Free receipt template (UK)

A receipt is proof that a customer has paid you. This free template works for deposits, part payments and cash jobs, and has a VAT version for small sales.

What does the receipt template include?

• Your business name, address, phone and email (and VAT number if registered)
• A unique receipt number
• Date of payment
• Customer name and job address
• What the payment is for, with the related quote or invoice number
• Amount paid and payment method (cash, card, bank transfer)
• Payment type: deposit, stage payment or final payment
• Balance still owed, if any
• VAT rate and amount (VAT version only)

Receipt or invoice: what is the difference?

Some trades skip the separate receipt and send the invoice again stamped "Paid" with the date. That works too, as long as it shows the payment date and method.

Download the Word and Excel versions

Download the Word template (.docx)

Download the Excel template (.xlsx)

The Excel version works out the balance owed and the VAT for you. The Word version is quicker to print and hand over on site.

How do you fill in a receipt?

1. Number it. Use its own sequence (R-0001, R-0002) and never reuse a number.
2. Add the payment date. The date the money arrived, not the date of the job.
3. Link it to the quote or invoice. For example, "Deposit for quote Q-1045" or "Final payment for invoice 1062".
4. Enter the amount and method. Cash, card or bank transfer.
5. Show the balance. If this is a deposit or stage payment, show what is still owed.
6. Add VAT details if registered. Your VAT number, the rate and the VAT included.
7. Send or hand it over, and keep a copy. A PDF by email is fine.

Worked example: a deposit receipt for a kitchen job

A homeowner accepts a quote of £6,801.60 including VAT and pays a 20% deposit by bank transfer. These are example figures.

Receipt number

R-0217

Date paid

14 October 2026

For

Deposit for kitchen fit, quote Q-1045

Amount paid

£1,360.32 by bank transfer

VAT included at 20%

£226.72

Balance owed

£5,441.28, due on completion

To find the VAT inside a VAT-inclusive amount at 20%, divide by 6. Here, £1,360.32 divided by 6 is £226.72.

Which receipts do trades need most?

• Deposit receipts: the most important. They prove what the customer has already paid if the job is cancelled or disputed.
• Stage payment receipts: on longer jobs, each one should show the running balance.
• Cash receipts: for small jobs paid on the day. Always keep your copy, because cash leaves no bank record.
• Final receipts: confirm the job is paid in full, which is often what a homeowner wants for their own records or a warranty.

What UK rules does a receipt need to meet?

We checked these on GOV.UK and HMRC's manuals on 12 October 2026. They apply across the UK.

• Keep records of all sales and income. GOV.UK lists receipts, bank statements and sales invoices as the proof you should keep.
• How long: sole traders, at least 5 years after the 31 January submission deadline of the tax year (so records for 2026/27, filed by 31 January 2028, must be kept until at least January 2033). Limited companies, 6 years from the end of the last financial year they relate to.
• VAT receipts for small sales: if you are VAT registered and the sale is £250 or less including VAT, a less detailed VAT invoice is allowed. It must show your business name and address, VAT number, time of supply, a description, the total including VAT and the VAT rate. Over £250, use a full VAT invoice from our invoice template.
• Deposits: Citizens Advice tells homeowners to always get a receipt for any deposit. Giving one without being asked makes you look professional.

Receipts for card payments

If you take cards with a card reader or payment link, the provider usually sends the customer its own payment confirmation. That proves money changed hands, but it rarely says what the job was. Send your own receipt or "Paid" invoice too, with the job description and the balance, so both of you have a complete record.

What are the most common receipt mistakes?

• No link to the invoice or quote. Months later, nobody knows what the £500 was for.
• Not showing the balance owed. It causes arguments at the final payment.
• Handwritten receipt books with no copy. If you give away the only copy, you have no record.
• Adding VAT when not registered. You cannot show VAT without a VAT number.
• Throwing receipts away too soon. Keep them for the full 5 or 6 years.

Finally, if a customer asks for a copy of an old receipt, you should be able to find it in a minute or two. Save PDFs in one folder per tax year, named with the receipt number and customer, for example "R-0217 Smith deposit". That small habit makes your year-end accounts and any HMRC question much easier.

When should you switch from a template to software?

If you take deposits and stage payments on most jobs, receipts made by hand get messy fast. Job management apps record each payment against the job, take card payments, and send a receipt or "paid" invoice automatically. Compare options in our guide to the best quote and invoice software for trades.

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