Payment Receipts

Generate and send professional payment receipts to your customers.

Understanding Payment Receipts

A payment receipt confirms that a customer has paid for your services. Receipts differ from invoices:

Document	Purpose
Invoice	Request for payment (before money is received)
Receipt	Confirmation of payment (after money is received)

Automatic Receipts for Online Payments

When customers pay online via Stripe, PayPal, or Square, receipts are generated automatically:

1. Customer completes payment
2. Payment processes successfully
3. Receipt generates automatically
4. Customer receives receipt via email
5. Receipt available in customer portal

What's Included in Automatic Receipts

Element	Description
Receipt number	Unique identifier
Payment date	When payment was processed
Amount paid	Total payment amount
Payment method	Card type, PayPal, bank transfer, etc.
Invoice reference	Link to original invoice
Your business info	Name, address, contact
Customer info	Name and billing details

Sending Receipts for Manual Payments

For cash, check, or other offline payments, send receipts manually:

Sending a Receipt

1. Open the invoice
2. Navigate to Payments section
3. Find the recorded payment
4. Click Send Receipt
5. Verify customer email
6. Click Send

Adding a Note to Receipts

Personalize receipt emails:

1. When sending, look for Add Message
2. Type your note (e.g., "Thank you for your business!")
3. Note appears in receipt email

Viewing and Downloading Receipts

Finding Receipts

From an Invoice:

1. Open the paid invoice
2. Go to Payments tab
3. Click on a payment
4. View or download receipt

From Payment History:

1. Go to Reports > Payments
2. Find the payment
3. Click to view receipt

Downloading PDF Receipts

1. View the receipt
2. Click Download or PDF
3. Save to your device

Use PDF receipts for:

• Physical records
• Sending via text message
• Attaching to other documents
• Customer file keeping

Customer Access to Receipts

Customers can access their receipts in several ways:

Email Receipts

• Sent automatically for online payments
• Can be resent for manual payments
• Contains payment details and PDF attachment

Customer Portal

If you have the customer portal enabled:

1. Customer logs into their portal
2. Views invoice history
3. Sees payment status and receipts
4. Downloads receipts anytime

Receipt Customization

Branding

Receipts automatically include your branding:

• Business logo
• Business name and address
• Contact information
• Brand colors (if configured)

Receipt Settings

Configure receipt behavior in Settings > Invoice Settings:

Setting	Description
Auto-send receipts	Send automatically for online payments
Receipt email template	Customize the email message
Include PDF attachment	Attach PDF to receipt emails

Receipts for Partial Payments

When customers make partial payments:

• Receipt shows amount of this payment
• References the original invoice
• Shows remaining balance
• Each partial payment gets its own receipt

Example:

Receipt	Payment	Invoice Balance
Receipt #001	$500.00	$1,000.00 remaining
Receipt #002	$500.00	$500.00 remaining
Receipt #003	$500.00	$0.00 (Paid in full)

Receipts for Milestone Payments

For invoices with payment schedules:

• Each milestone payment generates a receipt
• Receipt shows which milestone was paid
• Running balance displays on receipt
• Final receipt shows project paid in full

Resending Receipts

If a customer needs another copy:

1. Find the original payment
2. Click Resend Receipt
3. Verify email address
4. Send

Reasons customers request resends:

• Email went to spam
• Need for expense reporting
• Lost the original
• Tax documentation

Receipt Numbers

Receipts are numbered automatically:

• Unique to each payment
• Sequential for easy tracking
• Different from invoice numbers

Note: Receipt numbers are separate from invoice numbers. Invoice #1001 might have Receipt #R-2001 for its payment.

Using Receipts for Tax Purposes

Receipts help with tax documentation:

For You

• Proof of income received
• Record of payment dates
• Payment method tracking
• Export for accountant

For Customers

• Proof of business expense
• Documentation for deductions
• Record of payments made
• Audit trail

Exporting Receipt Data

Export receipt information for accounting:

1. Go to Reports > Payments
2. Set date range
3. Select filters (customer, method, etc.)
4. Click Export
5. Choose CSV or PDF format

Exported data includes:

• Receipt numbers
• Payment dates
• Amounts
• Payment methods
• Invoice references
• Customer information

Best Practices

1. Send promptly - Issue receipts immediately after payment
2. Keep records - Maintain receipt copies for your records
3. Be consistent - Use the same process for all payments
4. Include details - Ensure payment method and reference are recorded
5. Verify email - Confirm customer email is correct before sending

Troubleshooting

Customer Didn't Receive Receipt

1. Check spam/junk folder
2. Verify email address in customer profile
3. Resend the receipt
4. Try alternate email if needed

Receipt Shows Wrong Amount

• Verify the payment was recorded correctly
• Edit the payment if needed
• Void and re-record if necessary
• Resend corrected receipt

Missing Receipt for Online Payment

1. Confirm payment completed in processor dashboard
2. Check invoice status in WorkSnap
3. Allow a few minutes for sync
4. Generate receipt manually if needed

Customer Needs Receipt for Old Payment

1. Go to Reports > Payments
2. Filter by date range and customer
3. Find the payment
4. Download or resend receipt

---

Previous: Tracking Payments Next: Creating and Managing Jobs