Making your own receipts can be a useful skill for a variety of reasons. Perhaps you operate a small business and want to save money on receipt books. Or maybe you just want to keep better records of your personal expenses. Whatever the reason, creating custom receipts is easier than you might think.
In the opening paragraphs, I’ll quickly answer some common questions about making DIY receipts. Then we’ll go over the step-by-step process, including what you need and how to format and customize receipts to suit your needs. I’ll also provide some tips for actually putting your homemade receipts to practical use.
Quick answers:
What do I need to make a receipt?
The basic supplies needed are paper, a printer, and a spreadsheet program or word processing software. Purchasing pre-perforated receipt paper can make things easier but isn’t required.
Does it require any special skills?
Making basic receipts only requires general computer and software skills. Some HTML and coding knowledge helps for customizing receipts more extensively.
How much does it cost?
If you already have computer and printer access, the only costs are paper and ink. Buying specialty items like receipt paper, template software, or graphics adds more expense.
Is this legal for tax purposes?
Homemade receipts are technically legal for documentation, but pre-printed and monotonically numbered receipt books are more official if you plan to deduct expenses.
How long does it take?
With some preparation like setting up templates, actually making receipts takes only a minute or two per receipt.
Step-by-Step Guide
Ready to start making your own receipts? Follow these steps:
1. Gather Supplies
You’ll need the following basic supplies:
– Paper for printing
– Printer and ink
– Text editing software like Microsoft Word or spreadsheet software like Excel
Optional but handy supplies include:
– Pre-perforated receipt paper
– Receipt template software
– Business name and logo graphics
– Database and automation software
Of course, you’ll also need a computer or device and an internet connection.
2. Set Up Templates
Templates save time and ensure consistency when making multiple receipts. Here are two options for setting up receipt templates:
Microsoft Word:
1. Open a new Word document.
2. Adjust the page margins to fit the dimensions of your receipt paper.
3. Add any desired headers, logos or titles.
4. Create tables to contain receipt fields like item, amount, totals, etc.
5. Add any necessary formulas for calculating totals or taxes.
6. Format the text, table styles and layout as desired.
7. Save the document as a Word template (.dotx) for easy reuse.
Excel:
1. Insert a new sheet and adjust column widths to fit receipt width.
2. Enter headers and titles. Merge cells as needed.
3. Add columns for receipt fields.
4. Use formulas like SUM to calculate totals.
5. Adjust formatting and styles as desired.
6. Save the Excel sheet as a template (.xltx) for reuse.
You can create different templates for separate receipt types or purposes. Having templates ready to go will make actually generating receipts much quicker.
3. Make the Receipt
With your template ready, it’s time to start creating receipts:
1. Open your Word or Excel receipt template.
2. Fill in the unique details like date, customer name, amounts, item descriptions, totals, etc.
3. Add any other key details like vendor address, contact info, tax ID, etc.
4. Double check that formulas and calculations are correct.
5. Print on regular paper or proper receipt paper.
6. Save each receipt with a unique file name for records.
Streamline things further by keeping receipt details in standardized databases or forms that integrate with your templates. This makes it easy to quickly generate batch receipts by merging data.
4. Customize and Enhance
Once you have basic receipts down, consider enhancing them with the following:
– Unique sequential receipt ID number
– Barcodes or QR codes
– Watermarks and security features
– Company branding colors, fonts, and logos
– Signature/initial lines
– Automated fields for dates and receipt numbers
– Multiple receipt copies (merchant, customer, accounting)
Advanced customizations can include:
– Embedding metadata like JSON-LD
– Adding machine-readable OCR fonts
– Integrating live data from POS systems
– Automating batch receipt output
However, keep receipt data legally compliant and avoid over-customizing. Simple, straightforward receipts are usually best.
Receipt Formatting Tips
Use these tips for formatting your homemade receipts:
Include essential info: Date, vendor name and address, receipt ID#, purchaser name, item descriptions, quantities, totals
Make it legible: Use simple, large fonts. Avoid cramming too much text. Leave white space.
Be accurate: Double check your math. Make sure formulas calculate everything correctly.
Consider your printer: Align elements and adjust margins to fit your printer’s capabilities.
Go receipt-sized: Scale your document or sheet to common receipt dimensions. Receipt paper is usually 3-4 inches wide.
Pick useful paper: Use paper that fits your printer and works well for receipts. Pre-perforated receipt paper makes things easiest.
Add security: Official receipt books have numbered duplicates for security. Consider including duplicates or watermarking homemade receipts.
Stay legal: Adhere to any tax documentation or accounting requirements. Consult an accountant if needed.
Using Your Homemade Receipts
So you’ve made your own receipts – now what? Here are some of the practical ways you can use DIY receipts:
For personal finances: Use homemade receipts to keep track of your purchases and expenses. Organize and file them away for taxes and records.
For household management: Give family members or housemates customized receipts listing chores, allowances, shared bills or other household transactions.
For small business: Own a small retail shop, service business, or sole proprietorship? Professional customized receipts can make your business seem larger and more established.
For artists and craftspeople: Creators selling handmade goods at fairs, markets, or online can make customized receipts with their logo and brand styling.
For taxes and accounting: The IRS requires receipts for claimed tax deductions. DIY receipts work but official pre-printed receipts are ideal.
For rebates and returns: Stores often require a receipt for returns, exchanges, or rebates. Use your homemade receipts as needed.
For recordkeeping and budgeting: Well-organized receipts help you actively track where your money goes. Analyze spending patterns and categories.
For 529 plans: Contributions to college savings 529 plans can be receipted for documentation. Homemade receipts are technically valid for this purpose.
