Cash receipt template for money paid in hand
Reviewed in November 2026
A cash receipt is the only trace a cash payment leaves. It shows who handed over the money, how much and why. The receipt below opens with «Cash» as the method. It keeps a numbered copy on your device, like a receipt book stub.
Cash receipt
The sum of
USD 1,500.00
(one thousand five hundred dollars)
Your file never leaves your device.
What it includes
- Receipt number
- Date and time
- Received from
- Amount in figures and in words
- Paid for
- Cash tendered and change
- Received by
- Signature
Cash receipt: full text
CASH RECEIPT Receipt No. [CR-0001] Date: [November 6, 2026] Time: [10:40 am] Received in cash from [Payer full name] the sum of [amount in figures] ([amount in words]). Paid for: [what the cash pays, for example November rent, room 3] Cash tendered: [amount] Change given: [amount or none] Balance pending: [amount or none] Received by: [Your name or business name] [Address] · [Phone] Signature: ______________________ Payer copy
Why cash needs a receipt every time
A bank transfer leaves a record at the bank. Cash leaves nothing unless someone writes it down.
The receipt protects the payer, who can prove they paid. It also protects you against a claim of missing money.
Shops and landlords take cash daily. So do clubs and tutors. Each payment deserves its own numbered receipt.
Receipt book or digital receipt
| Paper receipt book | Receipt on this page | |
|---|---|---|
| Copy for you | Carbon stub in the book | PDF saved on your device |
| Numbering | Printed on each page | Raises by one after each receipt |
| Amount in words | Written by hand | Filled in for you |
| Copy for the payer | Torn-out page | PDF or image on WhatsApp |
| Lost book | The copies are gone | Files stay where you saved them |
Many businesses keep both. The book stays at the counter and the digital copy goes to the customer.
Count, then write
- Count the cash in front of the payer.
- Say the total out loud so both agree.
- Write the receipt with that exact amount.
- Note any change you gave in the description.
- Sign and hand over the copy before the payer leaves.
Counting first avoids the most common dispute. The payer remembers ten notes and you counted nine.
A daily cash log for the end of the day
Receipts tell you each payment. A daily log tells you the cash drawer is right.
| Receipt no. | Received from | For | Amount |
|---|---|---|---|
| CR-0210 | M. Kamau | November rent, room 3 | KES 12,000 |
| CR-0211 | J. Otieno | Shop deposit | KES 5,000 |
| CR-0212 | A. Wanjiru | Tailoring, two dresses | KES 3,500 |
| Total | KES 20,500 |
The total must match the cash in the drawer. If it does not, check the receipts before anyone goes home.
Fields a cash receipt needs
- Receipt number in a series with no gaps.
- Date and time when the cash was received.
- Full name of the payer.
- Amount in figures and in words.
- What the cash pays for, with the period if there is one.
- Name and signature of the person who took the cash.
Add your tax ID only if your customers ask for it. Most cash receipts carry a name and a phone number.
Cash receipt or cash voucher
A cash receipt goes to the person who paid you. A cash voucher stays in your books and records cash moving in or out.
Accountants in India use the receipt voucher for incoming cash. The receipt voucher page explains its debit and credit lines.
Mistakes with cash
- Promising to send the receipt later. Later never comes.
- Using loose paper with no number. A missing payment then has no trace.
- Rounding the amount. Write the exact cash counted.
- Signing a blank receipt in advance. Anyone can fill it with any number.
- Keeping the cash and the receipts in different places. Reconcile them together.
Cash receipt forms for clubs and schools
Clubs, churches and school offices collect cash at events and counters. Several volunteers often handle the same money.
A cash receipt form gives each collection a number and a name. The treasurer then knows who took what.
| Control | How it works |
|---|---|
| Two people count | One counts and one writes the receipt |
| One series per collector | Each volunteer uses a prefix such as A-, B- |
| Same-day deposit | Cash goes to the bank before the next event |
| Log signed by both | The daily log carries two signatures |
These controls take a few minutes. They prevent most cash shortfalls in small organizations.
Cash in the United States, India and Kenya
The receipt works in dollars and rupees. It also works in pesos or shillings. Change the currency at the top of the generator.
In India write the amount in words with lakh when it is large. The generator does it for INR.
In Kenya many payers mix cash with mobile money. Make one receipt per method so each one matches its record.
A cash receipt, filled in
A landlord in Nairobi collects the November rent in cash from a tenant. The receipt reads like this.
| Line | What the landlord writes |
|---|---|
| Receipt no. | CR-0210 |
| Date and time | November 6, 2026, 9:15 am |
| Received in cash from | Mary Kamau |
| Amount | KES 12,000, twelve thousand shillings |
| Paid for | Rent for November, room 3 |
| Cash tendered | KES 12,000, no change |
| Balance pending | None |
The landlord signs on the phone screen and sends the image to the tenant. The PDF copy goes to the November folder.
When a cash payment is reversed
Sometimes you return cash, for a refund or an overpayment. Write a new receipt for the refund, signed by the person who takes the money back.
Do not tear up the first receipt. Mark it «refunded» with the number of the refund receipt.
Remind cash payers too
Cash customers forget due dates like anyone else. Makatea sends them a WhatsApp reminder before rent or fees are due.
When they pay in cash, record it in Makatea and the balance updates. Try it free for 14 days with no card.
Free on Makatea: proforma invoice template · rent receipt template · free receipt template · free invoice generator
Frequently asked questions
What is a cash receipt?
It is written proof that a cash payment was received. It names the payer, the amount and the purpose.
Does a cash receipt need a signature?
Yes. Cash leaves no other trace, so the signature of the receiver carries the weight.
Can a digital receipt replace a receipt book?
Yes. The numbered PDF does the job of the carbon stub. Keep the files in one folder per month.
Is this a tax invoice?
No. It is a proof of cash payment. Tax invoices come from the system your tax authority sets.
Should I write the change I gave back?
Yes. Write the cash tendered and the change in the description.
Can I print it on a small printer?
Yes. Print it from the page or download the PDF and print it later.
Your recurring collections on autopilot
Makatea sends the reminders over WhatsApp and email, records every payment and tells you who to follow up with first.
14 days free · No card
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