Keeping up-to-date business documents is the basic aspect of maintaining accurate records to understand the exact financial condition. But this task can be confusing for most businesses, sometimes they get confused between various legal documents such as many businesses do not understand the difference between invoice vs. receipt. In this blog, we are going to indicate all the similarities and differences of both invoice and a receipt.
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Invoices and receipts both play a major role in supporting the sales process of any business. They have many differences and similarities that remain in when one is issued and what it can accomplish.
In simple words, an invoice is one of the documents that is issued by a seller to the customer before the payment is made whereas a receipt is received by a customer as proof of payment to the seller after payment has been made according to payment terms. Let us check out the main difference between an invoice and a receipt in detail.
What is an Invoice?
An invoice is generated to ask the customer for the payment. Sometimes businesses refer to it as a bill. This legal document itemizes the product or service, and it calculates the prices, total cost, additional business expenses, and applicable taxes that the client owes you for the work, time, and materials. As a part of business sometimes owners also get the bills from the vendors.
There are many types of invoices that businesses can choose from. Businesses issue invoices to the client indicating the amount to be paid. Sometimes the invoice is also sent for the request for payment of the outstanding invoices or the partial amount that has to be paid in advance. As said earlier, there are different types of invoices that serve different purposes. An invoice can be generated digitally using invoicing software or in a traditional way. Most businesses prefer to use the modern way of generating invoices and get instant payment.
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What is the Purpose of an Invoice?
Every business depends on the cash flow. Here are some of the main purposes of having an invoice for your customers:
- Invoice ensures a smooth cash flow that is essential for running a successful business.
- Invoicing is the best way to record the transaction between a buyer and a seller and to get paid quickly.
- Invoices are used to request payment from the customers against the provided products or services.
- It notifies the client about the exact amount that the client needs to pay before the deadline.
- Many business owners also use invoices as commercial documents to keep track of the sale of their companies and estimate their future revenues.
What is the Receipt?
A business owner issues a receipt once the client has paid their invoice as proof of payment. Well, it is the most essential proof of the purchase which a customer needs to have. For example, if you accidentally send another invoice, a customer can show you the receipt example you have sent them for the same invoice example.
This can help both the client and the customer in avoiding a complicated situation. You can also use those receipts for future transactions with clients. Receipts make it easy for a small business owner to calculate the payments that are already done and will also help you calculate the tax to make sure you are not abusing any taxation rules.
Basically, a receipt is one of the documents that is issued by a vendor or a seller to their customer, saying that they have received the payment. It can be only issued when the sale is completed and after the seller receives the payment. The receipt can be either sent digitally or in printed form through the mail.
What is the Purpose of a Receipt?
- Receipts are important for everyone that is doing small business or large business and selling goods or services. This is considered as a piece of document that helps businesses in tracking most of the sales and additional business expenses.
- It also serves as an important document to recover any lost invoice income or for a tax audit.
- Many businesses use receipts to file their financial reports and plan their budget for the next financial year.
- Not only this, but receipts are equally important for buyers as well, especially if they want to reclaim the VAT on a particular product purchase. It is also helpful if the buyers want to return or exchange any product, at that time the seller will ask for the receipt.
The Differences and Similarities of Invoices and Receipts
Both invoices and receipts are considered commercial tools, which are widely used in the business transaction process. Both the documents have their own value and fulfill different purposes. Receipts and Invoices both have differences and similarities too. Let us see everything in detail.
|An invoice is generated to request payment.||A receipt is proof of received payment.|
|An invoice is issued before the payment is paid.||A receipt is issued after the payment is paid.|
|The invoice includes the total amount that is due or needs to be paid.||The receipt includes how much amount has been paid and what was the mode of payment.|
|The customers receives an invoice when they have to make the payment.||The customer or a third-party receives a receipt as proof of payment.|
|An invoice is helpful to keep track of the number of goods or services sold.||A receipt is used to acknowledge that a payment has been received for the goods or services.|
Similarities of An Invoice and Receipt
- Both of them are issued by the sellers.
- Both of them are legal documents.
- Both of them list seller and client information.
- The invoice and the receipt both include the total amount.
Businesses Using Invoice and Receipts
Every successful business needs to have both an invoice and a receipt. From freelancers to small businesses, medium to large businesses, designers to carpenters, everyone issues invoices and receipts. Every work that needs to include their products, services, prices, the final amount to be paid, applicable taxes has to use the invoice and receipt both. And thanks to technology businesses can send invoices and receipts via email too. These legal documents are generally useful to sellers, merchants, traders, and vendors.
Still, having questions related to invoice vs receipt? Not to worry. Here, we answered some of the most asked questions from our readers.
Frequently Asked Questions
1. Can an invoice serve as a receipt?
No, the invoice and a receipt are both separate things and fulfills different purposes, they are even created at the different time of the business process. Both of them are used for different purposes and an invoice can’t be served as a receipt.
2. What is the difference between bill invoice and receipt?
A billing invoice is generated to ask for the total amount that is due and a receipt is sent after payment is received by the seller or vendor. Another difference between a billing invoice and a receipt is, the invoice contains all the essential details about the purchased products and services whereas the receipt contains all the details about the invoice.
3. Does an invoice mean you have paid?
No, the invoice does not mean you have paid the amount, but it is created to ask for the payment. Whereas, a receipt indicates the amount paid.
4. What is an invoice used for?
An invoice is used to ask for the payment of goods and services or products provided. It includes all the essential details such as invoice number, the date the invoice generated, the contact information of the seller and the client (business name, address, phone number, fax number), product or service detail, payment method, applicable taxes, due date, and the total amount due.
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Invoice and receipt both are important parts of the purchasing process. The Invoice helps businesses to inform clients about the total pending amount to run the cash flow, whereas a receipt is a way to identify whether the amount for the stock or goods and services has been received or not.
On the other hand, buyers can also track the purchased products or provided services listed in the invoice and get proof for the payment they have made through the receipt.