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Receipts for offline clients?

by TomBuck
16 replies
I believe soon I will be able to sell 3 websites to my local market for around 300/300 and hopefully £1500 (will keep you updated on the last one.) But a question I am pretty sure they will ask me is can they have a receipt/proof of payment, mainly probably for the tax man but also may be for there own records. What should I do in this situation, as although my sites and my business looks professional at the end of the day im just a guy working on his laptop.

Edit: Can I simply hand write a receipt? What should I do?
#clients #offline #receipts
  • Profile picture of the author vndnbrgj
    How are they paying?
    Paypal will give them a reciept.
    If you are mobile, the readers will email a receipt.
    If you work on invoices, you can issue a followup stating that payment for xxx was completed on xxx by check, card, cash... The project will be completed in xxxx after which time said company will be responsible for continued hosting, upgrades, maintenence, etc. To be billed seperatly.
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  • Profile picture of the author TomBuck
    So the easiest way is to just get paypal to process the payment, but for say £500 won't they take a large chunk of that payment?

    Say they were paying by check or card (not sure how they would pay by card but anyway) what would I have to give them if they just said "Can I get some sort of receipt?"
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    • Profile picture of the author abbot
      Banned
      Originally Posted by TomBuck View Post

      So the easiest way is to just get paypal to process the payment, but for say £500 won't they take a large chunk of that payment?

      Say they were paying by check or card (not sure how they would pay by card but anyway) what would I have to give them if they just said "Can I get some sort of receipt?"
      A receipt is a receipt..I'm old school so I use quickbooks for processing and generating invoices, they write me a check, and usually just copy the original invoice and write 'paid'. If they ask for a receipt, then I manually write a receipt. They don't care how 'professional' their receipt looks...it goes into a pile of other receipts anyway.

      Don't make invoicing hard.
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  • Profile picture of the author maxrezn
    Freshbooks.com

    I use this to create invoices, mark them as paid, and receipts are instantly sent out.
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    • Profile picture of the author TomBuck
      Originally Posted by maxrezn View Post

      Freshbooks.com

      I use this to create invoices, mark them as paid, and receipts are instantly sent out.
      I don't particularly want a paid option yet. I think paypal is going to be the easiest, but for a transaction of £500 are they going to steal (take).

      I saw this information:

      3.4% + £0.20 per transaction for transactions up to 1,500.

      £1,500.01 to £6,000.00
      2.9% + £0.20 per transaction

      But I also saw:

      PayPal does not charge any commission on payments that you make, or money that you send.

      If you have a Personal account, it is free to accept or receive money as long as the payment comes from either the payer's PayPal account or their bank account. If the payment is card funded, a fixed fee and percentage fee is payable.
      Which I have done in the past but paypal did take commission?
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      • Profile picture of the author shane_k
        Originally Posted by TomBuck View Post

        Which I have done in the past but paypal did take commission?

        Was that money in a different currency?

        Paypal will take a little fee when you change currency's.

        So if someone paid you in american money and paypal had to change it into the pound then they will take a piece.
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  • Profile picture of the author RexMapes
    You can create your own using a word processor. Put your business name at the top center and then below it put "Receipt" or "Invoice".

    Fill in some info about what you are charging them for, the total cost, amount paid at signing, and balance due.

    You can leave just a blank line to fill in by hand for the amounts and then enter the info when they pay you.

    Create two forms just alike and then sign and date both and give them a copy. Have them sign your copy as well.

    OR...you can just get some generic forms at your office supply and use those. I think the first approach looks more professional though.
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  • Profile picture of the author MikeFriedman
    You can create an invoice in PayPal to send them for free, but tell not to pay the invoice. Once they pay you by check or cash, you go in and mark it paid.

    Other option is just go to an office supply store and buy a tablet of invoices/receipts. You fill it out by hand and give them one.
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  • Profile picture of the author TomBuck
    Thanks for the answers guys feel a bit more confident now. Will use the paypal method mixed with the hand written invoice method. Cheers.
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  • Profile picture of the author Aaron Doud
    If you are still small I would make my own invoices or use a service like freshbooks.
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  • Profile picture of the author Teez
    Hi Tom simplest way is google ''receipts template'' and you just manually change the receipt or invoice you like.

    In practice you just need to put
    your brand name
    invoice receipt number
    name of client
    name of your company
    date
    type of services

    and as a nice touch you can print one copy off for your records sign it scan it and then email it back to the client.

    Starting out don't feel pressured that you need to have all the stationery professionally printed, for your 1st 10 clients simple manually edited templates will work
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  • Profile picture of the author iAmNameLess
    I use waveaccounting.com and it works great.
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  • Profile picture of the author imsolutionsgroup
    Here you guys go. If you like the looks of this sample invoice below...you can download the word document template here - Invoice Template

    Enjoy!

    (ADDED) P.S. Then just turn the Word Doc into a .PDF and send it to the client

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  • Profile picture of the author Rigid Workhorse
    Awesome Looks Great and would be good to keep track of. Was trying to figure it out myself without making up my own. Cool Stuff guys!
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  • Profile picture of the author IMLearningIM
    in my opinion, Paypal is simple and best option for this purpose.
    "sales receipt" of imsolutionsgroup is also fine..
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