Final payment receipt template
Final payment receipt template: close a job with the balance after the deposit, approved changes and delivery, and a clear line that the order is paid in full.
Templates by industry
- Final balance on order Q-2207, after the deposit
- Approved change: solid brass handles
- Delivery and fitting on site
Preparation guide
Example workflow
Match the payment to the invoice
Example: check the payment for "Final balance on order Q-2207, after the deposit" 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 "Delivery and fitting on site".
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.
The final payment receipt is the last paper of a job paid in stages: the deposit came first, perhaps an interim payment, and now the balance. Clients keep it as proof that nothing more is owed, and you keep it to close the order in your books. This template puts the remaining balance, any changes the client approved along the way and the delivery on separate lines, with room to list the earlier receipts it completes.
Fields to prepare
- Deliverables and line items
- Final balance on order Q-2207, after the deposit, Approved change: solid brass handles, Delivery and fitting on site: the lines this payment covers, as they appear on the invoice it settles.
- Final balance on order Q-2207, after the deposit
- Write the order total and the deposit in the notes, so the client can see how the balance on this line was reached.
- Approved change: solid brass handles
- Bill only changes the client signed off, and quote the date or message in which they approved the brass handles.
- Delivery and fitting on site
- If delivery was quoted separately, keep it on its own line so it matches the original quotation.
- 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
- List the deposit and every earlier payment by receipt number, state that the order is paid in full, and note when any warranty or aftercare period begins.
Before sending
- Does “Final balance on order Q-2207, after the deposit” match the line on the invoice this payment settles?
- Has the money for “Approved change: solid brass handles” actually arrived, in full or in part?
- Is “Delivery and fitting on site” 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: closing a fitted-wardrobe order
The figures are an example, in dollars. A workshop agreed to build a fitted wardrobe for $4,600 and took a $2,000 deposit. During the job the client asked for brass handles, and the quotation priced delivery and fitting separately.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Final balance on order Q-2207, after the deposit | 1 × $2,600.00 | $2,600.00 |
| Approved change: solid brass handles | 1 × $340.00 | $340.00 |
| Delivery and fitting on site | 1 × $180.00 | $180.00 |
| Invoice total | $3,120.00 | |
| Received | $3,120.00 | |
| Still owed | $0.00 | |
The client pays $3,120.00: the balance of $2,600, the handles and the fitting. With the deposit receipt quoted in the notes, the two receipts together show the order is paid in full.
Common mistakes on a final payment receipt
- Marking the order paid in full while a disputed item is still open.
- Repeating the deposit as a line, so the receipts add up to more than the order.
- Billing changes that were discussed but never approved.
- Issuing the closing receipt before a cheque or transfer has cleared.
- Forgetting to say when the warranty or aftercare period starts.
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
Should the final receipt say “paid in full”?
Yes, once the money has cleared. A short line such as “order Q-2207 paid in full, no balance outstanding” is what the client will look for later.
What if a small item is still in dispute?
Then the order is not paid in full. Receipt what was paid, name the disputed item in the notes and issue the closing receipt only when it is settled.
Do I list the deposit on the final receipt?
Not as a line, because it was received earlier. Give its receipt number and amount in the notes, with any interim payment, so the receipts add up to the order total.
A client paid the balance by cheque. When do I issue the receipt?
Once the cheque has cleared, or mark the receipt as subject to clearance. Otherwise you may hand over the goods against a payment that later fails.
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.
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.
Read next
Reading for the Final payment 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.