Sports court booking receipt template
Sports court booking receipt template: weekly slots in a block, floodlights and equipment hire apart, the sessions paid so far and the cancellation rule.
Templates by industry
- Five-a-side pitch, 8 weekly one-hour slots
- Floodlights, per booked hour
- Bibs and match balls hire
Preparation guide
Example workflow
Match the payment to the invoice
Example: check the payment for "Five-a-side pitch, 8 weekly one-hour slots" against the invoice it settles: the invoice number, the amount received and any balance still owed.
Record the payment
Enter the payment date, the payment method and the amount received, and check each line this payment covers, down to "Bibs and match balls hire".
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.
Courts and pitches are rented by the slot, and teams usually book a block of weeks and pay for it in parts. The front desk then needs the receipt to answer one question at the gate: is this evening already paid for? Block, floodlights and equipment hire stand on separate lines; the notes list the paid and unpaid dates, the cancellation rule and the contact who made the booking.
Fields to prepare
- Deliverables and line items
- Five-a-side pitch, 8 weekly one-hour slots, Floodlights, per booked hour, Bibs and match balls hire: the lines this payment covers, as they appear on the invoice it settles.
- Five-a-side pitch, 8 weekly one-hour slots
- Give the court or pitch name, the weekday, the hour and the number of sessions; a block booking is checked slot by slot at the gate.
- Floodlights, per booked hour
- Charge floodlights only for hours after dusk and say so; a team that plays in daylight in summer should not pay for them.
- Bibs and match balls hire
- Count the sets of bibs and balls hired and note whether they go back to the desk after each match.
- 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
- Name the court or pitch, the weekday, the hour and the number of sessions, show floodlights and equipment hire apart from the hire itself, and state the cancellation and rained-off rule.
Before sending
- Does “Five-a-side pitch, 8 weekly one-hour slots” match the line on the invoice this payment settles?
- Has the money for “Floodlights, per booked hour” actually arrived, in full or in part?
- Is “Bibs and match balls hire” shown at the amount received, with any balance still owed noted?
Show 3 more
- 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.
Worked example: a five-a-side team’s eight-week block
The figures are an example, in dollars. A team books the same evening hour on one pitch for eight weeks, with floodlights each time and one hire of bibs and balls. It has paid for the first five sessions and the hire so far.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Five-a-side pitch, 8 weekly one-hour slots | 8 × $40.00 | $320.00 |
| Floodlights, per booked hour | 8 × $5.00 | $40.00 |
| Bibs and match balls hire | 1 × $15.00 | $15.00 |
| Invoice total | $375.00 | |
| Received | $240.00 | |
| Still owed | $135.00 | |
The three lines add up to $375.00. This receipt records $240.00 received, so $135.00 remains for the last three sessions, each with its floodlight charge. The paid dates are listed in the notes.
Common mistakes on a court booking receipt
- Writing the block as one lump sum, so nobody can tell which sessions have been used.
- Charging floodlights for hours played in daylight.
- Leaving out the cancellation and rained-off rule until the first wet evening.
- Not naming the court, when a venue has several pitches that look alike.
- Mixing a returnable key deposit into the hire total.
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
How do I show which sessions of a block are already paid?
List the dates of the paid sessions in the notes, and the dates still to pay. The receipt then works as a checklist for the front desk, and the team sees how far the block has come.
What happens to a paid session that is rained off?
Write your rule on the receipt: moved to another date, carried into the next block or refunded. Say who decides that the pitch is unplayable and by what time, so the team knows before travelling.
Can the receipt carry the deposit for a key or floodlight card?
Yes, as a returnable line of its own, with the amount and the condition for getting it back. Keep it out of the hire total, so the hire figures stay comparable from one receipt to the next.
Whose name goes on the receipt, the team’s or the person who paid?
Write the name the booking is held under, usually the team or club, and the contact who paid. If a school or an employer reimburses the fee, they will look for the club name rather than a person’s.
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.
Read next
Reading for the Sports court booking receipt template: What a receipt must show (and receipt vs invoice) and Unpaid invoice: follow-ups, part payments and statements. To add tax or check a total, use the VAT and GST calculator.