Booking deposit receipt template

Deposit receipt for venues, caterers and event services: the date reserved, the deposit paid, the balance still to pay and what a cancellation costs.

Templates by industry

  • Event date reservation
  • Catering package deposit
  • Menu tasting

Preparation guide

A receipt confirms money you have received. It names the payment, the invoice it settles and anything still owed, so the customer can close that invoice in their books.

Deliverables and line items
Event date reservation, Catering package deposit, Menu tasting: the lines this payment covers, as they appear on the invoice it settles.
Payment details
Record the payment date, the method (bank transfer, card or cash) and the amount received, exactly as it arrived.
Invoice reference
Quote the number of the invoice this payment settles; for a part payment, note the balance still owed.
Scope to agree
State the event date the deposit holds, how much of the total it covers, when the balance is paid and what happens to it if the booking is cancelled.
  • Confirm the money has actually arrived before you issue the receipt.
  • Check that the amount received matches the invoice, and note any difference as a balance or an overpayment.
  • Quote the invoice number it settles, and keep receipt numbers in a sequence of their own.

  1. Match the payment to the invoice

    Example: check the payment for "Event date reservation" against the invoice it settles: the invoice number, the amount received and any balance still owed.

  2. Record the payment

    Enter the payment date, the payment method and the amount received, and check each line this payment covers, down to "Menu tasting".

  3. Send the receipt

    Send the receipt to the customer and mark the invoice as paid; if a balance remains, keep the invoice open for it.

What the document must show

These details make a receipt easier to approve and to file.

  • Your business name and address, and your tax number if you are registered
  • Receipt number and issue date (the date the payment arrived)
  • Who paid
  • How they paid: bank transfer, card or cash
  • What the payment is for, and the number of the invoice it settles
  • The amount received, with any tax it includes shown separately
  • For a part payment, the balance still owed

The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.

Official rate reference: US government: state and local taxes

Frequently asked questions

Booking deposit receipt template: what should it include?
Start with the line items this template already carries — Event date reservation, Catering package deposit, Menu tasting — and replace them with what you actually supplied. Then check the required details above, especially the document number and the separated tax amount.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
Is a receipt the same as an invoice?
No. An invoice asks for payment; a receipt confirms a payment you have received. Issue it after the money arrives, quote the invoice number it settles, and show any balance still owed.
Is this template free?
Yes. Editing and PDF export are free with an account; there is no payment step and no watermark on the document.
Can I download it as Excel, Word or PDF?
Yes. The spreadsheet and the Word file download straight from this page, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total. For PDF, open the template and use Print / PDF.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.