Payment Receipt
Create payment receipts with amount in words and payment mode. Free PDF download.
In short
A payment receipt acknowledges money received from a customer against an invoice, recording the amount, date, payment mode (cash, UPI, bank transfer, cheque or card) and the reference number. VyaparKit's payment receipt generator creates a numbered receipt, marks the linked invoice paid or partially paid, updates the customer's ledger balance, and lets you send the receipt as a PDF or on WhatsApp.
Create a Payment Receipt in under a minute
Sign in once with Google or email. Your business name, GSTIN, logo, bank details and saved customers fill in automatically. Download a PDF or share a link on WhatsApp. 5 documents a month are free, forever.
- ✓Beautiful PDF with your logo and details
- ✓GST calculated automatically where applicable
- ✓Saved customers, vendors and items, so no retyping
- ✓Share link with WhatsApp button and UPI QR
- ✓Converts to related documents in one click
About the payment receipt tool
Customers in India want proof that they paid, and you need a record of what was paid against which invoice. A payment receipt does both. Whether a distributor collects from thirty retailers a week, a consultant receives a retainer by NEFT, or a coaching centre collects fees by UPI, the receipt with amount, mode and reference number closes the loop on the invoice and prevents the 'I already paid' conversation months later.
Receipt books and Excel trackers fall apart in two places: the receipt is never matched to the invoice, and partial payments are forgotten. VyaparKit's payment receipt has an Against invoice picker, an Amount received field, a Payment mode selector and a Reference / transaction ID field for the UTR, cheque number or UPI reference. Saving it marks the invoice paid, or partially paid if the amount is less, and reduces the customer's outstanding balance.
Because receipts feed the customer ledger, the outstanding statement, payment due slips and payment reminders always show the true balance. Create the receipt directly from an invoice using Create from this invoice, or start a fresh one. Share it on WhatsApp so the customer has their copy instantly. Free accounts include 5 receipts a month across receipts, vouchers and notes.
How to record a payment and issue a receipt
- 1
Start from the invoice
Open the paid invoice and choose Payment Receipt under Create from this invoice, or create a new receipt and pick the customer in Received from.
- 2
Select the invoice
Use Against invoice to pick the invoice being settled. The receipt keeps the link so the invoice status updates.
- 3
Enter the amount and mode
Fill Amount received, choose Payment mode (Cash, UPI, Bank transfer, Cheque, Card, Other) and paste the UTR, cheque number or UPI reference in Reference / transaction ID.
- 4
Create the receipt
Click Create receipt. The invoice is marked paid or partially paid and the customer's ledger balance drops by the amount.
- 5
Send it
Download PDF or send on WhatsApp with a prefilled thank-you message.
What a payment receipt should contain
- Receipt number (RCPT/26-27/0001) and date of receipt.
- Your business name, address, GSTIN and contact details.
- Name of the payer and the invoice number(s) the payment settles.
- Amount received in figures and words.
- Payment mode and the reference: UTR for NEFT/RTGS/IMPS, UPI transaction ID, cheque number and bank, or card reference.
- Balance remaining on the invoice, if partially paid.
- For advances on services, GST becomes payable on receipt; issue a receipt voucher with tax details (Rule 50).
- Signature of the person receiving the payment.
Who uses the payment receipt
FMCG distributor collecting from retailers
Field staff record each collection against the retailer's invoice with the UPI reference, and the outstanding statement updates the same day.
Coaching institute collecting fees
Issue receipts to parents for each instalment; partial payments show the balance due on the receipt.
Consultant receiving payments net of TDS
Record the amount received; the invoice shows as partially paid until the TDS credit is accounted for.
Wholesaler accepting cheques
Note the cheque number and bank on the receipt so bounced cheques can be traced to the invoice.
Payment Receipt: frequently asked questions
- What happens to the invoice when I record a payment receipt?
- When the receipt is linked through Against invoice, VyaparKit compares the amount received with the invoice total. A full amount marks the invoice paid; a smaller amount marks it partially paid and the balance stays in the customer's ledger. The outstanding statement and payment reminders use this updated balance.
- Is a receipt required under GST?
- For payments against an already issued tax invoice, GST does not require a separate receipt, though it is good practice. For an advance received before supply, Rule 50 requires a receipt voucher showing the amount, tax rate and amount, and the place of supply, because GST on advances for services is payable when the advance is received.
- Should I mention the UTR or cheque number on the receipt?
- Yes. The UTR for NEFT, RTGS or IMPS, the UPI transaction ID, or the cheque number and bank name is what lets you and your customer trace the payment in bank statements later. VyaparKit's Reference / transaction ID field prints it on the receipt PDF.
- Can I record a partial payment against an invoice?
- Yes. Enter the amount actually received in Amount received; if it is less than the invoice total the invoice becomes partially paid and the remaining balance stays outstanding. Record another receipt when the next instalment arrives. Each receipt links to the same invoice, and the ledger shows all of them.
- Can I issue a receipt for an advance before the invoice exists?
- Yes. Create a payment receipt without selecting an invoice; it will still reduce the customer's balance in the ledger, so the advance shows as a credit. When you later raise the invoice, the customer's net outstanding reflects the advance. For GST-registered service providers, remember tax on the advance is due in the month received.
- Does a receipt show on the customer ledger?
- Yes. Every payment receipt appears as a credit entry on the customer's ledger, alongside invoices, credit notes and debit notes, and the running balance updates. Open the customer ledger tool to see the full history, or the outstanding statement to see unpaid invoices by age.
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