Sending a payment receipt

Your client pays, and a week later their bookkeeper asks for a receipt. Instead of re-sending the invoice and hoping that counts, Sammy can email a proper payment receipt — a branded PDF that says who was paid, how much, when, and what for. It's exactly what a bookkeeper wants on file, and it takes about ten seconds to send.

Receipts are available on any invoice marked as Paid — including deposit and progress invoices, since each one is its own invoice.

Marking an invoice as paid#

When the money lands, open the invoice, tap Actions (on a computer it's in the bottom-right corner), then Mark as paid. Sammy now asks two quick questions:

1. Payment date — when the payment arrived (today is pre-filled)
2. Payment method — bank transfer, cash, card, cheque or other (optional)

Recording these at the time means the receipt — and the PAID stamp on the invoice PDF — show the real payment date, not a guess made weeks later.

Want to send the receipt straight away? Flip on Email a receipt in the same screen and the receipt email opens as soon as you confirm — ready for you to check and send.

Sending the receipt#

You can send a receipt whenever you like — right as you mark the invoice paid (with the toggle above), or any time later:

1. Open the paid invoice and tap Actions (on a computer it's in the bottom-right corner). The main action is now Send receipt
2. Check the payment details. The payment date and method are shown and you can correct them here — whatever you set is saved back to the invoice
3. The email is pre-written for you: "Thank you for your payment of $X received on {date}…" — edit it however you like
4. Tap Preview to see the receipt PDF first, or Send Receipt to email it

Your client receives an email from your business with Receipt-INV-XXXX.pdf attached. Replies come straight back to you, and the send shows up in the invoice's Messages tab like any other email.

What's on the receipt#

The receipt is a single page titled PAYMENT RECEIPT, showing:

• Your business name, logo, ABN and licence number
• Who the payment was received from
• The payment date and method
• Which invoice it pays, with the job description and site address
• The invoice total, the GST included, the amount received and the balance remaining ($0.00)
• "Received with thanks."

It's deliberately not another tax invoice — your client already has that. The receipt references the invoice by number, which is exactly what a bookkeeper filing for GST credits needs. On GST-exempt invoices, the GST line is left off.

Good to know#

• Send it as many times as you need. Lost email, second bookkeeper, end-of-year tidy-up — just tap Send Receipt again
• Older paid invoices work too. If you marked an invoice paid before Sammy recorded payment dates, the receipt screen simply asks you for the date when you send
• Invoices paid through Xero show Send Receipt as well — once the payment syncs and the invoice flips to Paid, you're good to go
• A failed send never touches the invoice. If the email can't go out, the invoice stays marked Paid and you can retry from the Messages tab
• Receipts cover the full invoice amount. Part-payment receipts aren't available yet