Receipt Requirements by Industry: What You Must Include

Not all receipts are created equal. What you need on a restaurant receipt is different from a retail receipt, which is different from a contractor's receipt. Get it wrong and you could face legal issues, unhappy customers, or problems with tax authorities.

Let's break down exactly what each industry needs to include on receipts - no legal jargon, just practical requirements you can actually use.

The Universal Receipt Basics (Everyone Needs These)

Before we get into industry-specific stuff, here's what basically every legitimate receipt should have:

Minimum Requirements:

• Business name
• Business address (at least city and state)
• Date of transaction
• Itemized list of what was sold
• Total amount paid
• Payment method

That's the baseline. But depending on your industry, location, and transaction type, you might need significantly more.

Restaurant and Food Service Receipts

Restaurants have some of the most detailed receipt requirements because of alcohol sales, tips, and health regulations.

Must Include:

• Restaurant name and location
• Server name or ID number (in most states)
• Table number or order number
• Date and time (time is important for shift reconciliation)
• Itemized food and drinks
• Separate line for alcohol (many states require this)
• Subtotal before tax
• Tax amount (often separated by type - food tax vs. alcohol tax)
• Total
• Suggested tip amounts (optional but common)
• Space for tip and total if paying by card

Why It Matters:

• Alcohol sales are heavily regulated
• Tips must be tracked for tax purposes
• Health inspections sometimes request receipt records
• Credit card disputes require detailed documentation

State-Specific Quirks:

• California requires receipts for any transaction over $25
• Some states require alcohol to be on a separate line with its own tax calculation
• A few states require nutritional information for certain items

Common Mistakes:

• Not separating food and alcohol tax
• Missing server ID (required in many states)
• Not providing space for handwritten tip on card payments
• Forgetting time of transaction

If you're running a food service business, understanding how to write a proper receipt with all required elements is crucial.

Retail Store Receipts

Retail is more straightforward, but there are still important requirements.

Must Include:

• Store name and location
• Date of purchase
• Description of each item
• Quantity of each item
• Price per item
• Subtotal
• Sales tax (must be shown separately)
• Total amount
• Payment method (last 4 digits of card only, never full number)
• Return policy or reference to return policy
• Store contact information

For High-Value Items (Usually Over $100):

• Serial numbers for electronics
• Warranty information or reference
• SKU or model numbers
• More detailed item descriptions

Why It Matters:

• Returns require matching receipt details to items
• Warranty claims need serial numbers and dates
• Sales tax audits require detailed records
• Prevents receipt fraud and scams

Never Include:

• Full credit card numbers (only last 4 digits)
• Credit card expiration dates
• CVV security codes
• Customer's full account numbers

This is actually illegal in most places under the Fair and Accurate Credit Transactions Act (FACTA).

Receipt Numbering: Most retail operations should use sequential receipt numbers. This helps with:

• Inventory tracking
• Fraud prevention
• Accounting reconciliation
• Audit trails

Service Business Receipts

If you're a contractor, consultant, freelancer, or provide any kind of service, your receipt requirements are different.

Must Include:

• Your business name and address
• Your phone number or email
• Customer name
• Date service was performed
• Detailed description of services rendered
• Hours worked (if applicable)
• Rate per hour or flat fee
• Materials or supplies used (itemized)
• Subtotal for labor
• Subtotal for materials
• Sales tax (if applicable in your state)
• Total amount paid
• Payment method
• Your business license number (required in many states)
• Tax ID or EIN (for contracts over certain amounts)

Why Service Receipts Need More Detail:

Unlike buying a product, services are intangible. You need to clearly document:

• What you did
• How long it took
• What materials were used
• When the work was completed

This protects both you and the customer if there's a dispute.

For Contractors Specifically:

• Permit numbers (if work required permits)
• Lien waiver information (for construction)
• Insurance certificate references
• Warranty or guarantee terms
• Materials vs. labor breakdown (important for customer tax purposes)

Example Service Receipt:

Mike's Plumbing Services
123 Main St, Austin, TX 78701
(512) 555-0100

Customer: Sarah Johnson
Date: December 14, 2025

Services Performed:
Kitchen sink leak repair        2 hours @ $85/hr    $170.00
Emergency call-out fee                              $50.00

Materials:
Pipe fittings (3/4" copper)                         $24.50
Plumber's putty                                     $8.50
Drain gasket                                        $12.00

Labor Subtotal:                                     $220.00
Materials Subtotal:                                 $45.00
Sales Tax (8.25% on materials):                     $3.71

Total Paid:                                         $268.71
Payment Method: Credit card ending in 4532

License #: PL-12345
Thank you for your business!

For more examples and templates, check out our receipt templates section.

Professional Services (Lawyers, Accountants, Consultants)

Professional services have even stricter requirements because of regulatory boards and client trust accounts.

