This guide is in English for now. The tool itself works in your language.
Cash memo › Cash memo format
Cash memo format: what to put on it
A cash memo is the small bill a shop gives when a customer buys and pays on the spot. It is short, but it is still your record of the sale, and the customer's proof of what they bought.
The parts of a cash memo
- The heading "Cash Memo". Some shops write "Cash Bill"; both mean the same thing.
- Your shop details: name, address and phone. Add your GSTIN only if you are registered under GST.
- Memo number and date. Use one running series, for example CM/26-27/001, CM/26-27/002. Never skip or repeat a number: a gap makes it look as if a sale was hidden.
- Customer: optional for a walk-in sale. Write the name and phone for a regular customer or when the customer asks.
- Items: name, quantity and unit, rate and amount on each line.
- Total and, if you like, the amount in words.
- Payment: "PAID", or how the customer will pay if they have not paid yet.
- Signature or shop stamp, if you use one, and a short line such as "Goods once sold will be exchanged within 7 days with this memo".
A sample
An electrical shop in Ludhiana sells to a walk-in customer on 4 Nov 2026:
| Item | Qty | Rate | Amount |
|---|---|---|---|
| LED bulb 9 W | 4 Nos | ₹120 | ₹480 |
| Extension board, 4 sockets | 1 Nos | ₹350 | ₹350 |
| Insulation tape | 2 Nos | ₹40 | ₹80 |
Total ₹910 (Rupees Nine Hundred Ten Only). The customer pays by UPI, so the memo prints PAID. On an 80 mm roll this fits in about 12 cm of paper.
Common mistakes
- Writing GST on the memo when you are not registered. Only a registered business may collect GST. If you are not registered, show one price with no tax.
- Using a cash memo instead of a tax invoice when you are registered. See cash memo or tax invoice.
- Handwritten memos with no copy. Keep a copy of every memo: you need it for your accounts and to answer a customer's complaint later.
- Short item names nobody understands. "Bulb" is not enough when you sell five kinds. Write "LED bulb 9 W".
- Thermal slips as your only record. Thermal paper fades in a few months, so keep the saved memo or a PDF as well.
Doing it in the maker
Type your shop once and add your items as you sell: the next time, they come up as suggestions with their rate. The maker gives the next memo number by itself, prints the total and PAID, and keeps every memo under Saved cash memos, where you can open, copy or mark a memo paid later. If you print on a receipt printer, read printing on a thermal printer.