the amount, how they paid, the invoice it applies to, and the balance left, or "Paid in full" when nothing is owed.
Nothing you type leaves your device. Everything you type into the receipt stays in this browser tab. What you type isn't uploaded, saved, or sent anywhere, so refreshing or closing the page clears it. Save as PDF before you close it.
Your receipt
Works for a handyman, a cleaner, a painter, or any trade that takes a deposit, a stage payment, or a final payment. Fill in the job total and what was paid before, and the page works out the balance left.
PAYMENT RECEIPT
| Job or invoice total | $0.00 |
| Paid before this payment | $0.00 |
| This payment | $0.00 |
| Balance remaining | $0.00 |
Received by · signature
This is a general template, not legal or tax advice.
Need to bill the job first? See invoice templates by trade, or use the free invoice template.
What goes on a payment receipt
Its own number and the date you were paid
Give each receipt its own number in order, for example R-001, R-002, so it's never confused with the invoice number. Use the date the money arrived, not the date of the invoice.
Who paid, and for which job
Write the customer's name, the job address, and the job in a few words, so the receipt makes sense on its own months later.
How much, and how they paid
Write the amount of this payment only. Tick how they paid, and add the check number or the confirmation number for a card or online payment.
The invoice it applies to and the balance left
Name the invoice (and the estimate, if there was one). Fill in the job total, including any changes the customer approved, and what was paid before. The receipt shows the balance remaining, so you and the customer see the same number. If anything is still in dispute, don't mark it paid in full.
"Paid in full" only when the balance is zero
The words "PAID IN FULL" appear on this receipt only when the balance remaining comes out to $0.00. If anything is still owed, the receipt shows that balance instead.
A signature for cash or a check handed over in person
For cash or a check handed over on site, write who took the payment and sign the receipt. Give the customer a copy and keep one.
Example: a deposit receipt and a final receipt
Example only. Made-up figures for a $750.00 job.
| Receipt R-001 (deposit) | |
|---|---|
| Job total | $750.00 |
| Paid before this payment | $0.00 |
| This payment (deposit) | $250.00 |
| Balance remaining | $500.00 |
| Receipt R-002 (final payment) | |
|---|---|
| Job total | $750.00 |
| Paid before this payment | $250.00 |
| This payment (final) | $500.00 |
| Balance remaining | $0.00: PAID IN FULL |
Receipt or invoice marked "paid"?
| What it does | When it goes out | |
|---|---|---|
| Invoice | Asks for money | Before payment |
| Receipt | Confirms the money arrived | After payment |
An invoice marked paid, with the date and how they paid, can stand in for a receipt, but a separate receipt is clearer for both sides. To make the invoice itself, use the free invoice template, or see how to write an invoice.
When to send one
- A deposit comes in. Billing the deposit first? Use the deposit invoice template.
- Each stage payment on a longer job. Billing a longer job in stages? See progress invoicing.
- The final payment. The receipt says Paid in full; make the final invoice itself with the free invoice template.
- A part payment on an overdue invoice. The receipt shows the balance left; for the rest, see how to follow up on an unpaid invoice.
Sending it from your phone
Tap Print / Save as PDF and choose "Save as PDF". Then email or text the file to the address or number the customer gave you for this job. Keep it one-to-one and about this job only, and stop texting if they ask you to. Texting rules vary; check what applies in your state.
Keep your own copy
Save the PDF with the job, next to the estimate and the invoice, so you can answer "did you get my check?" in a few seconds. For how long to keep records and how to report the income, ask your tax preparer.
Frequently asked questions
Is a receipt the same as an invoice?
No. An invoice asks for payment; a receipt confirms you got it. An invoice marked "paid" with the date and payment method can serve as proof, but a separate receipt is clearer.
How do I write a receipt for a cash payment?
Write "Cash" as the method, the exact amount and the date, what it was for, and the balance left. Sign it, give the customer a copy, and keep one for yourself.
What should a paid-in-full receipt say?
Name the invoice it settles, the job total, earlier payments, this payment, a balance of $0.00, and the words "Paid in full". Lien releases and waivers are separate documents with state-specific rules, so check your state.
Do contractors have to give receipts?
Rules vary, so check your state's contractor licensing board or consumer protection office. Either way, giving a receipt for every payment is a simple habit that helps head off "did you get my check?" questions. If a customer asks for supplier receipts for materials, what you share depends on how the estimate priced materials, so settle it on the estimate.
Doing this from your phone
Pencilslip is an estimates and invoices app for solo tradespeople. The free version works today in your phone's browser: estimates, invoices, job photos, your own payment link, and a PDF you can send. No account needed. Free: no cap on the number of estimates or invoices on this device. It saves only in this browser on this device, so download a backup from Settings now and then.
The full app isn't out yet. Founding access is open: pre-order your first year of Pencilslip for $29, with a full refund automatically if early access isn't open by December 15, 2026 and you haven't agreed to a new date. Your year starts the day early access opens, planned for no later than December 15, 2026. See Pencilslip pricing for both options. Not ready to pre-order? Join the free waitlist below to get an email when the full app opens. You don't need it to use the free version.