Must Include:

• Professional's name and credentials
• Firm name and address
• Client name
• Date of service
• Detailed time entries (usually in 6-minute or 15-minute increments)
• Description of work performed for each time entry
• Hourly rate or flat fee
• Total hours
• Expenses (separately itemized)
• Subtotal for fees
• Subtotal for expenses
• Total amount
• Payment applied (if partial payment)
• Outstanding balance
• Trust account information (if applicable)

Why Professional Services Need This:

• State bar associations and professional boards require detailed record-keeping
• Clients need to justify expenses to their management
• Tax implications for business expenses
• Protection against malpractice claims
• Ethics rules require transparency

Common Issues:

• Vague time entry descriptions ("Research" - research on what?)
• Bundling time entries instead of itemizing
• Not separating out expenses
• Missing credentials or license numbers

Online and E-commerce Receipts

Selling online? Your receipt requirements include everything retail has, plus digital-specific elements.

Must Include:

• All standard retail receipt elements
• Order number
• Shipping address
• Billing address
• Tracking number (once shipped)
• Estimated delivery date
• Email address
• Customer account number (if applicable)
• Links to order tracking
• Links to return policy
• Customer service contact information

Payment Processing Requirements:

• Last 4 digits of card only
• Payment processor name (Stripe, PayPal, etc.)
• Transaction ID
• Authorization code

International Considerations:

If you ship internationally:

• Currency must be clearly stated
• Conversion rates (if charging in customer's currency)
• VAT or GST for European/Australian customers
• Import duty information
• Harmonized tariff codes for customs

Digital Delivery:

For digital products (software, ebooks, courses):

• License key or access information
• Download links
• Terms of use or license agreement
• Refund policy (especially important for digital goods)
• Customer's IP address (for fraud prevention)

Healthcare Receipts (Superbills)

Medical receipts have special requirements because of insurance and HIPAA.

Must Include:

• Provider name and credentials
• Medical practice name and address
• Tax ID or NPI number
• Patient name and date of birth
• Date of service
• CPT codes (procedure codes)
• ICD codes (diagnosis codes)
• Description of services
• Amount charged
• Amount paid
• Amount billed to insurance
• Patient responsibility amount
• Receipt number

HIPAA Considerations:

• Be careful about detailed descriptions in patient's hands
• Diagnosis codes should be numeric, not written out in plain language
• Store receipts securely
• Provide patient portal option for digital receipts

Why This Matters:

• Insurance reimbursement requires specific codes
• FSA/HSA claims need detailed receipts
• Tax deductions for medical expenses require documentation
• Billing disputes need clear records

Rental and Lease Receipts

Landlords and property managers have specific requirements.

Must Include:

• Landlord or property management company name
• Property address (the rental unit)
• Tenant name(s)
• Date payment received
• Period covered (e.g., "Rent for January 2025")
• Amount paid
• Payment method
• Outstanding balance (if any)
• Late fees (if applicable)
• Receipt number
• Landlord signature (in many states)

Why Rental Receipts Are Important:

• Required by law in most states if tenant requests
• Proof of payment for tenant
• Tax documentation for landlord
• Evidence in eviction proceedings
• Required for some tenant assistance programs

Best Practice: Even if tenants pay electronically, provide monthly receipts. Many states require this. Learn more about how to fill out a rent receipt properly.

Donation Receipts (Nonprofits)

Charitable organizations have strict IRS requirements.

Must Include (For Donations Over $250):

• Nonprofit name and address
• Nonprofit's EIN (tax ID)
• Donor name
• Date of donation
• Amount donated (cash) or description (goods)
• Statement: "No goods or services were provided in exchange for this donation" (or description of any goods/services)
• Statement that receipt is for tax purposes
• 501(c)(3) status confirmation

For Non-Cash Donations:

• Detailed description of items
• Condition of items
• Do NOT include estimated value (donor must determine this)

Why This Is Strict:

• IRS audits require proper documentation
• Donors need receipts for tax deductions
• Fraudulent donation receipts can cost nonprofit its tax-exempt status

Common Mistakes:

• Nonprofit estimating value of donated goods (illegal)
• Missing EIN
• Not stating whether goods/services were provided
• Missing 501(c)(3) language

State-Specific Requirements

Some states have additional rules:

California:

• Must provide receipt for any cash transaction over $25 if requested
• Special rules for auto repair shops (must be extremely detailed)
• Dry cleaners must provide claim tickets with specific information

New York:

• Retail receipts must include store address, not just name
• Special rules for secondhand dealers

Texas:

• Retailers must provide receipt if requested
• Specific requirements for vehicle sales

Florida:

• Receipts must be provided for all transactions over $25
• Specific requirements for contractors

Illinois:

• Automatic receipt requirements for car repairs over $100
• Must include detailed parts and labor

Check your state's department of revenue website for specific requirements.

