Free Cash Receipt Generator
Write a clear cash receipt when someone pays you in cash, with the amount in words and a signature line.
When to give a cash receipt
A cash receipt is a written record that you received a cash payment. Card and bank payments leave a trail in someone’s statement; cash does not. That makes a receipt the main record for both you and the person who paid.
Common situations:
- A customer pays cash for a service, such as cleaning, tutoring, lawn care or a repair.
- You sell equipment, furniture or goods for cash.
- A client pays a deposit in cash before you start a job.
- A member pays dues or fees in cash to a club or group.
- Someone pays part of what they owe and will pay the rest later.
If the customer has not paid yet, send an invoice instead. The article on invoice vs receipt explains the difference.
How to make a cash receipt
- Enter your business or personal details and upload a logo if you have one. Click “Save as template” to reuse them.
- Add who paid you: name and, if useful, phone or email.
- Check the receipt number and date. Numbers fill in as CR-0001, CR-0002 and so on. The date should be the day you received the cash.
- List what the payment is for, one line per item or service, with quantity and price.
- Apply tax and any discount if they apply. The discount is applied before tax, and tax applies once to lines marked taxable.
- Leave the payment method as cash. It is set by default.
- Enter Amount paid if this is a partial payment. Leave it empty if the total was paid in full.
- Sign the “Received by” line, then download the PDF or print it.
Good habits when you take cash
- Count the cash in front of the payer. Count it out loud or on the table so you both agree on the amount before you write anything down.
- Write the amount in words. The tool adds it automatically under the total, for example “One hundred seventy-nine and 08/100 dollars”.
- Sign the receipt. An unsigned cash receipt is weaker as a record.
- Give the payer a copy and keep one yourself. Print two copies, or print one and save the PDF.
- Record partial payments clearly, with the balance still owed.
What a cash receipt should include
- Receipt number and date.
- Your name or business name and contact details.
- Name of the person who paid.
- What the payment was for, with quantities and prices.
- Tax, if any, shown separately.
- Total and amount received in cash.
- Amount in words.
- Balance due, for a partial payment.
- Signature of the person who received the cash.
Worked example: tutoring package paid in cash
A tutor sells a four-session package and a workbook and is paid in cash:
- Tutoring session, 1 hour: 4 × $40.00 = $160.00 (not taxable in this example)
- Workbook: 1 × $18.00 = $18.00 (taxable)
- Subtotal: $178.00
- Tax (example rate of 6% on the $18.00 taxable line): $1.08
- Total paid in cash: $179.08
- In words: One hundred seventy-nine and 08/100 dollars
The same sale as a partial payment
If the parent pays $100.00 in cash now and the rest at the next session:
- Total: $179.08
- Amount paid (cash): $100.00
- In words: One hundred and 00/100 dollars
- Balance due: $79.08
When the remaining $79.08 is paid, issue a second cash receipt and note the first receipt number in the notes.
Whether a product or service is taxable depends on your state and locality. Check with your state revenue agency or a tax professional before choosing a rate or marking lines as taxable.
Keep your records
The generator runs in your browser and nothing is sent to a server. Drafts and numbering are saved in local storage, so clearing browser data removes them. Save every PDF you issue to a folder you back up, and keep it with your cash sales records. How you track cash for bookkeeping is up to you and your tax professional.
Choose Letter or A4 paper and one of three designs: Classic, Modern or Compact. Compact suits short receipts with one or two lines.
For rent paid in cash, the rent receipt generator adds the property address and rent period. If you prefer a printable form to fill in by hand, see the receipt template. For how your data is handled, see the privacy page.
Frequently asked questions
Why does a cash payment need a receipt?
Cash leaves no bank record. A signed receipt is often the only proof that money changed hands, how much was paid and what it was for.
Who signs a cash receipt?
The person who received the cash signs the Received by line. Some businesses also ask the payer to sign or initial a copy they keep.
Why write the amount in words?
Writing the amount in words, like on a check, makes it harder to misread or change by hand. The tool fills it in automatically.
How do I make a cash receipt for a partial payment?
List the full amount due as items and enter the cash you received in Amount paid. The receipt shows the balance still owed.
How are cash receipts numbered?
They are numbered CR-0001, CR-0002 and so on, and the last number is remembered in your browser. You can edit the number to continue an existing sequence.
Legit50 provides free document tools for general business use. They are not legal, tax or accounting advice, and you are responsible for the accuracy of the documents you create. Sales tax rules vary by state and locality. Learn more.