Invoice and billing document template
Receipt template
A simple payment receipt confirming the amount received, the payment method, and the invoice it settles. Copy the field reference, download the Excel workbook, or send a personalized receipt for every payment your business takes in.
E-invoicing notice
A spreadsheet or PDF invoice generated here is not a structured e-invoice. Germany, Italy, Poland, France, and Spain each require, or are actively phasing in, a specific electronic format (like XRechnung, FatturaPA, KSeF, Factur-X, or Verifactu) delivered through a government platform or accredited network, not an emailed spreadsheet or PDF. Check whether your country's mandate already applies to your business before relying on this template for a sale that has to be reported that way.
A receipt confirms that a specific payment was received: how much, when, by what method, and, where relevant, which invoice it settles. Businesses issue one after cash, a bank transfer, or another payment clears, giving the payer a record for their own books.
A business collecting many payments in a period, from subscription renewals to walk-in sales, ends up writing the same receipt over and over with different amounts and buyers. Upload this workbook as an Excel template to MailMergic, upload a spreadsheet with one row per payment, and generate one personalized receipt per row.
What is inside the Excel download
More than a plain spreadsheet an AI chat can improvise: a complete, formula-driven workbook built for billing and shipping teams who use it for real.
- Business details filled in once at the top, so every receipt carries your name, address, and VAT ID without retyping them.
- A PAID banner and payment method and invoice reference fields side by side, so the receipt reads as a settlement record, not another invoice.
- Amount received entered directly, since a receipt confirms one payment rather than calculating a total from several line items the way the rest of this family does.
- Native @token merge fields already wired for bulk issuing across every payment you take in a period.
Field reference
Copy the plain field list below, or download the formatted Excel workbook with the formulas and layout built in.
RECEIPT - FIELD REFERENCE Spreadsheet columns, not letter prose: every @token below is bound to a cell in the workbook, listed in the order it reads down the page. Your own business details (name, address, VAT ID, bank details) are typed directly into the template and are not @tokens, so they are not listed here. PAYMENT DETAILS @receipt_number RCPT-2026-0311 @payment_date August 14, 2026 @payment_method Bank transfer @invoice_reference INV-2026-0184 @currency EUR RECEIVED FROM @buyer_name Norwood Design Studio @buyer_address 14 Ashfield Lane, Bristol BS1 4TR, United Kingdom AMOUNT @amount_received 3480.00 NOTES @notes Thank you for your business.
Merge fields: one spreadsheet column each
Filled per document row in a bulk run, straight from your billing spreadsheet.
@receipt_numberRCPT-2026-0311@payment_dateAugust 14, 2026@payment_methodBank transfer@invoice_referenceINV-2026-0184@currencyEUR@buyer_nameNorwood Design Studio@buyer_address14 Ashfield Lane, Bristol BS1 4TR, United Kingdom@amount_received3480.00@notesThank you for your business.Before you send this receipt
- 1.Confirm the amount received matches what actually cleared, not what was invoiced, if a partial payment came in.
- 2.Double-check the invoice reference so the receipt ties back to the right invoice, especially for a customer with several open invoices.
- 3.Use a receipt number sequence separate from your invoice numbers to avoid confusing the two in your records.
- 4.Keep a copy of every issued receipt; it is your evidence a payment was accepted.
- 5.A receipt is not a substitute for a VAT invoice where a formal one is required; use the invoice template if the buyer needs one.
When to use this template
Point-of-sale and service businesses
Issue a proper receipt for every cash or card payment without writing one out by hand.
Subscription and membership renewals
Confirm a whole batch of renewal payments at once from your billing export.
Settling open invoices
Send a receipt the moment a payment clears, referencing the invoice it settles.
Generate it for your whole list at once
One document, one spreadsheet, one personalized, correctly totaled copy per row. That is what MailMergic is for.
Upload the workbook template
Use the Excel download as-is, or edit it first. The @token merge fields and formulas are already in place.
Upload your billing spreadsheet
One row per document: buyer, line items, dates, whatever it needs. Excel, CSV, and Google Sheets all work.
Generate and deliver
One personalized, correctly totaled document per row. Download them all as PDFs, or email each customer with delivery and open tracking.
Receipt FAQ
What is the difference between a receipt and an invoice?
Is a receipt required by law?
Can a receipt replace a VAT invoice?
Can I send receipts for a batch of payments at once?
Other invoice and billing templates
Invoice
A five-line invoice that calculates VAT, subtotal, and the total due automatically as you fill in each row.
Quotation
A priced offer with a validity date and lead time, clearly marked as not a tax invoice.
Purchase order
Confirms what you are buying, from whom, and where it should be delivered, with the total calculated for you.
Proforma invoice
An estimated total and delivery terms a buyer can use for a deposit, an import, or a letter of credit, marked as not a VAT invoice.
Statement of account
An opening balance plus five transactions with the running balance calculated for you, ending in a closing balance to check against your records.
Credit note
Reduces a specific invoice by a stated amount and reason, calculated with the same VAT and total formula as the invoice it corrects.
Commercial invoice
The customs declaration fields an export shipment needs (HS code, incoterms, country of origin, weight), with the declared value calculated for you.
Packing list
What is inside a shipment and how it was packed, carrier and tracking included, with no prices or amounts.
Delivery note
What was delivered and a signature confirming it arrived in good condition, with no prices or amounts.
All invoice and billing templates
Browse the full set of free invoice and billing templates.
These templates and country tables are general information, not legal advice, and not tax advice. VAT and invoicing rules vary by country and change often, and several of the countries in the table are actively phasing in new e-invoicing mandates. Confirm the current requirements for your jurisdiction, or consult a tax advisor or accountant, before relying on them for a real invoice.