A receipt template is a predesigned document or digital layout used to create receipts quickly and consistently. It typically includes the business name, contact information, receipt number, date, itemized list of goods or services, total amount, payment method, and applicable terms or conditions. Templates can be customized for specific industries or needs and are often available in various formats such as Word, Excel, PDF, and through specialized software.

Businesses use receipt templates for both digital and printed receipts, although digital receipts are becoming increasingly popular. For example, 84% of retailers in the United Kingdom offered digital receipts in 2023. Below, we’ll explain the benefits of a receipt template, what to include in it, how to create a customizable template, and best practices for both digital and printed receipt templates.

What’s in this article?

• What are the benefits of a receipt template?
  
• What to include on a receipt template
  
• How to create a customizable receipt template for your business
  
• How to format a receipt for different payment types
  
• Best practices for digital and printed receipt templates
  

What are the benefits of a receipt template?

Receipt templates aren’t required, but they do provide many benefits. Here’s an overview:

• Templates ensure all receipts follow the same format. This makes your business look professional and organized.

• Using a premade template is faster than creating receipts from scratch every time.

• Templates ensure you include all legally required details, such as tax information.

• Templates with a uniform format make it easier to organize, track, and reference past transactions.

• Reusable templates are more cost-effective than buying or designing custom receipts each time.

• You can often customize templates with your logo and brand colors, so you don’t have to sacrifice a personalized look.

What to include on a receipt template

Receipt templates should be comprehensive, practical, and straightforward. Here’s what you should include:

• Business information: The business name, address, contact details (e.g., phone number, email, website), business logo, and tax identification number (if applicable).

• Receipt information: The receipt number, transaction date, and transaction time (if relevant).

• Details of goods or services: An itemized list of products or services provided, item descriptions, item quantities, unit prices, and subtotal before taxes or discounts.

• Payment information: The total amount due, payment method, transaction reference number (for electronic payments), and any taxes, discounts, or promotions.

• Optional additions: Space for the customer’s or business representative’s signature (if required), the customer’s name and contact details, a thank-you message for the customer, any loyalty or reward program details, the next appointment or delivery date (if applicable), refund or exchange policy (if applicable), and any warranties or guarantees.

How to create a customizable receipt template for your business

Different software types will have different processes for creating templates, but it shouldn’t be complicated to create a customized template for your business. If you’re working with Stripe, you can enable automatic receipts for online transactions. You can customize receipts to your brand with your logo and colors, and send them to customers automatically when payment is processed. If you choose to disable this feature and build a custom template instead, here’s how you can do so.

Design the layout

Create a layout that works for your business, including:

• Header: Include your business name, address, contact details, and logo. For consistency, these details should match what you’ve configured in your Stripe account.

• Body: Set aside space for itemized transaction details, including the goods or services provided, item costs, the payment method, fee breakdown, and links to Stripe’s online receipts (e.g., a “View Full Receipt” button), if desired.

• Footer: Add any terms, policies, or additional notes.

Customize branding

Add your logo and brand colors to your template. Ensure these match your Stripe branding settings so all communications have one cohesive look.

Automate with Stripe

To enter the information for each receipt on your custom receipt template, you can:

• Use Stripe’s API to pull transaction data directly into the template

• Use tools such as Zapier to extract payment data from Stripe and insert it into Google Sheets or your predesigned template

Test and refine

Once you’ve designed your template, process a few Stripe payments and manually input the data into your template to test usability. For automated workflows, verify that Stripe transaction details are entered correctly into the receipt. Check formatting across platforms to ensure your design looks good both as a printout and on-screen.

How to format a receipt for different payment types

When formatting a receipt for different payment types (e.g., cash, card, online), you need to capture the right details for each method. Besides basic details such as business information, receipt number, date and time of purchase, purchase details, and payment method, you need to include information specific to each payment type.

For cash payments, include:

• The payment method (e.g., “Paid by Cash”)

• The cash amount given by the customer

• Any change that was given back to the customer

• A signature line (optional)

For credit and debit card payments, include:

• The payment method, including card type (e.g., “Paid by Credit Card [Visa]”)

• The last four digits of the card number (e.g., “Card Ending in 1234”)

• The transaction authorization code

• A signature line (required by some industries or regions, especially for high-value transactions)

For online payments, include:

• The payment method (e.g., “Paid via PayPal,” “Paid via Klarna”)

• The transaction ID number

• The payment status (e.g., completed, pending, failed)

• Customer details such as the email and account name, as required

• A link to the full online receipt, if your platform supports it

To make the payment method stand out on your receipts, you can use bold text for the payment section (e.g., “Paid by: Credit Card”), add small icons such as a dollar bill for cash and a card symbol for credit, or include optional details such as which employee processed the transaction.

Best practices for digital and printed receipt templates

When you craft receipts, there are some universal best practices that you always want to follow, such as the following:

• Structure information logically, starting with your business name and contact details. Follow those with transaction details and finish with payment specifics and any additional notes.

• Itemize purchases clearly, including taxes and discounts.

• Allow space for unique fields such as loyalty rewards, order numbers, and personalized messages.

• Check local laws to ensure your receipts include necessary details such as tax IDs and disclaimers.

• Always double-check templates for accuracy.

Furthermore, there are distinct best practices that apply to digital receipts and printed receipts, respectively. Here’s what you should remember for digital receipts:

• Refine for mobile and desktop. Digital receipts should be easy to read on any device.

• Add interactive elements such as links to customer support, refund policies, and a detailed payment summary.

• Make receipts downloadable as PDFs, and test delivery across different email clients to avoid formatting issues.

• Protect customer data by removing sensitive details such as full credit card numbers. Display only the last four digits of payment information, and ensure the receipt complies with data privacy regulations such as the General Data Protection Regulation (GDPR) and California Consumer Privacy Act (CCPA).

• Use digital receipts as a touchpoint by adding links to product recommendations, loyalty programs, or feedback forms.

• Use your logo, brand colors, and fonts to create a cohesive look that matches your other customer touchpoints.

Here’s what you should remember for paper receipts:

• Prioritize legibility. Use a font size that’s easy to read, and stick to simple formatting, even on smaller printouts.

• Fine-tune spacing to include all necessary information while minimizing paper use.

• Include policies such as return time frames and any return conditions. A printed receipt is often the first point of reference for customers who need assistance.

• Use durable printing methods. Thermal printing is common for receipts, but it fades over time. For long-term records (such as warranties), consider providing additional documentation or directing customers to a digital version.

• Add information that invites further engagement, such as survey links, discount codes, and upcoming promotions. Place this information where it won’t overshadow the transaction details.

• Test across printers to ensure consistent output and avoid cutoffs or awkward spacing. The format of a receipt often depends on your point-of-sale (POS) system.