Payment receipts

The payment receipt is an integral part of the operation of a business or an individual. Along with the invoice, they constitute essential accounting and invoicing documents. In addition to its tax benefit, it makes it possible to document commercial expenses and gives clarity to a company's financial activity. To be relevant, this writing should ideally contain certain information. What do you need to know about this essential accounting document?

What is a payment receipt?

To be distinguished from the invoice, the payment receipt is a private act by which a company or an individual acknowledges having collected the amount associated with the sale of products or services to its customers. It is an essential paper or electronic document model for commercial transactions, invoicing and VAT collection. Sometimes called a “receipt” or receipt in the case of rent, it allows you to justify the payment of a sum between two parties: the seller or lender issuing invoices and the buyer or lessee client.
During commercial transactions, the seller issues an invoice to the buyer. Once the customer pays the amount of said invoice, a payment receipt model is then issued by the issuer. By this document, the seller acknowledges having collected the sum of money due for the service or product sold. As you will have understood, payment receipts attest to the effectiveness of a payment, and are irrefutable proof of the financial settlement of a transaction on a specific date.
It is possible to create a receipt template from an Excel, Word, PDF file or a template from an online page. You can also acquire tools such as cash register software to generate it. With this invoicing solution, you can download and issue digital or paper receipt templates for your transactions. Regardless of the creation method (Excel table, Word, PDF), you can also have a 360° vision of your payment solutions thanks to the management portal such as the merchant portal.

What information should appear on your payment receipt?

There is no mandatory information to indicate on paper, PDF, Word or online payment receipts during transactions. However, ideally, some information is included on receipt templates, to provide customers with as much data as possible about a sale.
Other useful billing information to include on your receipt includes:

  • The title of the payment receipt indicating the nature of the transaction concerned;
  • Mention of the invoice or total estimate corresponding to the sum of money received;
  • The name of your company and/its logo;
  • Identification information of the issuing company or individual: telephone number, email, address, company name, SIRET number, etc. ;
  • The total amount of the sale or taxes according to the rate of the euro in your country;
  • The receipt number;
  • The remaining balance owed by the customer if applicable;
  • The date of payment by the customer;
  • Method of payment: cash at checkout, credit card, checks;
  • The amount of VAT.

To download from the merchant site page or to print from the cash register software, the payment receipt must be generated in two models: a model for the customer and a copy for the entrepreneur. These documents serve as proof for payment of invoices for your activity, and allow each party to include the operation in their accounts on the correct date.

Why is a payment receipt essential for your invoicing?

Like invoices and vouchers, payment receipts are essential documents for invoicing within a company and for individuals. Able to be sent online by email to customers who will download and print them in paper format, these documents ensure the traceability of expenses.
For both parties, it is important to keep them, in order to keep their accounts and from a tax point of view. In fact, they are used to make tax declarations related to the activity. They also guarantee the absence of dispute between the parties.

When is the payment receipt needed?

In the context of a contract or transactions with advance payments, the payment receipt serves as a summary. In the main version or copy, it specifies to both parties the amount of the transaction already paid, and the balance remaining to be paid. Besides this case, payment receipts have another use.
De facto, payment receipts are often issued during online payments. Once the payment has been validated, the internet page of the merchant site where the transaction was carried out will present the receipt for download, while a standardized invoice will be sent to the email address provided when purchasing products or services.
They are also popular in in-store operations. In addition, a document attesting to the partial or total receipt of a sum of money, the payment receipt is becoming increasingly digital. As proof, the PayWish and Pay On Site solutions have already adapted by offering the digitalization of receipts.
Furthermore, for each purchase or sale, the payment receipt is further proof of mutual trust between the merchant and its customers.