How to Create a Sales Receipt in QuickBooks

Written by admin on April 29, 2013

QuickBooks sales receipts may seem overwhelming to the uninitiated, but they’re really not difficult to create. QuickBooks can help you run your business faster and easier and it is important to understand the functionality of all of its features to fully put the power of the software to work for you. It’s not hard to make sales receipts for clients and customers when they pay for a service or product.

A sales receipt looks a lot like a QuickBooks invoice, but indicates that the invoice or bill has been paid. Use an invoice when you have a receivable and an open balance that needs to be paid. Use a sales receipt when you receive payment at the time of the sale.

As mentioned, it’s really easy to create a sales receipt in QuickBooks. Here’s how:

  1. Launch the QuickBooks program and click on “New Sales Receipt” in the main toolbar.


  1. Fill in the field named “Enter Item(s).” How you fill it in will depend on how you track your services or products: by name, barcode number, or UPC.


  1. If the customer bought more than one of the same item, use the “+” and “-“ buttons to change the quantity value.


  1. Input the customer’s information in the proper field. This may also depend on how you track, but can include the name, company name, phone number, and address.


  1. If you offered a discount, be sure to input that in the field marked “Disc %.”


  1. Click the button “Take Payment,” which will then take you to the receipt payment screen in the program. This is where you will enter the credit card number or check number if applicable. You will also indicate here that the client has paid.


  1. Click “Save & Print.” This will save the sale in the program and create and print your sales receipt in QuickBooks.

There are a few factors to consider when using sales receipts in QuickBooks; generally you shouldn’t use sales receipts if you want or need to track each customer’s sales history. Also, if you don’t always receive payment at time of sale from certain customers, you should use invoices instead.

If you need additional help, or have questions regarding the correct use of any aspect of QuickBooks software, click the “Find a Trainer” tab above for information on a skill QuickBooks expert in your area!