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Send a customer the receipt for their payment

Every payment has a numbered receipt you can view or email, whatever way it was paid.

There is no Receipts screen — a receipt belongs to a payment. Three ways to reach one, all the same document:

1.Open the invoice it was paid against. The payments received on it are listed under the totals.
2.Transactions — a bank deposit matched to an invoice shows the receipt on its own row, which is where you are looking when you notice the money arrived.
3.Sales → Sales transactions, set Type to Payment, and use the Receipt column.
4.Press ⌘K (Ctrl+K on Windows) and type receipts — it opens the sales list already filtered to payments.

Each one offers the same three things: View it on screen, PDF to download, Send by email.

·View opens it on screen, exactly as the customer will see it.
·Send emails it as a PDF, on your letterhead with your logo, to the address on the customer's record.

Once it has gone the row says so with the date, so nobody sends the same receipt twice. Send again is there if they ask for it.

It works for any payment

Card, cash, cheque, wire, or a part payment against a larger invoice. The receipt names how it was paid — a customer who handed over cash gets the same document as one who paid by card.

What it says

The amount received, how it was paid, which invoice it was for, the invoice total, what has been paid to date, and what is still owing. If nothing is left it says paid in full instead of printing a zero.

Its number

Receipts are numbered REC-0001 upward, one series per company, issued the first time a receipt is produced for that payment and never changed afterwards. That matters more than it looks: a receipt is the customer's evidence in a dispute and yours in an audit, and a number that shifts because another payment was deleted is evidence of nothing.

You may see gaps in the numbers. That is intended — a number is claimed when the receipt is made, and a send that fails afterwards does not give it back.

What it does not have

No pay button. A receipt is the end of the transaction; a document that says "you paid" next to one that says "pay now" is how somebody pays twice.

It is not automatic

Nothing is emailed on your behalf. Card payments taken through your pay link may also produce a receipt from the payment processor — this one is yours, with your name on it.

Still deciding?

Tell us what you do and we will tell you honestly whether this fits. A person reads it, and replies.

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Send a customer the receipt for their payment | RunGrid