Are you looking for a quick guide on receipt books? If yes, you’ve come to the right place! Read on to find out exactly what a receipt book is and how to fill it in correctly. 

Let’s go! 

What is a receipt book? 

As the name suggests, a receipt book consists of multiple detachable forms that serve as proof of payment. These booklets are usually pre-numbered chronologically and have the receipt headings in place. You can easily print out a receipt book template online or buy one at any office supply store.

A receipt book is a critical document because it helps you keep track of your financial transactions and serves as solid evidence for tax purposes. 

The number of individual receipts in a book can vary from 50 to 200 sets. Commonly, one set of receipts contains two different colored receipts: white and yellow.

In a receipt book who gets what copy?

The white receipt is called the original receipt, which is usually on top and to be given to your customers. Meanwhile, the yellow receipt is a duplicate or carbon copy of the white receipt that the business keeps for documentation. 

The yellow receipt is a duplicate or carbon copy of the white receipt that the business keeps for documentation.
Source: Amazon 

You can also find sets containing up to 4 different colored receipts. This type of receipt book comes in handy if your business has many departments involved in the sales process. For example, your business may want to give the white copy to the client, the yellow one to the sales department, the pink one to the finance department, and the blue one remains in the receipt book.

You might be interested in: The History of the Receipt

How to use a receipt book: Essential items to fill out in a receipt  

While it depends on the template you use for your receipts, there are some essential parts that you see on almost every receipt. Below is a detailed guide on how to fill in those crucial parts:

1. Date

Write the exact date at the top page of your receipt when the transaction occurs. It can be the date when you receive payments or when your client receives your products or services. 

2. Company name and contact information

Most businesses have customized receipt books that have all this information pre-printed at the top left-hand corner of the receipt page. If you don’t have a customized receipt book, you will have to write down your company phone number/hotline and address under the company name.

3. Other related details

Feel free to include other details like your website address, social media accounts, or operating hours. On a side note, if you don’t have a company name, it’s recommended to write your own full name instead. 

For example:

  • Russell Campbell
  • 1234 Everett Way
  • Arvada, CO 80005
  • United States
  • +123456789

4. Product details

Write the name of your product on the left-hand side of the receipt. Make sure you also enter a specific description of the product like the size, quantity, color, etc.  

If you sell more than one item, list each product individually on one single row or line and leave a good space between each product. This allows you to change or add more information when needed.

Here’s a receipt book example filled out:

      Product Size Color Quantity 
Running T-shirts LYellow 2
Knitted scarf Gray1
Motivational mug1

5. Price 

For each item, write down its corresponding price at the end of the row or line. Always remember to multiply the single product’s price by its quantity first if you sell more than one unit of that product. 

For example, a running T-shirt costs $25. This customer is buying two, so you would need to write the total value of two T-shirts, which is $25 x 2 = $50.  

6. Subtotal amount

The subtotal is the summation of all the items before taxes and/or any additional fees. Add up the cost of each line and write the total number under the list of products on the price column. 

For example: 

      Product Size Color Quantity Price ($)
Running T-shirts LYellow 250
Knitted scarf Gray120
Motivational mug115
Subtotal 85 

7. Taxes, additional charges, and grand total

Include any applicable taxes by multiplying the subtotal figure with the tax percentage. Also, add any other additional charges such as delivery fees. List the name of your taxes and other fees on the left side under the subtotal and their cost on the price column. 

Now, add all the numbers to get the grand total, or the amount that your customer has to pay. Write the figure you get at the bottom of the receipt. You will always see a designated line to write your totals.

For example:

      Product Size Color Quantity Price ($)
Running T-shirts LYellow 250
Knitted scarf Gray120
Motivational mug115
Tax (15%)12.75
Grand total100.75

So, there you go, that’s how to fill in a receipt! 

Watch this tutorial video to learn how to fill in a receipt by hand! 

Receipt Book. Source: Tyler Evans.

Frequently asked questions about receipt books

How do I fill out a receipt book? 

Step 1. Make two copies of each transaction. 

One receipt copy is for your records, and the other copy is for your customer. You can leave your copy of the transaction in your receipt book until you do bookkeeping for your sales.

Step 2. Use the right pen to fill out your receipt. 

Use a pen with dark ink and press down firmly so that your writing will be easy to read. 

Step 3. Fill out all the important items in the receipt book. 

Write the date of the transaction, your business name, the person to whom the item is being sold, the delivery method for the item, the date it will be delivered, and any other relevant information related to the transaction. Sign the receipt and include your contact information in case they need to contact you in the future. 

Step 4. Confirm the quantity and cost for each product item. 

And don’t forget to write the tax due at the bottom of your receipt. 

What are the differences between an invoice vs. a receipt?

You send an invoice to request payment from your customer. This is usually sent after the product or service has been delivered but before the customer has paid for it. Customary practice is to issue an invoice after one’s work is complete.

You send a receipt to your customer to acknowledge you have been paid. The receipt shows you received payment for your product or work from your client or customer.

In short, an invoice is a payment request, and a receipt is proof of being paid. 

The difference between an invoice vs. a receipt.

Invoices are for requesting payment, sent before the payment is made, and is a statement of the amount owed to the seller. 

Receipts are proof of payment, sent after the payment is made, and evidence of the purchase and the amount received.
The difference between an invoice vs. a receipt.

How can I make my own receipt books? 

Here’s a video guide of someone making their own receipt book!

Bonus: Downloadable templates of receipt books 

5 physical receipt books (for purchasing online) 

5 online receipts books (for printing)

Final thoughts

Receipt books are an essential tool that helps business owners maintain healthy financial records. And knowing how to use a receipt book is a skill that your customers—and your accountant—will be thankful you mastered!

Originally published February 22, 2022. Updated on August 3rd, 2022. 

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