Payment Receipt Generation

Payment Receipt Generation

Payment receipts serve as proof of payment and provide customers with a record of their transactions. EquiBillBook allows you to generate professional payment receipts that can be printed or emailed to customers. This guide explains how to create and manage payment receipts.

What are Payment Receipts?

Payment receipts are documents that confirm a payment has been received. They typically include:

• Receipt number and date
• Customer information
• Payment amount and method
• Invoice(s) the payment was applied to
• Remaining balance (if applicable)
• Business details and branding

Generating a Payment Receipt

Step 1: Record the Payment

First, record the customer payment:

1. Navigate to Customers → Customer Payment
2. Record the payment as usual
3. Save the payment record

Step 2: Access Receipt Generation

After recording a payment, you can generate a receipt:

• From Payment List: Click on the payment entry and select "Print Receipt" or "View Receipt"
• From Payment Details: Open the payment and click the receipt button
• From Invoice: View invoice details and generate receipt for payments on that invoice

Step 3: Generate and View Receipt

The receipt will display with:

• Your business logo and details
• Receipt number (auto-generated)
• Payment details (date, amount, method)
• Customer information
• Applied invoice(s) information
• Payment breakdown

Printing Payment Receipts

Option 1: Print from Receipt View

1. Generate the receipt as described above
2. Click the "Print" button
3. Select your printer
4. Configure print settings if needed
5. Print the receipt

Option 2: Print from Payment List

1. Go to Customer Payment list
2. Select the payment(s) you want to print receipts for
3. Click "Print Receipts" or use bulk print option
4. Print all selected receipts

Emailing Payment Receipts

Step 1: Generate Receipt

Follow the steps to generate the receipt first

Step 2: Email Receipt

1. Click "Email Receipt" or "Send Receipt" button
2. The customer's email address should auto-populate
3. Review or edit the email if needed
4. Add a custom message (optional)
5. Click "Send" to email the receipt

Receipt Templates

Payment receipts use templates that can be customized:

• Default Template: Standard receipt format included with EquiBillBook
• Custom Templates: Create custom receipt designs to match your branding
• Template Settings: Configure templates in Settings → Invoice/Payment Template Settings

Customizing Receipt Templates

To customize receipt templates:

1. Go to Settings → Invoice Template Settings or Template Settings
2. Navigate to Payment Receipt templates
3. Select a template to customize
4. Modify fields, layout, and styling
5. Add your logo and branding elements
6. Save the customized template
7. Set as default if desired

Receipt Information

Payment receipts typically include:

Header Section

• Your business name and logo
• Business address and contact information
• Receipt number
• Receipt date

Customer Section

• Customer name
• Customer address
• Customer contact information

Payment Details

• Payment date
• Payment amount
• Payment method
• Reference number (cheque number, transaction ID, etc.)
• Account where payment was deposited

Invoice Allocation

• Invoice number(s) payment was applied to
• Amount allocated to each invoice
• Invoice dates

Balance Information

• Remaining balance on invoices (if partial payment)
• Total outstanding balance for customer (optional)

Footer Section

• Notes or terms
• Thank you message
• Business registration details (if applicable)

Bulk Receipt Generation

You can generate receipts for multiple payments at once:

1. Go to Customer Payment list
2. Select multiple payments using checkboxes
3. Click "Print Receipts" or "Generate Receipts"
4. All selected receipts will be generated
5. Print or email them as needed

Receipt Numbering

Receipt numbers are automatically generated:

• System generates unique receipt numbers
• Numbers follow your configured numbering sequence
• Receipt numbers are sequential and unique
• Configure numbering rules in Settings if needed

PDF Receipts

Receipts can be saved as PDF files:

• Click "Download PDF" or "Save as PDF"
• Receipt is generated as a PDF file
• Save PDF for your records or email to customer
• PDF format is professional and easy to share

Receipt for Partial Payments

When generating receipts for partial payments:

• Receipt shows the partial payment amount
• Displays remaining balance on the invoice
• Shows which invoice(s) payment was applied to
• Includes information about outstanding amount

Receipt for Advance Payments

For advance payment receipts:

• Shows advance payment amount
• Indicates it's an advance payment
• May show available advance balance
• Notes about what the advance is for

Best Practices for Payment Receipts

• Generate receipts immediately after recording payments
• Email receipts to customers automatically when possible
• Keep printed or PDF copies for your records
• Use professional receipt templates with your branding
• Ensure all payment details are accurate before sending
• Include clear reference numbers for easy tracking
• Use consistent receipt format across all payments
• Archive receipts for accounting and audit purposes
• Review receipt templates periodically for updates
• Train staff on receipt generation procedures

Automated Receipt Generation

You can automate receipt generation:

• Configure system to auto-email receipts when payments are recorded
• Set up receipt templates for different payment types
• Use email templates for receipt emails
• Automate receipt generation for online payments

Receipt Storage and Archiving

For record-keeping:

• Store PDF receipts in organized folders
• Archive receipts by date or customer
• Keep receipts accessible for accounting and tax purposes
• Maintain receipts as per legal retention requirements
• Backup receipt files regularly

Common Scenarios

Scenario 1: Immediate Receipt

Customer pays and needs receipt immediately:

1. Record the payment
2. Generate receipt immediately
3. Print or email receipt right away
4. Provide customer with receipt copy

Scenario 2: Bulk Receipt Printing

Printing receipts for multiple payments:

• Select all payments for a specific date or customer
• Use bulk print function
• Print all receipts at once
• Distribute receipts as needed

Scenario 3: Email Receipts to Customers

Automated receipt delivery:

• Configure auto-email for receipts
• Customers receive receipts automatically
• Reduces manual work and ensures customers get receipts
• Improves customer service

Related Articles

Learn more about:

• Recording Customer Payments
• Partial Payments
• Multiple Payment Methods

Payment receipts are essential documents that provide proof of payment and help maintain good customer relationships. EquiBillBook's receipt generation features make it easy to create, customize, and distribute professional payment receipts efficiently.