Four kinds of proof, and what each shows
| Document | Issued by | Proves | Does not prove |
|---|---|---|---|
| Receipt | The seller | The seller acknowledges receiving the money, for a stated purpose | That the money left your account (the seller could be mistaken) |
| Bank statement / transfer confirmation | Your bank | Money left your account to a named payee | What it was for, or that the seller accepts it as full payment |
| Card slip / terminal receipt | The card terminal | A card transaction was authorised for an amount | What was bought, unless itemised |
| Paid invoice | The seller | The invoice is marked settled | When or how — unless a receipt is attached |
Why a receipt is the strongest proof
The bank can only show that money moved. The receipt is the seller saying, in writing, we received this amount from you on this date for this purpose. It links the payment to the goods or service, which is what a return, a warranty claim, an expense report or a tax inspection needs.
The strongest file is both together: the receipt and the bank line with the same amount and date.
When a customer asks you for proof of payment
Issue a receipt. Quote the invoice number, the date the money arrived, the method and any transfer or card reference. If they paid in cash, the receipt is the only proof that exists, so issue it at once. The receipt maker produces it as a PDF in a minute.
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When a supplier asks you for proof of payment
Send the transfer confirmation or the statement line showing their name, the amount and the date, with the invoice number in the message. Ask them for a receipt in return.
Keeping proof of payment
- One folder per month or per customer, with receipts saved as PDFs named by number.
- Keep the receipt and the bank line together when the amount is significant.
- Keep them as long as your tax authority requires — typically five to seven years.
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Questions
Is a bank statement proof of payment?
It proves money left your account to a named payee. On its own it does not show what the payment was for; pair it with the receipt or the invoice number.
Is a paid invoice the same as a receipt?
Not quite. An invoice marked paid says the debt is settled; a receipt says when and how. Many businesses issue both, or add the receipt details to the invoice copy.
Can a screenshot of a transfer be proof of payment?
It is evidence, but weaker than a statement line or a receipt because it is easy to alter. Ask for a receipt from the seller.
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