50+ Sample Cash Receipt Templates

What Is a Cash Receipt?

A cash receipt is a formal printed document that serves as the official acknowledgment of the cash amount received in a specific transaction. So from the name itself, the receipt is only relevant for any cash equivalent and transfer of cash. Oftentimes, the said receipt is just a small piece of paper where sellers and buyers get a copy of the transaction’s information. Also, receipts cover many details from the product descriptions, quantities, total amount, mode of payment, taxes, and discounts.

According to Investopedia, there are three takeaways of a cash receipt: (1) the receipt displays the proof of a cash transaction, (2) it is commonly issued in business deals and stock market transactions, and (3) it is needed for tax purposes and proof of expenses.

Meanwhile, it was reported that in 2016, the yearly cash receipts of rice for food in America reached around $2.37 billion.

Why Are Cash Receipts Important?

A cash receipt is essential since, in a transaction, the buyer and the seller will both receive proof of transaction. Hence, a customer receives an original copy of the receipt and the seller also receives a copy for accounting reasons. And there are many businesses and clients that are very particular in knowing if transactions were done in cash or not. It could be if the person who transacted will be disbursed or for any other reason. And a cash receipt is crystal clear that the transaction is done in cash.

Moreover, a cash receipt is relevant for many different businesses and purposes. The same as you can pay cash in various examples. For example, such receipts matter in the rice for food in the US, which garnered around $2.37 billion in 2016. That is, according to Statista’s research survey. You could pay cash in rent, school tuition, vehicle maintenance, the list goes on. And probably the most important feature of a cash receipt is how it can answer questions. From how much was spent, what item was bought, down to the date of the purchase, it is all found in that piece of paper.

What Are the Elements of a Standard Cash Receipt?

Now that you are aware of a cash receipt’s meaning and important features, how about what you can find inside the receipt itself? Indeed, businesses can create cash receipts in different format, content, and design. But there are common elements noticed from each example too. And a generic cash receipt usually contains the following elements:

Date of Transaction: When did the transaction happen? The date of the transaction should be present inside the receipt. Stating the month, day, and year would be the standard procedure. But some receipts can be quite detailed with the schedule wherein they also add the time, specifically the hour and minutes, inside such documents. That way, it would be easy to trace when the purchase occurred.Tracking Number: Every receipt is assigned with a unique tracking number for identification purposes. Tracking numbers can also be referred to as identification numbers or receipt numbers. And such numbers are also crucial for tracking and recordkeeping. So if a customer has a complaint about a particular transaction, then the receipt can be traced from its number in the seller’s official records.Name of Customer: Cash receipts should identify who bought or transacted in the first place. And the standard is to have the customer write his or her legal name. And some transactions require the address, contact numbers, and other elements of identification, like in shipping and delivery businesses. That way, it will be easy to identify or contact the customer if necessary, like when the customer is up for questioning.Amount of Cash Received: How much was the cash received by the seller? Answer that question in this next element. Receipts are also detailed by including the total calculation from the cash received, the exact change, the added tax, etc. Some cash receipts do not only state the amount in numbers but also in words for clarification purposes. And be sure that every amount is accurate or there will be problems to expect at some point.Mode of Payment: When it comes to the payment method, it is normal for receipts to clarify if payment happened in cash, cheque, or any other mode. Note that in the mode of payment section. But since this is a cash receipt, be sure to specify that it is, indeed, a cash payment. If not in cash, then it would no longer be considered a cash receipt.Vendor’s Signature: Just like any other receipt or invoice, signatures are common. It is common for the vendor or seller to sign the receipt to confirm the information written in the document. A printed name and a signature on top of it is usually the standard. Otherwise, no signature could mean that the cash receipt was not part of the agreement or invalid.

How to Make an Excellent Cash Receipt

When you run a business with numerous transactions daily, it can be an unbearable headache to deal with the recordkeeping process. Keep in mind that by managing every transaction’s receipt, it involves more than just numbers. There are classes and different details to consider too. And to make sure your experience with accounting records will not be too much of a bother anymore, let us guide you in making an excellent cash receipt in just six basic steps.

Step 1: Look Back into Your Purpose

Why do you need a cash receipt in the first place? Is it for your hotel business, school, book shop, or house rental? Whatever it is, your purpose in making the receipt should be how your cash receipt’s layout and content must be tailored. For example, your cash receipt should have your business name, company logo, and other details. And if you are offering a rental, then make the receipt that is appropriate for rentals. And if you need help on what template to use, we have plenty of options available above.

Step 2: Find a Sample Template to Work With

Have you checked our sample templates already? Your next task is to choose your preferred sample cash receipt template. And you will work on its design, content, and other customizable features. Everything will be made easier for you since these templates are premade. On that note, you never have to start from scratch. Focus on inserting what is still missing, improving the content, and adding the finishing touches only. And that is just what you need to form a cash receipt in no time.

Step 3: Insert the Necessary Labels

If you can still recall the elements of a cash receipt that were introduced earlier, then you would know those are the needed parts to add for your cash receipt. Your receipt should have relevant elements from the transaction date down to the signature. And be sure the labels are clear and organized so clients will not have to guess what each element means. Our templates already have some of the important elements but you can always add more detail to them.

Step 4: Observe an Easy-to-Follow Structure

No seller or buyer would want to keep a receipt that is hard to understand and process. Conduct an easy-to-follow structure to the document instead. Maybe the receipt has too much information or they were not arranged properly. You can always add some instructions or reminders in the receipt so customers can read and understand everything without hassle. A tip is to be in the shoes of either the buyer or customer. Evaluate the cash receipt if the details inputted there are understood easily or needs improvement.

Step 5: Finalize the Design and Format

Lastly, finalize your decision on how the cash receipt’s format and design should be. Do you want such documents in small pieces of paper or slightly bigger? Do you need printed receipts or just submit soft copies? And do you prefer the PDF format or the MS Word format? Decide now. Conduct final evaluations of the whole receipt if you can still add some embellishments. And once you are confident with the entire result, launch your cash receipt.


What is a cash receipt in simple terms?

You can simply learn about a cash receipt in just three takeaways: (1) the receipt shows the proof of a cash transaction, (2) it is widely issued in stock market transactions and business deals, and (3) it is needed for tax evidence and proof of expenses.

When should I send a cash receipt?

A cash receipt must be given in every product or service purchase from your company. But that is only applicable if the customer bought in cash.

What are the benefits of cash receipts?

Cash receipts are beneficial, just as they are important. Although there are plenty of advantages to expect, some of the key benefits of a cash receipt are the following:

  • They prove who the owner is in every purchased product.
  • They help a vendor know if warranty claims would be entertained for customers.
  • They are necessary for processing returns and exchanges.
  • They are useful in completing accounting records and audits.

How will I send a cash receipt?

A cash receipt can be given in the printed form, and you will provide it to the customer right after their purchase. However, it is also possible to send receipts via email, especially in PDF form as a soft copy. Submit and keep such copies in case they go in handy for a quick reference.

Whether you are a seller or a customer, it is no surprise that a receipt is needed for professional and personal records. And the same importance applies to a cash receipt so that tracking sales, products sold, the amount spent, and other details will be documented. Even if customers pay thousands of items in cash, it will all be calculated and recorded accordingly using our professionally-made sample cash receipt templates. Check out our templates and download them now!