A cash receipt is a written record that you received a payment. A good one answers who paid, how much, for what and when. This guide shows what to include. Our free cash receipt template follows the same layout.
Updated November 2026
What every receipt needs
- A receipt number that you never reuse.
- The date of payment.
- The name of the person or business that paid.
- What the payment was for.
- The amount and the payment method.
- The name of the person who received it.
A worked example
Receipt R-0001 is dated March 1, 2027. J. Patel paid in cash. The lines are monthly rent for March, $1,200, and a parking space for March, $75. The total is $1,275. In Excel each amount is =B11*C11 and the total is =SUM(D11:D18).
Keep a log
A receipt book or log lets you check your records at the end of the day. Record the date, receipt number, payer, method and amount. Then total each method with SUMIF, as described on Microsoft’s SUMIF page. In the example, cash is $1,275, check is $1,150 and bank transfer is $1,200, so $3,625 in all.
Reconcile daily
Match cash in the drawer with the cash total in the log. Match card and transfer totals with your bank statement. Differences are easier to find when you check every day.
Receipt, invoice or rent receipt?
An invoice asks for money. A receipt confirms it arrived. If you collect rent, see our rent receipt template. For general sales use the receipt template.
Keep copies of receipts for the period your tax office or accountant advises.
Frequently asked questions
What should a cash receipt include?
Number, date, payer, description, amount, payment method and receiver.
Do I need to keep a copy?
Yes. Keep a copy for your records.
Can I issue an electronic receipt?
Usually yes. Save it as a PDF and send it, and keep a copy.
Is there a template?
Yes. The cash receipt template on this site has a printable receipt and a log.