For donations: Custom charity receipts can be made as documentation and acknowledgement for any monetary or noncash donations.
Limitations to Consider
Before relying on homemade receipts, note these potential limitations:
Not as official: They may seem less official than pre-printed duplicate receipt books to some vendors or the IRS.
More error prone: Without automation, each receipt must be carefully entered – leaving more room for mistakes.
Individual formatting: Each receipt must be laid out individually, unlike mass printed books. Effort must be taken to ensure uniformity.
Security risks: They are easier to forge or alter than professional receipts from receipt books with duplicates and sequential numbering.
Software problems: Template formatting could get messed up if software is changed or updated. Backups are essential.
Recordkeeping challenges: Keeping homemade receipts organized takes more effort than bound duplicate receipt books.
Required detail: Homemade receipts may not include all of the detailed information some business accounting requires.
If these limitations are an issue for your needs, investing in official pre-printed receipt books may be worthwhile. But for many personal or basic business uses, DIY receipts are a perfectly economical and practical option.
Receipt Template Gallery
Here are some example receipt templates to illustrate different formatting options:
Basic Receipt Template
Acme, Inc. | 123 Main St. | Anytown, USA 12345 |
RECEIPT | ||
Date: [Month Day, Year] | ||
Receipt #: [Number] | ||
Received from: [Name] | ||
[Item description] [$$] | [Item description] [$$] | |
Total: [$$] |
Itemized Receipt Template
YourCompany | |
123 Main Street | Anytown, State 12345 |
RECEIPT | |
Date: [Month Day, Year] | Receipt #: [Number] |
Received from: [Name] | |
Item | Amount |
[Item name] | [$$] |
[Item name] | [$$] |
Total: [$$] |
Restaurant Receipt Template
Your Restaurant | ||
123 Main Street Anytown, State | ||
Server: [Name] | Table: [Number] | Date: [Month Day, Year] |
————————————— | ||
Item | Price | |
[Item name] | [$$] | |
[Item name] | [$$] | |
————————————— | ||
Total: | [$$] |
Taxi Receipt Template
Your Taxi |
123 Main Street, Anytown, State 12345 |
Unit #: [Number] Driver: [Name] |
Date: [Month Day, Year] Time: [Hours:Minutes AM/PM] |
Pickup location: [Address] |
Dropoff location: [Address] |
Mileage: [Number] Miles |
Total Fare: [$$] |
Creating Receipts with Software
Using receipt template software can make generating homemade receipts even easier. Here are some popular options:
Microsoft Receipt Templates
Microsoft has free Word and Excel receipt templates available with basic layouts that you can customize. Download them at templates.office.com.
Adobe Receipt Templates
Adobe provides dozens of free professional receipt templates for Acrobat PDF files. Easily customize them in Adobe Reader or Acrobat.
Zoho Invoice
This free receipt-making app lets you create receipts one-by-one or in bulk. It connects with other Zoho apps like accounting and CRM software.
Wave Receipts
Wave Receipts is a free mobile app that uses the phone’s camera to quickly create receipts. It also tracks expenses and mileage.
Excel Receipt Templates
Search sites like Vertex42, Excel Easy, and Spreadsheet123 for a wide variety of free, downloadable Excel receipt templates.
Receipt Bank
With Receipt Bank’s mobile app you can photograph receipts to instantly store them and extract data for expense reports. Integration with accounting software automates filing.
Receipt Simple
Receipt Simple lets you create custom receipts using templates and also offers free receipt OCR and bookkeeping connections.
Alternatives to Making Homemade Receipts
If designing your own receipts from scratch seems too complex, here are some alternative options:
Pre-printed receipt books: Buy carbon-copy duplicate receipt books with sequential numbering from office suppliers or online print shops. More official for taxes and accounting but costs more.
POS system receipts: Many modern cash registers and POS systems can print customizable receipts alongside transactions. Could integrate with accounting software.
Online receipt builders: Sites like Receipt-Builder.com let you quickly create receipts by inputting data into online forms. Provides a unique URL for each receipt.
Mobile receipt apps: Apps like Receipt Bank let you create receipts on the go from your phone. Great for tracking expenses while travelling.
Receipt printer: Dedicated mobile receipt printers like those from Epson easily connect with smartphones to print receipts on the go.
Snapshot receipts: Apps like Expensify create receipts from photographed snapshots of documents. Handy for collecting receipts while shopping.
Email receipts: Many retailers and services now offer e-mailed or texted receipts. Convenient but less official looking when printed out.
For most purposes, nicely formatted homemade receipts or simple receipt templates get the job done with the least cost and hassle. But explore what receipt creation options work best for your personal or business needs.
Conclusion
As this guide has shown, creating your own receipts is a straightforward process that nearly anyone can do at home with common business software, some receipt paper, and a printer.
Start by setting up customized receipt templates in Word or Excel. Then simply fill in the purchaser, item, date, and amount details to quickly produce any receipt you need printed. Hone your template over time and enhance it with your own branding elements, data integrations, security features, and automation tools.
While homemade receipts may not be the right solution for every situation, they can serve a variety of personal and small business uses. Managing household finances and expenses, documenting donations, running a small retail operation, and keeping track of craft show sales are just a few examples.
Just be sure to design clear, legible receipts that include all essential details and data. Test your templates thoroughly to avoid formatting issues down the road. And consult an accountant or tax advisor if using receipts for deductible business expenses or charitable contributions.
With a bit of practice and creativity, generating your own receipts can be an easy and rewarding DIY office project. So don’t hesitate to give it a try and print out receipts tailored exactly for your needs! Let me know if you have any other questions.