Gardener receipt template (UK)
Many gardening clients pay in cash at the end of a visit. Give them a proper receipt and keep your own records straight.
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Cash at the garden gate
A lot of gardening is paid in cash, especially by older clients who've had the same gardener for years. That's fine, but it makes records hard to keep. A receipt protects both of you. The client knows they've paid, and you have a record of income for your tax return.
You don't need one every visit. A receipt each month, listing the visits and hours, is plenty: "Garden maintenance (per hour) × 10. Visits: 3, 10, 17, 24 May."
Family members and carers
Many gardeners work for elderly clients whose families or carers keep an eye on their spending. A clear receipt with your name, phone number, the dates, the work and the amount reassures everyone. If someone pays on the client's behalf, note who paid.
Plants and extras
If you bought plants, compost or bark for the client, list them on the receipt so it's clear what was labour and what was materials. Keep the garden centre receipt in case they want to see it.
Your records
HMRC expects you to keep records of all business income, including cash. Saving each receipt PDF in a folder for the tax year is a simple way to do it. Sole traders must keep records for at least five years after the 31 January Self Assessment deadline for that year.
Frequently asked questions
Do I need to give receipts for cash?
It isn't always required, but it's good practice and keeps your records accurate.
Can I do one receipt for a month of visits?
Yes. List the visits and hours, with the dates in the notes.
Can I send the receipt to the client's family?
If the client is happy for you to, yes. Download the PDF and send it wherever they ask.