Farm produce receipt template
Farm produce receipt template for farm shops and pick-your-own: weight and price per kilo, eggs and honey by the unit, and jar deposits shown on their own line.
Templates by industry
- Apples, pick-your-own, per kg
- Free-range eggs, tray of 30
- Raw honey, 500 g jar
- Jar deposit, refunded when returned
Preparation guide
Example workflow
Match the payment to the invoice
Example: check the payment for "Apples, pick-your-own, per kg" 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 "Jar deposit, refunded when returned".
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.
A farm gate sale mixes things sold by weight, by the piece and by the box, and often a deposit on a jar or a crate that comes back next week. Customers who buy for a café, a school kitchen or a weekend of preserving want a receipt that shows the weight and the price per kilo. This template puts weighed fruit, counted eggs and jars on separate lines and keeps the deposit apart, so a returned jar is easy to refund.
Fields to prepare
- Deliverables and line items
- Apples, pick-your-own, per kg, Free-range eggs, tray of 30, Raw honey, 500 g jar, Jar deposit, refunded when returned: the lines this payment covers, as they appear on the invoice it settles.
- Apples, pick-your-own, per kg
- Write the weight to one decimal as the scale shows it, and the price per kilo, not a rounded lump sum.
- Free-range eggs, tray of 30
- Count eggs by the tray or half-dozen you sell; mention the grade only if your eggs are graded.
- Raw honey, 500 g jar
- Give the jar size and the honey’s source or season if you label it; buyers come back for the same jar.
- Jar deposit, refunded when returned
- Show the deposit as a separate charge so the refund on return is the same amount, with no arithmetic at the gate.
- 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
- Weigh produce on a scale the customer can see, write the weight and the price per kilo, and keep returnable deposits on a line of their own.
Before sending
- Does “Apples, pick-your-own, per kg” match the line on the invoice this payment settles?
- Has the money for “Free-range eggs, tray of 30” actually arrived, in full or in part?
- Is “Raw honey, 500 g jar” shown at the amount received, with any balance still owed noted?
Show 4 more
- Does “Jar deposit, refunded when returned” match the line on the invoice this payment settles?
- 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 with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Apples, pick-your-own, per kg | 6.5 × $3.00 | $19.50 |
| Free-range eggs, tray of 30 | 1 × $11.00 | $11.00 |
| Raw honey, 500 g jar | 2 × $9.00 | $18.00 |
| Jar deposit, refunded when returned | 2 × $1.00 | $2.00 |
| Subtotal | $50.50 | |
| Sales tax (8%) | $4.04 | |
| Total | $54.54 | |
Amount received $54.54, of which sales tax $4.04.
What the document must show
The details a receipt has to show, and why each one matters, are set out in the guide below.
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
Full requirements: What a receipt must show (and receipt vs invoice)
Frequently asked questions
How do I write produce sold by the box at a fixed price?
As one box at the box price, with the approximate weight in the description. Customers compare boxes by weight, so the figure avoids arguments without turning the line into a weighed sale.
Do eggs and honey need different tax treatment from fruit?
In some countries foods fall under different rates or exemptions, and farmers may have rules of their own. Check how yours treats each product and set the rate per line rather than one rate for the whole receipt.
How is the sales tax worked out on this receipt?
The worked example above uses an example rate of 8%: $4.04 on a net amount of $50.50, for a total of $54.54. The editor recalculates all three when you change a quantity, a price or the country.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Farm produce receipt template: What a receipt must show (and receipt vs invoice) and Quote, proforma, invoice, receipt, credit note: which to use. To add tax or check a total, use the VAT and GST calculator.