--- title: "Issuing and managing payment receipts in Qualy" description: "How receipts are generated, what they show, and how customers download them from the portal." lastModified: "2026-06-16" lang: "en" wordCount: 874 url: https://qualyhq.com/training/payments/payment-receipts --- ## Site navigation - [For schools](/international-education/for-schools.md) — For international education schools - [For agents](/international-education/for-education-agents.md) — For international education agents - [Explore](/training.md) — Watch videos on how to use Qualy - [About](/about.md) — Learn about Qualy's mission and values - [Pricing](/pricing) - [5-min demo](/demo.md) - [Login](https://dashboard.qualyhq.com) # Issuing and managing payment receipts in Qualy > Give customers a clear, downloadable record of what they paid. ## At a glance - **Intended for:** Everyone - **Available in:** All plans - **Reading time:** 3 minutes - **Last updated:** 31st May 2026 ## Quick summary When a payment is paid (in full or in part), Qualy generates a receipt the customer can view and download as a PDF from their portal. The receipt shows the itemised amounts, taxes, total, each transaction with its method and fees, and any amount still due. Receipts carry your branding (or a partner's, when configured). ## Overview A receipt is the customer's proof of what they paid. In Qualy, receipts are **generated automatically** the moment a payment is paid, and customers can download them as a PDF from their portal—no manual step on your side. ## How receipts are created As soon as a payment moves to **paid** (in full or in part), Qualy produces a receipt for it. If a payment is made in several transactions—say a card payment plus a bank transfer—each transaction appears in the receipt's history. ## What the receipt shows - **Itemised list** — each item with its amount (credits show separately) - **Subtotal, taxes and total** - **Transaction history** — for each transaction: the method used, the date, a transaction number, the amount, and a breakdown of fees - **Amount due** — if the payment was only partly paid, the remaining balance is shown - **Status** — paid in full, paid in part, refunded in full, or refunded in part Fees in the transaction breakdown can include any applicable taxes, the processing fees, and any convenience fee you've configured. ### Why the receipt and the bank statement can differ Customers sometimes notice the figure on their **bank statement** isn't an exact match for the receipt. That's normal, and there are two usual reasons: - **Fees.** The receipt itemises each fee (processing, any convenience fee, taxes), so the total reflects the full breakdown rather than a single round number. - **Currency conversion.** If the customer paid in a different currency from yours, their own bank converts at **its** exchange rate and may add an international fee. That happens on the bank's side, outside Qualy, so it won't tie out to the cent. The **name** on the statement is the payment descriptor, which banks often shorten or alter. In every case, the receipt is the precise, itemised record—point customers to it if a statement looks slightly different. ## Downloading a receipt On the receipt page the customer clicks **Download receipt** to get a PDF. They can also download a statement covering all their payments from the portal. Encourage customers to download receipts for their visa, tax or reimbursement paperwork—everything they need is on one page. ## Branding By default receipts carry **your** logo and colours. When a partner is involved and partner branding is enabled, the receipt can show the **partner's** branding instead. See the branding guide to control this. ## Refunds If you refund a payment, the receipt automatically reflects the new state—**refunded in full** or **refunded in part**—so the customer's record always matches reality. ## Frequently asked questions ### When is a receipt generated? Automatically, as soon as a payment is paid—whether in full or in part. The customer can then download it from their portal at any time. ### What does the receipt show? The itemised list with amounts, any taxes, the total, and a transaction history. Each transaction shows the method used, the date, a transaction number and the fees that applied. If only part of the payment was made, the remaining amount due is shown too. ### Can the customer download a PDF? Yes. There's a Download receipt button on the receipt page that produces a PDF. ### What if a payment is refunded? The receipt reflects the refunded state—fully or partially refunded—so the record always matches what actually happened. ### Whose logo appears on the receipt? Your branding by default. When a partner is involved and partner branding is configured, the receipt can show the partner's logo instead. See the branding guide. ### Can I issue a receipt for a payment made outside Qualy? Record the payment using an external payment method; Qualy then has a transaction to issue a receipt against. ### Why is the amount on the receipt different from what my bank actually took? Usually because of fees or a currency conversion. The receipt shows the breakdown for each transaction—the amount, any taxes, the processing fee and any convenience fee—so the total can differ from the headline figure. And if the customer paid in a different currency, their bank converts at its own rate (and may add its own international fee), so the figure on their statement won't match to the cent. The receipt is the accurate record of what was charged and why. ### The customer's bank statement shows a different amount or name—is that a problem? No. The amount can differ slightly when a card or bank adds its own currency-conversion or international fee, which is outside Qualy's control. The name on the statement is the payment descriptor; banks often shorten it or change it. Point the customer to the receipt for the exact, itemised figure. ## Prefer doing this via the Qualy API? Head over to our developer docs for everything you need—endpoints, examples, and simple how-tos. [View API Docs](https://docs.qualyhq.com/docs) ## More on Qualy **Industries** - [For schools](/international-education/for-schools.md) — For international education schools - [For agents](/international-education/for-education-agents.md) — For international education agents **Support** - [Training](/training.md) - [System status](https://qualyhq.statuspage.io/) — Qualy system status - [Product updates](https://changelog.qualyhq.com) — As we work on Qualy, here we spotlight what we’ve learned and updated across our products - [Contact](/contact-us.md) **Product** - [Demo](/demo.md) - [Enterprise](/enterprise.md) - [Testimonials](/testimonials.md) — Learn what some customers have to say about Qualy - [About](/about.md) — Learn about Qualy's mission and values - [Blog](/blog) — International education payments blog by Qualy - [Trust center](/trust.md) - [API](/api.md) — Qualy API for international education payments - [Zapier](/zapier.md) — Connect Qualy to 7,000+ apps with Zapier **Legal** - [General terms](/terms-and-conditions.md) - [Payer terms](/terms-for-payers.md) - [Privacy policy](/privacy-policy.md) - [BECS DDR](/becs-dd-service-agreement.md)