Sometimes the customer has already paid, and what they need is proof. A paid invoice, or cash sales receipt, confirms that a sale was made, lists what was bought, and shows that the full amount was received, down to the change given. It is what customers keep for returns, warranties, expense claims, and tax records. This template presents it as a real receipt, a long strip of paper with torn zigzag edges lying on a warm gray counter, stamped PAID in green.
Shops, Market Stalls and Cash Businesses
It suits hardware and garden stores, market vendors, food stalls, repair counters, small shops without a receipt printer, service businesses paid in cash on completion, garage and estate sales, and anyone who needs to issue a formal receipt after a cash or card payment. The sample shows Corner Hardware & Garden in Burlington selling a cordless drill, a drill bit set, potting soil, tomato plants, garden gloves, and wood screws to a walk-in customer paying cash.
Torn Paper and a Typewriter Voice
The whole page is a warm gray, like a shop counter, and in the center lies a tall white strip of receipt paper with saw-tooth edges at the top and bottom, as if torn from a till roll, casting a soft shadow. At the top of the strip, PAID INVOICE is set in heavy Archivo Black, with a small green piggy bank beside it, the store name and address beneath, and a row of dashes separating the header from the details. The body uses Space Mono, a typewriter-style font that feels like printed receipt text.
Receipt number, date, and time sit on the left, and cashier, register, and customer on the right. The item list shows item, quantity, each, and total, followed by a totals block of subtotal, sales tax, total, cash tendered, and a green Change given row. To the left of the totals, a round green stamp with a double ring reads PAID and IN FULL at a slight angle, like an ink stamp pressed by hand. The bottom of the strip reminds the customer about returns, says THANK YOU – HAPPY GROWING! and carries the site logo.
Receipt, Invoice or Paid Invoice?
These words are often used loosely. Here is how they differ:
| Document | Issued When | Says |
|---|---|---|
| Invoice | Before payment | Please pay this amount by this date. |
| Paid invoice | After payment of an invoice | This invoice has been paid in full. |
| Sales receipt | At the moment of payment | You paid this amount for these items. |
| Cash receipt | When cash changes hands | We received this cash and gave this change. |
This template works for all three paid versions. Change the title to SALES RECEIPT or CASH RECEIPT if you prefer.
Recording Cash Tendered and Change
For cash payments, the receipt should show the amount handed over and the change returned. In the sample, the items total $169.87, tax at 6% adds $10.19, the total is $180.06, the customer paid $200.00 and received $19.94 in change. For card payments, replace Cash tendered with Paid by card and the last four digits, and delete the change row.
Changing the Items, Tax and Change Given
The item list and totals are editor tables. Double-click them or use Edit Table Data to type in your items, and adjust the number of rows with + Add Row and – Remove Last. The cells hold text rather than formulas, so work out each line, the tax, the total, and change it yourself.
Turning an Unpaid Invoice Into a Paid One
If you already sent the customer an invoice using another template, you can issue this receipt when payment arrives. Use the same invoice number in the receipt number field and list the same items, or a single line such as Payment for invoice INV-2026-0142. The PAID stamp makes the status obvious in anyone’s files.
Changing the Stamp and Colors
The stamp’s rings are grouped, and PAID and IN FULL are separate rotated text boxes, so you can change the words to RECEIVED or THANK YOU, or recolor the stamp to red or blue. The piggy bank is an editable vector that can become a shopping bag or a cash register icon. Change the gray counter color from the page background settings, for example, to a soft wood tone.
Printing the Receipt
The page is US Letter, 8.5 by 11 inches, with the receipt strip centered on it. Printing on a standard printer shows the full design, including the gray background, which looks like a photographed receipt. If you want to save ink, change the page background to white; the torn-edge strip still reads as a receipt. Email the PDF when the customer asks for a digital copy.
Receipts for Tax and Warranty Claims
Customers need proof of purchase for returns, manufacturer warranties like the drill in the sample, and business expense claims. A receipt that shows the store name, the date, the items, and the tax is accepted almost everywhere. Keep your own copy for your bookkeeping too, numbered in sequence, so your cash sales can be reconciled with the till at the end of each day.
Receipts for Donations and Private Sales
The same layout suits a private sale, such as a car, a piece of furniture or a pet, where both parties want a written record that money changed hands. Replace the store details with the seller’s name, describe the item in the table, and keep the PAID stamp. For donations to a charity, change the title to DONATION RECEIPT and follow the wording your tax authority requires for deductible gifts.
Paid Invoice FAQs
Can I use this for a service paid in cash?
Yes. List the service as an item, and change the store name and details to your business.
Can I remove the change row?
Yes. For card or exact payments, delete the last two rows and let Total be the highlighted row.
Is a PAID stamp legally required?
No, but it makes the status clear at a glance and helps prevent a paid invoice from being paid twice.
