Cash has no bank trail, so the receipt is the transaction record. Fill it out while the payer is present: identify both parties, describe what the money covers, enter the amount received and use the actual payment date. The generated REC number makes the copy easy to find later.
For more than one item or purpose, add separate lines. Enter the full amount under Amount paid so the final receipt is marked PAID. Download or print one copy for the customer and retain the matching numbered copy with your cash log.
The minimum cash receipt fields
A useful cash receipt contains the business or recipient name, payer name, date, unique number, payment description, total and the word “cash.” Add tax separately if it was collected. A signature can help for higher-value or disputed payments, depending on local practice.
Avoid descriptions such as “payment” on their own. Name the product, service, deposit, installment or invoice number the cash settles. Specific descriptions make the receipt useful months later.
How to control cash receipt numbering
Use one sequence such as REC-0001, REC-0002 and never reuse a number. If a receipt is voided, retain it as void rather than deleting it from the sequence. Reconcile the day’s numbered receipts to cash deposited or held.
The browser keeps drafts locally, but your own downloaded files are the durable records. Save them under the receipt number and date, and back up financial records according to the rules that apply to your business.
Download this document in an editable format
Use the generator above, then choose Word or Excel in the download menu. The file is created locally from the current document.
Frequently asked questions
Is a handwritten cash receipt valid?
It often can be, but a legible numbered receipt with both parties, date, purpose and amount is much easier to verify and reconcile.
Should both parties sign a cash receipt?
A signature is helpful for larger or sensitive payments, though the legal requirement depends on the transaction and jurisdiction.
Can I add sales tax?
Yes. Set the applicable tax rate and the receipt will show tax separately from the subtotal.
Can I print two copies?
Download or print the same numbered receipt twice—one for the payer and one for your records.