Industry-Specific Red Flags

Things That Raise Suspicion:

For restaurants:

• Round numbers with no tax shown
• No server or table information
• Missing time of day

For retail:

• No sales tax on taxable items
• Missing return policy
• No receipt number

For services:

• Vague descriptions ("Various services")
• No time or date ranges
• Round numbers that seem arbitrary
• Missing business license information

For online:

• No tracking information
• Missing customer service contact
• Vague refund policy

These are often signs of fake or fraudulent receipts.

What Happens If You Don't Follow Requirements?

Potential Consequences:

For the Business:

• Fines from state revenue departments
• Sales tax audit issues
• Customer disputes and chargebacks
• Professional license problems
• Legal liability

For the Customer:

• Can't return items
• Can't claim warranty
• Can't deduct business expenses
• Can't get reimbursed
• Insurance won't honor claims

Real Examples:

A contractor in California was fined $5,000 for not including his license number on receipts. It's required by law, and a competitor reported him.

A restaurant in New York lost a credit card dispute because their receipt didn't have enough detail to prove the customer actually ordered what they were charged for.

Making Compliance Easy

Use Modern Tools:

• Point-of-sale systems that automatically include required fields
• Receipt templates specific to your industry
• Accounting software with built-in compliance
• Regular updates as laws change

If you're creating receipts manually or digitally, using proper business receipt templates ensures you include everything required.

Regular Audits:

• Review your receipt format quarterly
• Check if state laws have changed
• Get feedback from your accountant
• Test a few receipts to ensure all elements are present

Employee Training:

• Make sure staff know what's required
• Create checklists for complex receipts
• Have examples of good vs. bad receipts
• Update training when requirements change

International Business Considerations

Selling globally? Requirements get more complex:

European Union (VAT):

• Must show VAT rate and amount
• Business VAT number required
• Customer VAT number (for B2B)
• Specific format requirements by country

United Kingdom:

• Similar to EU but separate post-Brexit
• VAT receipt vs. VAT invoice (different requirements)
• Specific thresholds for simplified receipts

Canada (GST/HST):

• Must show GST/HST registration number
• Separate lines for federal and provincial taxes
• Different requirements by province

Australia (GST):

• Must include ABN (Australian Business Number)
• GST must be shown separately
• Different requirements for simplified receipts under $1,000

Digital Receipt Requirements

Email and app-based receipts need the same information as paper, plus:

Additional Elements:

• Timestamp (date and time)
• Unique transaction ID
• Link to view full details
• Link to return policy
• Customer service email/phone
• Unsubscribe option (if receipt includes marketing)

Format Considerations:

• Must be easily printable
• Accessible format (screen reader friendly)
• Clear visual hierarchy
• All information visible without scrolling (if possible)

Quick Reference Checklist

Every Receipt Should Have: □ Business name □ Business address □ Date □ Itemized list □ Prices □ Tax (shown separately) □ Total □ Payment method (last 4 digits of card only)

Add Based on Your Industry: □ License numbers (contractors, professionals) □ Server ID (restaurants) □ Order/tracking number (online) □ Time of transaction (restaurants, services) □ Patient/client information (healthcare, professional) □ Detailed time entries (professional services) □ Serial numbers (high-value retail) □ Rental period (landlords) □ 501(c)(3) info (nonprofits)

Common Questions

Do I have to give a receipt if a customer doesn't ask for one?

Depends on your state and industry. Many states require you to offer receipts for all transactions over a certain amount. Some industries (like auto repair) require receipts regardless.

Can I give an invoice instead of a receipt?

No - they're different. An invoice requests payment. A receipt confirms payment was received. You need to understand the difference between invoices and receipts.

What if my POS system doesn't include required information?

You need to update your system or manually add the information. "My software doesn't do it" isn't a valid excuse if audited.

How long do I need to keep copies?

Generally 3-7 years for tax purposes. Some industries have longer requirements. Check with your accountant.

Can I use the same receipt format for all my businesses?

Only if they're in the same industry with the same requirements. Different industries need different formats.

The Bottom Line

Receipt requirements aren't just bureaucratic nonsense. They protect you from disputes, help customers with returns and taxes, and keep you compliant with regulations.

The good news? Once you set up your receipt system correctly for your industry, it's automatic. Whether you're using a POS system, accounting software, or online receipt templates, make sure your format includes everything your industry requires.

Take 30 minutes to review your current receipts against this guide. Make sure you're not missing anything important. Future you (and your accountant, and possibly your lawyer) will be grateful.

Different industries have different rules, but the principle is the same: be thorough, be clear, and document everything. Understanding what makes a valid receipt is the foundation of good business practice.

Get your receipts right, and you'll save yourself countless headaches down the road.