Receipt Template for Mail Merge
A professional receipt template designed for bulk generation with Mergram. Upload your receipt PDF, connect your transaction data from a spreadsheet, and generate hundreds of personalized receipts in a single batch. Whether you issue receipts daily, weekly, or at month-end close, this template removes the manual work of producing individual receipts one at a time.
When to Use This Template
This receipt template is ideal whenever you need to produce a high volume of receipts that share the same layout but contain different customer and transaction data. Common scenarios include:
- Retail batch receipts — Generate end-of-day or weekly batch receipts for cash and card transactions
- Service providers — Issue receipts for completed jobs, repairs, or consultations with varying amounts
- Nonprofit donations — Create donation receipts with donor details, amounts, and tax-deductible notes
- Rental payments — Produce rent receipts for multiple tenants with different payment amounts and dates
- Event ticketing — Issue purchase receipts for event registrations, workshops, or class enrollments
If you currently hand-write or copy-paste customer details into the same receipt layout, this template will save you significant time.
Template Fields
| Field | Description | Example | Spreadsheet Column |
|---|---|---|---|
| Customer Name | Recipient name or company | Jane Smith | customer_name |
| Customer Address | Customer address | 456 Oak Ave, Chicago, IL | customer_address |
| Receipt Number | Unique receipt identifier | RCP-2025-0198 | receipt_number |
| Receipt Date | Date of payment | March 3, 2025 | receipt_date |
| Payment Method | How payment was made | Credit Card | payment_method |
| Items | Line items purchased | Widget A × 3 — $45.00 | items |
| Subtotal | Pre-tax total | $45.00 | subtotal |
| Tax | Tax amount | $4.50 | tax |
| Total | Grand total paid | $49.50 | total |
| Notes | Additional notes or messages | Thank you for your purchase! | notes |
Field Mapping Guide
Field mapping connects each spreadsheet column to a specific position on the receipt PDF. Here is how to set it up:
- Prepare your spreadsheet — Each row represents one receipt. Column headers should match the field names above (e.g.,
customer_name,receipt_number). Mergram’s fuzzy matching will suggest the closest field if your headers differ. - Place fields on the canvas — Drag each field from the sidebar onto the PDF at the exact position where the data should appear. Resize fields to control text wrapping and alignment.
- Choose render types — Most fields use plain text. Use the QR code type for receipt verification links or digital receipt URLs. Use the barcode type if you scan receipts in your warehouse or POS system.
- Preview before merging — Click Preview to see a rendered receipt using your first row of data. Verify that item descriptions wrap correctly and totals are positioned properly.
Tip
Use a consistent column naming convention in your spreadsheet. Names like customer_name or receipt_number make auto-detection more reliable and reduce manual mapping effort.
Customization Tips
The visual appearance of your receipts is entirely controlled by your PDF template. Mergram overlays dynamic data onto the PDF without altering the underlying design:
- Add your logo — Include your company logo in the PDF template before uploading, or leave space and add it as a static element
- Custom fonts — Upload
.ttf,.otf, or.woff2fonts to match your brand. Apply them to any text field on the canvas - QR codes for digital receipts — Place a QR code field linked to a column of receipt verification URLs. Each receipt gets a unique, scannable code
- Custom filename templates — Auto-name output files using patterns like
receipt-[[customer_name]]-[[receipt_number]].pdfso you never rename files manually - Multi-page receipts — For detailed item lists that span more than one page, Mergram supports field placement on any page of the PDF
Best Practices
- Pre-calculate in your spreadsheet — Use spreadsheet formulas for subtotal, tax, and total columns. Mergram places the final values onto the PDF, so your spreadsheet is the source of truth for all amounts
- Standardize date formatting — Format date columns as text (e.g.,
March 3, 2025) to ensure they render exactly as intended - Test with a small batch first — Generate 3–5 receipts and review them before running a full batch
- Use filename templates — Include
[[receipt_number]]in your filename pattern to guarantee unique file names and easy lookup - Email delivery — Configure SMTP settings to send receipts directly as PDF attachments. Use the
[[customer_name]]merge tag in the email subject for personalized delivery
Get Started
Upload any receipt PDF and start merging at Mergram. Connect your transaction spreadsheet, place your fields, and generate your first batch of receipts in minutes.