Proof of payment: free template and what it should include
A proof of payment is the paper or PDF that confirms a sum was paid. It serves as evidence for both the payer and the recipient, and it helps you keep your accounts in order.
In this guide you will see which details to include, an example with fictional data, how it differs from an invoice and from a receipt, the common mistakes and how to create it as a PDF from your phone.
Create one for free nowDetails of a good proof of payment
- Date and number of the document.
- Who paid and who received, with their ID numbers.
- Amount paid, in figures and in words.
- Description: what was paid for.
- Payment method: cash, bank transfer or other.
- Signature or stamp of the recipient.
Proof of payment example (fictional data)
- Proof No. 0012 · Date: October 1, 2026
- Received by: Redes y Conexiones del Norte, Tax ID 900.777.888-9
- Paid by: Alejandro Ruiz, ID No. 1.010.222.333
- Description: home internet installation
- Amount: COP 80,000 (eighty thousand Colombian pesos)
- Payment method: bank transfer
- Signature: company representative
Sample wording: “Proof No. 0012. Payment of COP 80,000 for the internet installation service, received on October 1, 2026 by bank transfer.”
Proof of payment, cash receipt and invoice
- Proof of payment: confirms that a payment took place; it works for any type of payment.
- Cash receipt: a proof focused on the money received, widely used for deposits and cash payments (see the cash receipt).
- Invoice: a tax document with its own rules. If you are required to invoice, you must issue the one your country requires.
When it is worth asking for or giving a proof
- For cash payments, which leave no other trace.
- For home services, such as installations or repairs.
- When paying instalments, enrollment fees or monthly fees.
- When a bank transfer does not show what the payment was for.
Common mistakes
- Leaving the description blank.
- Not numbering the documents.
- Losing the copy of the proof.
- Accepting a screenshot that does not show who paid and why.
- Not keeping the proofs organized by month.
How to create one for free in 3 steps
- Open the free generator and choose “Cash Receipt”.
- Enter the payer's and the recipient's details, the amount and the description.
- Review the preview and download the PDF.
The generator runs in your browser: what you type is not sent to any server.
Open the generatorFrequently asked questions
What is the difference between a proof of payment and an invoice?
A proof of payment confirms that a payment took place. An invoice is a tax document with its own rules. If you are required to invoice, you must issue the invoice your country requires.
How do I create one for free?
Open the generator, choose cash receipt, write the description and download the PDF. You do not need to sign up.
How long should I keep proofs of payment?
It depends on your country's rules and your situation. As a practical rule, keep them for as long as they may help clarify a payment, and ask an accountant which period applies in your case.
Does a screenshot of a transfer work as proof?
It is good evidence, but it sometimes does not show what the payment was for. Complete it with a proof of your own stating what was paid and to whom.
Is my data stored on any server?
No. The generator runs in your browser: what you type and the PDF are processed on your device and are not sent to any server.
You might also need
Fee statementCash receiptSales receiptRent receiptFee statement for servicesSalary payment receiptAdvance payment receipt
General information for guidance only. Invoicing obligations vary by country and by your activity: consult an accountant.