Cash receipt template
A cash receipt is the only proof a cash payment happened. This one says who paid whom, for what and how much, and has a line for the person who took the money to sign.
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Download the cash receipt template
What’s in this template
- "Paid by: Cash" already filled in
- Receipt number and the date of the payment
- Lines with what the cash was paid for
- Subtotal, discount, tax and total paid
- "Received by" and a signature line
How to fill it in
- Pick a format. Print the PDF to fill in by hand, download the Word or Excel file, make your own copy in Google Docs or Google Sheets, or fill the template in online and download the finished PDF.
- Write who paid and the date. Fill in your details, the name of the person who paid, the receipt number and the day the cash changed hands.
- Write what it was for. One line per item or service with its price; the total paid is the cash you received.
- Sign and keep a copy. Write your name under Received by and sign. Give the original to the payer and keep a copy or a photo for yourself.
When to use it
Use the cash receipt for any payment made in bills and coins: a repair paid at the counter, a deposit handed over in an envelope, a private sale, rent paid in cash. Both sides then have the same written record of the amount and the date.
Several US states, New York among them, require landlords to give a receipt for rent paid in cash; the rent receipt adds the property and the rental period for that.
Tips
- Write the amount clearly and check it with the payer before you sign.
- Never leave lines blank above the total; draw a line through unused rows on a printed receipt.
- Keep the copies in order of their numbers, so a missing receipt stands out.
Frequently asked questions
Why give a receipt for cash?
Cash leaves no bank record. A signed receipt protects the payer, who can prove they paid, and you, because it ties the money to a sale in your books and your tax return.
Does a cash receipt need a signature?
There is no general rule that it must be signed, but a signature from the person who took the money makes the receipt much harder to dispute. Landlords and anyone collecting cash for someone else should always sign.
Can I use it for a partial cash payment?
Yes. Online, type the amount received in "Amount paid": the receipt shows the total, the amount paid and the balance still due. On the printed form, write the amount received and the balance in the notes.
