Receipt voucher

What the receipt voucher does

A receipt voucher is the proof that money was received. Fill in the number, date, who paid, the amount, the amount in words, what it was for and how it was paid, then print it for signature. A register sheet keeps every receipt in one list with a running total for your cashbook.

Who it is for

Small businesses, schools, churches, societies and landlords who receive cash and M-Pesa and want a proper receipt for each payment and a record they can reconcile.

How to use the workbook

1. Fill in the receipt number, date, name and amount on the Voucher sheet.
2. Write the amount in words and what the payment is for.
3. Print the voucher and have it signed by the person receiving the money.
4. Add the receipt to the Register sheet to keep a total.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Printable receipt voucher with amount in words
• Payment method and received-by lines
• Register of all receipts
• Totals by payment method
• Works on one A5 or A4 page

The workbook has these sheets: Instructions, Voucher, Register, Summary. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Number every receipt and never skip or reuse a number.
• Keep the carbon or file copy with your records.
• Record M-Pesa receipts with the transaction code.
• Reconcile the register to your cashbook each week.

Why keep this record

Accounting records let you answer three questions at any time: what came in, what went out and who owes whom. Kept consistently they also make tax returns, loan applications and the sale of a business much easier, because the evidence is already organised. Entering transactions the day they happen is far cheaper than reconstructing them at year end.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Good accounting records are a legal duty as well as a management tool: keep the supporting receipts and invoices with the workbook, and keep each year's copy for at least five years. Work on a copy, never on your only file, and back it up.

Read how to keep business records for KRA for the wider picture. See more accounting templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Guide: How to keep business records for KRA: what to save and for how long
• Guide: Bank reconciliation step by step: match your books to your bank
• Guide: Fixed assets and capital allowances explained for small businesses
• Another template: Balance sheet template
• Another template: Bank reconciliation statement
• Another template: Chart of accounts and general ledger

Need something different? Request a custom template, browse all guides or see every Excel template.