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🧾 Business & Money Documents

How to Write a Receipt for Payment Received in Kenya (2026)

The pain: Your receipts do not reference the invoice they settle or the M-Pesa code, so your books and your customers' records do not tally.

The outcome: A clear official receipt issued the moment payment lands, referencing the invoice and payment method, with the balance shown.

A receipt confirms money was received, an invoice requests payment. Issue the receipt immediately on receiving payment.

Do it with LeadAfrik — free

Receipt Generator →

Issue an official receipt with the amount in figures and words, payment method and invoice reference, as a clean PDF. Free.

Invoice Generator →

On credit sales, raise the eTIMS tax invoice first, then receipt it when paid. Free.

When a receipt is also the tax document

For cash or retail sales the eTIMS-generated receipt doubles as the tax document and must carry the CU number and QR code. For a credit sale you issue the tax invoice first, then a receipt when the money is paid.

Fill-in template: receipt

  • Heading: OFFICIAL RECEIPT | Receipt number
  • Date received
  • Business name, address, PIN, contacts
  • Received from (payer name)
  • Amount received (figures + words)
  • Payment method (cash / M-Pesa code / cheque / bank ref)
  • Being payment for (description) + related invoice number
  • Balance outstanding (if any)
  • Received by / signature / stamp
  • eTIMS CU number + QR (if it doubles as the fiscal receipt)

Common mistakes to avoid

  • Not referencing the invoice number the payment settles.
  • No payment method or M-Pesa transaction code.
  • Treating a receipt as a substitute for a tax invoice on B2B credit sales.

Ready to act? Use these free tools

Receipt Generator →

Issue an official receipt with the amount in figures and words, payment method and invoice reference, as a clean PDF. Free.

Invoice Generator →

On credit sales, raise the eTIMS tax invoice first, then receipt it when paid. Free.

Questions people ask

What is the difference between a receipt and an invoice?

A receipt confirms money was received, while an invoice requests payment. Issue the receipt immediately on receiving payment.

Can a receipt replace a tax invoice on a credit sale?

No. On a B2B credit sale you issue the tax invoice first, then a receipt when paid. For cash or retail sales the eTIMS-generated receipt doubles as the tax document and must carry the CU number and QR code.

What should a receipt reference?

It should reference the invoice number the payment settles and record the payment method, such as the M-Pesa transaction code, plus any balance outstanding.

Official sources

Read next

🧾 Business & Money DocumentsKRA tax invoice (eTIMS)A valid eTIMS tax invoice with the CU serial, CU invoice number and scannable QR code that your customers can claim against tax.📝 Business & Money DocumentsProfessional quotationA clear priced offer with a validity date and stated VAT terms that converts to a sales order and then a proper eTIMS invoice.📦 Business & Money DocumentsDelivery noteA signed delivery note that confirms the quantities delivered and received, and stands as proof of delivery.

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