Payment receipt format
A payment receipt acknowledges money received. Link it to the original invoice, show the amount actually received, and state any balance still due.
What to include
For an ordinary business payment acknowledgement, the following checklist helps both parties reconcile their records. It is not a substitute for a prescribed GST document.
- Business name and contact details, plus the client's name.
- A receipt reference and the date the payment was received.
- The invoice number or purpose of the payment.
- Amount received and currency, payment method, and bank or UPI transaction reference where applicable.
- Previous invoice balance and the balance after this payment.
Example: a partial payment
Illustrative details only—not a real payment or business.
- Business
- Example Design Studio
- Received from
- Example Client
- Receipt reference
- RCPT-001
- Received on
- 29 October 2026
- Against invoice
- INV-001
- Invoice total
- ₹11,800
- Amount received
- ₹5,000
- Payment method
- UPI
- Transaction reference
- Use the actual bank-confirmed reference
- Balance due
- ₹6,800
If a client makes a second payment, issue a separate acknowledgement and calculate the balance using all confirmed payments. Do not describe a partially paid invoice as settled.
Receipt vs invoice: keep both
The invoice records the sale and payment request; a receipt records money received against it. Under GST, tax invoices have their own prescribed particulars in Rule 46. A simple payment acknowledgement does not replace a required tax invoice. Read CBIC Rule 46.
GST also uses the term “receipt voucher” for an advance received by a registered person under Section 31(3)(d). That is a specific statutory document, not just a generic acknowledgement after paying an invoice. Check the applicable rules with your accountant. Read CGST Section 31.
Confirm UPI payments before recording them
Check your bank or payment app for the actual credit and transaction reference. Opening a UPI payment link—or receiving a screenshot—does not itself establish that your business received the money.
In Navrio, open the invoice and record the confirmed amount, date, payment method and reference. The invoice balance updates from recorded payments. When the client has an email address, Navrio requests a payment-receipt email; delivery is not guaranteed.