Guide · Getting paid
Contractor receipt template
An invoice asks for money. A receipt proves you got it. Customers keep receipts for taxes, insurance claims and warranty calls.
A contractor receipt should show your business name and contact, the customer's name, the date paid, the amount, how they paid (card, bank, check number or cash), the invoice or job it's for, and the balance remaining. Give one for every payment, including deposits and cash. If the customer paid in full, an invoice marked "Paid" with the date and method works as a receipt.
What goes on a receipt
- Your business name, phone and license number if your state requires it on paperwork.
- Receipt number and date paid.
- Who paid. The customer's name, and the property address for home jobs.
- What it's for. The invoice number and one line about the job.
- Amount and method. "$650.00 by check #2214" or "$1,840.00 by card."
- Balance remaining. "Balance due: $1,190.00" or "Paid in full."
Copy-and-paste template
RECEIPT #R-1042 Ridgeline Plumbing · (555) 010-2040 · Lic. #000000 Date paid: March 14, 2026 Received from: Dana Whitfield, 18 Cedar Ln For: Invoice 1042, water heater replacement Amount: $1,840.00 Method: Card Balance remaining: $0.00 (paid in full) Thank you!
Deposits and partial payments
Give a receipt for the deposit too, and show the running balance: "Deposit received: $650.00. Contract total $1,840.00. Balance due on completion: $1,190.00." When the final payment comes in, the second receipt says "Paid in full." Two clear receipts end most "I thought I already paid that" conversations.
Cash and check payments
These are the ones to be careful with. Write the receipt on the spot, note the check number, and keep a copy. For cash, a receipt is the only record either of you has.
Receipts in Settle
When a customer pays an invoice from Settle's link, Settle emails them a receipt (if you have their email) and tells you the invoice was paid. Replies to the receipt go to you. For cash and checks, mark the invoice paid in the app and send the PDF.
What is the difference between an invoice and a receipt?
An invoice asks for payment and says when it's due. A receipt confirms the payment was made, with the date, amount and method.
Do contractors have to give receipts?
Some states require receipts or written records for certain payments, like home improvement deposits. Either way, give one for every payment; it protects you as much as the customer.
Is a paid invoice a receipt?
It can be, if it shows the payment date, amount and method and says "Paid." For partial payments, a separate receipt with the remaining balance is clearer.
Get paid from a link, and your customer gets a receipt.
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