Payment Receipts
How to send or print a receipt for a payment: what’s on it, emailing it as a PDF, printing it, payments shared across invoices or jobs, tips, and who can.
A receipt shows a customer what they paid, when, how and what for, with any tip. Email it to them as a PDF, or print it to hand over or post. You send or print one from the payment itself, and Record payment offers to send one as soon as a payment is recorded.
Where to Find It
- A payment: Open Accounts > Transactions and click the payment, or click it in the transactions on a job, customer or invoice. Under Financial Details, the Receipt section has Send receipt and Print receipt, below What was paid, when, how and what for, with any tip. See Transaction Detail View.
- Record payment: Once you’ve recorded a payment, Send a receipt sends its receipt the same way as Send receipt, below. See Taking a Payment.
Only a completed payment against a job has a Receipt section. A payment still on its way, such as a Direct Debit that hasn’t been collected yet, one that failed or was cancelled, and a payment ticked as the job’s opening balance don’t have one, and nor do charges, tips, refunds or expenses.
Sending a Receipt
Send receipt opens the Message Customers Popup for the payment’s job, to send the receipt to its customer. It starts with Email chosen: Continue to the email, or choose another way first, such as Text.
- Template: It starts on your Payment thank-you email, filled in with how much they paid (with any tip), the date they paid and how. Change the wording for this send if you like, or choose another email. The receipt is attached whichever you use. To change it for every time, edit the Payment thank-you email in Settings > Document Templates.
- What’s attached: In place of Attach a document, the popup says The receipt is attached as a PDF.
- Made as it’s sent: The receipt is made as the email goes, so it shows the payment as it is then.
- Texts: A text starts on your Payment thank-you text, filled in the same way, such as Hi Ann Smith, thank you for your payment of £55.00 on 23/10/2026. A text can’t carry a PDF, so it goes without the receipt. Print it for them if they want one. To change its wording for every time, edit the Payment thank-you text in Settings > Document Templates.
- Who won’t be messaged: A customer without an email address, or who has asked not to be emailed, is listed under Who won’t be messaged. Text them, or print the receipt.
- Sending it again: The email shows in Communications. Resend email there attaches the receipt again, made for the same payment as it stands then. Once the payment has been deleted, the email can’t be sent again.
Printing a Receipt
Print receipt makes the receipt as a PDF and opens it, ready to print, save or share. The button reads Making… while it’s being made.
What’s on a Receipt
- Your business: Your logo and business name, with the address, phone number and email from Settings > Organisation Information, and your VAT number when you’re registered for VAT.
- Receipt: At the top on the right, with the receipt’s number beside Receipt no., the Date paid, and Account, the customer’s reference, when they have one. Receipts are numbered 1, 2, 3 and so on in each business, in the order you first make them, and a payment keeps its number however often you make its receipt again.
- The customer: Their name and address, and their company name too when they have both, then Thank you for your payment.
Under it, a table says what was paid. A line with nothing to show, such as Reference for a payment without one, is left out.
- Paid: How much the payment was.
- Tip: Any tip paid with it.
- How you paid: The payment method, such as Cash or Bank transfer.
- Reference: The payment’s reference, such as a bank reference or cheque number.
- For: The job’s service and address, such as Window cleaning – 4 Elm Road. A payment for more than one job names each, in the order it paid them, separated by semicolons, such as Window cleaning – 1 High Street; Gutter clearing – 1 High Street.
- Invoice or Invoices: The invoices it paid, such as INV-1, INV-2.
- Total received: What was paid and the tip together.
Shared Payments, Tips and Refunds
- A payment shared across invoices: A payment that paid more than one invoice has a row in Transactions for each invoice, whether it was taken by hand or by card. It’s still the one payment the customer made, so it has one receipt, for all of it, with the same number whichever row you open it from. Paid is the whole amount, and Invoices lists every invoice it paid.
- A payment for all their jobs: One payment for all of a customer’s jobs at once, such as one recorded with All jobs, oldest debt first in Record payment, has a row in Transactions on each job it paid. It has one receipt too, for all of it, whichever row you open it from, and For names every job it paid.
- Tips: A tip paid with the payment, such as one entered in Record payment or on a worksheet, is on its receipt as Tip, and Total received includes it, as does the amount in the Payment thank-you email. The tip’s own row in Transactions has no Receipt section, so open the payment instead.
- Refunds: A receipt shows the payment as it was made, so Total received stays as it was. Money you’ve given back from it since is shown under it as Refunded since.
Receipts From an Automation
The Thank a customer for a payment automation emails or texts customers each time they pay, on your Payment thank-you email or Payment thank-you text. Its emails have the receipt attached as a PDF, as Send receipt’s do: one for each payment, when a customer paid for more than one job on a worksheet. A text goes without it. While it’s switched on, Record payment leaves out Send a receipt, so customers aren’t thanked twice. Send receipt on the payment is still there for a customer who asks for a receipt to keep. See Creating an Automation.
Who Can Send or Print Receipts
- Sending: Permission to email or text customers, and View Prices and Balances, under Prices, in the payment’s business, as a receipt shows what was paid. A receipt only goes to the customer who paid.
- Printing: View Prices and Balances, under Prices, in the payment’s business.
Each button is only there when your role can use it, and the Receipt section is left out when it can do neither. See Editing a Role.
Related articles
- Transaction Detail View: Where the Receipt section is.
- Taking a Payment: Recording a payment and sending its receipt straight away.
- Message Customers Popup: Writing and sending the receipt email.
- Email Message Editor: Changing your Payment thank-you email.
- Organisation Information: The business details at the top of the receipt.
- Communications: The receipt emails you’ve sent, and sending one again.
- Refunding a Payment Taken by Hand: Giving back some or all of a payment.