How to Generate and Send Payment Receipts in WordPress

Payment receipts are important for confirming that an invoice has been paid successfully. They provide customers with proof of payment, help keep records organized, and make your invoicing process look more professional.

With Direct Invoices, you can generate and send receipts directly from your WordPress dashboard after confirming payment. Once an invoice is marked as completed, you can download the receipt or email it to the customer in just a few clicks.

In this guide, you will learn:

• How to generate a payment receipt
• How to send a receipt to a customer

Step 1: Open the Direct Invoices Dashboard

1. Log in to your WordPress admin dashboard
2. In the left sidebar, click Invoices

This opens the Direct Invoices dashboard, where all invoices are listed.

On the dashboard, you can see:

• Invoice number
• Customer name
• Amount billed
• Due date
• Current status

Step 2: Confirm the Invoice Payment

Before generating a receipt, confirm that the customer has completed payment.

If the invoice is currently marked as:

• Paid – The customer has clicked “I have paid”
• Hold – You are reviewing or verifying the payment

You should verify the payment before continuing.

For example, confirm:

• Bank transfer was received
• Crypto payment arrived in your wallet
• Mobile money or P2P transaction is complete

Step 3: Mark the Invoice as Completed

Once you have confirmed payment:

1. Find the invoice in the dashboard
2. Click the three-dot menu beside the invoice
3. Select Mark as Completed

Alternatively:

1. Click the eye icon to open the invoice sidebar
2. Choose Mark as Completed from the Actions dropdown
3. Click Apply

After this step, the invoice status changes to Completed.

This unlocks the receipt options.

Step 4: Generate the Receipt

To generate a receipt:

1. Open the three-dot menu beside the completed invoice
2. Click Download Receipt

The receipt will be generated and downloaded automatically.

The downloaded receipt acts as proof of payment and can be saved for your records or shared with the customer manually.

The receipt typically contains the Invoice number, Customer details, Amount paid, and Payment date

This gives both you and the customer a clear record of the transaction.

Step 5: Send the Receipt to the Customer

After generating the receipt, you can send it directly to the customer from the dashboard.

1. Click the three-dot menu beside the completed invoice
2. Select Email Receipt

Direct Invoices will send the payment receipt to the customer using the email address attached to the invoice.

Best Practices for Sending Payment Receipts

To ensure a smooth experience:

• Always verify payment before marking an invoice as Completed
• Review the customer’s email address before sending the receipt
• Download and save a copy of the receipt for your own records
• Send receipts promptly after confirming payment

Fast receipt delivery improves customer trust and reduces follow-up questions.

Final Thoughts

Generating and sending payment receipts in Direct Invoices is a simple but important part of your invoicing workflow. Once payment has been confirmed and the invoice is marked as Completed, you can quickly download or email a receipt directly from the dashboard.

Using receipts consistently helps you:

• Provide customers with proof of payment
• Keep your records organized
• Maintain a more professional invoicing process

For the best results, always confirm payments carefully and send receipts immediately after completion.