Free Receipt Generator

Receipts vs invoices - and what the ATO requires

A receipt is proof that payment has been received. An invoice is a request for payment. They look similar, but serve different purposes in your records. When you pay a supplier, their invoice becomes a bill in your system; when they confirm receipt of your payment, the receipt closes that transaction. For GST purposes, it is the tax invoice - not the receipt - that your customer needs to claim input tax credits.

Under Australian Consumer Law, businesses must provide a receipt or proof of purchase for any transaction over $75. For transactions under $75, customers can still request one and you must provide it within 7 days. The ATO's record-keeping rules go further: all receipts related to business income or deductions must be retained for five years. Digital copies are acceptable provided they are a true and clear reproduction of the original document.

For GST claims, an employee expense receipt must show the supplier's name and ABN, the date, a description of the goods or services, the GST amount (or a statement that the price includes GST), and the total amount paid. A receipt that doesn't show the ABN or GST component may not be sufficient to claim the input tax credit - a common issue with international purchases or informal cash transactions.

This free receipt generator creates professional, branded receipts for any payment type - cash, EFT, credit card, BPAY, or cheque. Include GST breakdowns where required, add a receipt number for your records, and download as PDF to send to your customer.

Worked example: receipt for a partial cash payment on a trade account

A Darwin auto parts retailer receives a AU$1,650 cash payment from a workshop clearing part of their trade account balance:

The receipt references the two invoices being paid down, so the customer's customer statement will show those invoices as settled and the remaining balance. For cash payments, the receipt is the only proof of the transaction - without it, there is no bank record and disputes become difficult to resolve. The retailer files the receipt in their daily cash reconciliation folder and retains it for five years per ATO requirements.

How to use this receipt generator

1. Enter your business name, ABN, and contact details in the "From" section.
2. Fill in the customer's name, a receipt number, the payment date, and the payment method (cash, EFT, card, etc.).
3. Add line items describing what was paid for, the amounts, and whether GST applies.
4. Download the PDF receipt and send to your customer or file for your records.

Frequently asked questions

Does a receipt need to show GST separately?

If your business is registered for GST and the transaction was taxable, yes - the receipt should either show the GST amount separately or state "total includes GST of $X." Without this, the customer may not be able to use the receipt as evidence for their input tax credit claim. If the supply was GST-free or you are not GST-registered, note that on the receipt to avoid ambiguity.

Can a receipt be used instead of a tax invoice?

For transactions under $82.50 (including GST), a receipt that includes your ABN and shows the GST amount can serve as a simplified tax invoice. For transactions $82.50 or more, a full tax invoice is required for the customer to claim the GST credit. A receipt on its own - even a detailed one - does not substitute for a tax invoice at that threshold.

How long must I keep receipts?

The ATO requires five years of record retention. This applies to both the receipts you issue to customers and the receipts you receive from suppliers. Storing digital copies in a clearly labelled folder structure (by year and supplier) is the simplest approach for most small businesses. Accounting software integrations can also capture and store receipts automatically.