About Receipt Generator
Generate professional receipts with itemized charges, tax, and payment details. Give clients a clean proof of payment. Free PDF download, no account required.
How to use
- Enter your business name, address, phone number, and receipt number. Use sequential numbering (001, 002, 003 or R-2025-001) for easy tracking and CRA compliance. Including your business number (BN) and HST/GST registration number is required if you are a registrant.
- Add itemized charges with clear descriptions and individual amounts. Break down the transaction into specific items rather than a single lump sum. This helps both you and the customer track purchases, and it is required for the customer to claim specific items as business expenses or ITCs.
- Set the applicable tax rate for your location: 13% HST in Ontario, 15% HST in the Maritimes, 5% GST in Alberta, or GST + PST combinations in BC, SK, and MB. Select the customer's payment method (cash, debit, credit card, e-transfer) and the date of the transaction.
- Review the completed receipt showing itemized charges, subtotal, tax breakdown (GST and PST shown separately where applicable), grand total, and payment information. Verify all amounts are correct before downloading.
- Download as a professional PDF to print or email to the customer. For tax purposes, both you and the customer should keep copies. The CRA requires businesses to keep copies of all receipts issued for at least 6 years.
- Use the receipt generator for point-of-sale transactions, service completions, partial payments, and deposits. Each receipt serves as proof of payment and may be needed by the customer for warranty claims, returns, expense reporting, or tax deductions.
Frequently asked questions
What should a business receipt include?
A proper business receipt should include: your business name and contact information, date of the transaction, unique receipt number, itemized list of goods or services with individual prices, subtotal before tax, applicable tax amounts (GST and PST/HST shown separately), grand total including tax, payment method used, and your GST/HST registration number if applicable. For receipts over $150, the CRA requires the buyer's name as well. Including all these elements ensures the receipt is valid for the customer's tax deductions and your own bookkeeping records.
Do I need to include HST/GST on receipts?
If you are registered for GST/HST, you must show the tax charged on every receipt. For amounts under $100, you can show the total with a statement that it includes GST/HST. For amounts between $100 and $150, you must show the GST/HST amount separately. For amounts over $150, you must show the tax amount, your business name, GST/HST registration number, and the buyer's name. Use our
Sales Tax Calculator to confirm the exact HST/GST rate for your province before issuing receipts. Even if you are not registered (small supplier under $30,000 revenue), you should not charge GST/HST but should clearly show that the amount is tax-free.
What is the difference between a receipt and an invoice?
An
Invoice is a request for payment sent before money changes hands — it says 'you owe this amount.' A receipt is proof that payment has been received — it says 'this amount was paid.' Invoices are issued when billing clients for work completed or goods delivered. Receipts are issued at the point of sale or when payment is collected. Some businesses issue both: an invoice when work is completed, then a receipt when the invoice is paid. For cash businesses (retail, restaurants), the receipt is typically the only transaction document.
How long should I keep receipts for tax purposes?
The CRA requires all business records, including receipts issued and received, to be kept for a minimum of 6 years from the end of the tax year they relate to. If you file a notice of objection or appeal, keep records until the matter is fully resolved plus the standard 6-year period. Digital copies are acceptable — scans and photos of receipts have the same legal standing as originals as long as they are legible and complete. Organize receipts by year and category for easy retrieval during audits. Thermal paper receipts fade over time, so scan or photograph them promptly.
Can I issue receipts for cash payments?
Yes, and you should. Cash transactions should always be documented with a receipt for both your records and the customer's. The receipt provides proof of the transaction amount, prevents disputes about what was paid, and creates the paper trail the CRA expects for cash-intensive businesses. For businesses with significant cash revenue (restaurants, retail, trades), the CRA pays particular attention to cash transaction documentation during audits. Missing receipts for cash sales can lead to estimated assessments where the CRA imputes higher revenue based on industry averages.
What is the difference between a receipt and a tax invoice?
In Canadian GST/HST terminology, a tax invoice (technically called a 'supporting documentation') includes the supplier's GST/HST registration number and shows the tax charged, enabling the recipient to claim Input Tax Credits. A basic receipt may not include the registration number, which means the customer cannot claim ITCs on the purchase. For B2B transactions, always include your GST/HST number on receipts so your business customers can claim their ITCs. For B2C (consumer) transactions, the registration number is still required by the CRA but is less critical for the customer.
Is this receipt generator free?
Yes, completely free with no limits. Generate as many receipts as you need with no account required, no watermarks, and no feature restrictions. Each receipt downloads as a professional PDF suitable for printing, emailing, or attaching to digital records. All data is processed locally in your browser and is never stored on any server. The generator is designed for small businesses, freelancers, and sole proprietors who need to issue professional receipts without investing in point-of-sale software.
Part of ToolFluency’s library of free online tools for Business. No account needed, no data leaves your device.