How to fill in a receipt correctly (and what to leave off)
A receipt is evidence. Get four things right and it will stand up years later; get them wrong and it is just a piece of paper with a number on it.
1. Identify both sides clearly
Write the seller's name and address, and who paid. "Cash" alone is not an identity. If a company pays, the company name is what matters, not the person who handed over the card.
2. Make the number sequential
Receipt numbers exist so you can prove nothing was skipped. Restarting at 1 every January is fine — reusing a number is not. If you void one, keep the paper and write "cancelled".
3. Show tax separately
Where tax applies, show the rate, the amount, and your tax identifier (VAT number in the UK, ABN in Australia, GST/HST number in Canada). A single blended total looks tidy and then fails an inspection.
4. Describe what was paid for
"Services — $400" invites an argument. "Two hours of consulting, 12 March, on-site network migration" ends it. The itemised line is the part people forget under time pressure.
What to leave off
- Card numbers, expiry dates or full cardholder data — never put those on a receipt
- Blank amounts you intend to fill in later, because that is how receipts get altered
- Illegible totals; type it or write it clearly and add the currency
Digits, signature, or both?
For consumer sales a signed "paid in full" line is usually enough. For B2B, add your tax number and, where the value is large, a short description of the payment terms that were settled.
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