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Payment Receipts - Send Professional Documentation

4 min read Beginner For Owner, Manager, Accountant Updated about 2 months ago
Quick Answer
Receipts are sent automatically after payment. To resend or view, open the booking and click Send Receipt. Receipts include full booking details and payment breakdown.

Invoices & Receipts

Professional receipts and invoices document transactions and give customers clear records of their rentals. RecSystems handles this automatically while giving you control when needed.

Automatic Receipts

When Receipts Are Sent

Receipts go out automatically when:

  • Payment is successfully processed
  • Full payment or deposit collected
  • Additional charges are made
  • Final checkout complete

What's Included

A standard receipt contains:

Header:

  • Your business name and logo
  • Business address and contact
  • Receipt/confirmation number

Booking Details:

  • Rental item(s) and description
  • Dates and times
  • Location/pickup point
  • Customer name

Itemized Charges:

24ft Pontoon Boat (Full Day)    $350.00
Cooler with Ice                  $15.00
Damage Waiver                    $25.00
Marina Pickup                    $15.00
─────────────────────────────────────────
Subtotal                        $405.00
Sales Tax (8.25%)                $33.41
─────────────────────────────────────────
Total                           $438.41
Amount Paid                     $438.41

Payment Information:

  • Payment method (Visa ending in 4242)
  • Date of payment
  • Transaction reference

Policies:

  • Cancellation policy
  • Contact for questions

Sending Receipts

Automatic Sending

Receipts are emailed automatically to the customer's email address on file.

Resending Receipts

To resend:

  1. Open the booking details
  2. Click Send Receipt or Resend Receipt
  3. Email sent to customer

Changing Recipient

To send to a different email:

  1. Open booking details
  2. Update email address (or note alternate)
  3. Click Send Receipt
  4. Enter alternative email if prompted

Stripe Receipts

Stripe also provides receipts:

Every Stripe charge includes a receipt URL:

  • Included in confirmation emails
  • Customers can access directly
  • Shows standard Stripe format

Your Receipt vs Stripe

Your Receipt Stripe Receipt
Custom branded Stripe format
Full booking details Payment details only
Your policies included Standard terms
Emailed from you Accessible via link

Both serve as valid documentation.

For Accounting

Export Receipts

For record-keeping:

  1. Go to Bookings → Reports in the navbar, then select Payments
  2. Export transactions
  3. Includes receipt details

Tax Documentation

Receipts serve as:

  • Proof of sale
  • Tax documentation
  • Revenue records

Reconciliation

Match receipts to:

  • Bank deposits
  • Stripe payouts
  • Financial records

Customer Access

Email Receipt

Customers receive receipts at:

  • Email provided during booking
  • All payment confirmations
  • Resends on request

Online Access

Customers can view via:

  • Stripe receipt link in emails
  • Your booking confirmation page
  • Request from your team

Lost Receipts

If customer needs receipt again:

  1. Look up their booking
  2. Resend receipt
  3. Or provide Stripe receipt link

Receipt Types

Booking Confirmation Receipt

Sent after initial payment:

  • Confirms the booking
  • Shows amount paid
  • Includes pickup details

Balance Payment Receipt

Sent when balance collected:

  • Shows balance payment
  • Updates payment status
  • Confirms fully paid

Refund Confirmation

Sent after refunds:

  • Shows amount refunded
  • Notes original transaction
  • Explains timeline

Additional Charge Receipt

Sent after damage/extra charges:

  • Shows additional charge
  • Notes reason
  • Confirms card charged

Best Practices

Prompt Sending

  • Receipts should go out immediately
  • Customers expect documentation
  • Reduces did it work? questions

Accurate Information

  • Verify booking details are correct
  • Check totals before sending
  • Update email if needed

Professional Presentation

  • Ensure logo is uploaded
  • Keep business info current
  • Include contact methods

Record Keeping

  • Keep copies of all receipts
  • Export regularly
  • Store for tax purposes

Troubleshooting

Customer didn't receive receipt

  • Check spam/junk folder
  • Verify email address correct
  • Resend receipt

Receipt shows wrong information

  • Verify booking details
  • Check if modification occurred
  • Resend after corrections

Need formal invoice format

  • Receipt serves as invoice
  • Export includes all details
  • Contact support for special needs

Related Articles:

Frequently Asked Questions

How do I send a receipt?
Receipts are sent automatically when payment is processed. To resend, open the booking details and click Send Receipt.
What's included in the receipt?
Receipts include booking confirmation number, rental details (unit, dates, times), itemized charges, taxes and fees, payment method, and your business contact information.
Can I customize receipts?
Receipts automatically include your business name, logo, and contact information from your account settings.
How do customers access their receipts?
Receipts are emailed after payment. Customers can also access them through the Stripe receipt link included in confirmation emails.