Receipt vs Invoice vs Tax Invoice in Singapore: What to Issue

Receipt vs invoice vs tax invoice: the short definitions

The three words get used loosely, but they do different jobs. The table sums up who issues each one and why, based on IRAS guidance on invoicing customers.

A quotation is none of these. It is an offer, not a bill, so it has no tax effect until you invoice. Many small businesses also send a "pro forma invoice" before a deposit; treat it as a quote and issue the real invoice or receipt when the sale happens.

If you are not GST-registered: invoices and receipts without GST

Most new and small businesses in Singapore are not GST-registered. In that case there is no prescribed legal format for your invoices or receipts, but they still need to be accurate records, because IRAS expects you to keep source documents that explain your income.

A sensible invoice shows your business name and UEN, an invoice number, the date, the customer's name, what you supplied, the amount due, payment terms and how to pay (PayNow UEN, bank transfer or a payment link). A receipt shows the date, your business name, what was paid for, the amount and how it was paid.

A common trap is an invoice template from accounting software or an overseas parent company that adds a "Tax" or "VAT" column by default. Check your template before the first invoice goes out. If your sales are growing, our guide to the GST registration threshold for online sellers explains when registration becomes compulsory.

If you are GST-registered: when a tax invoice is required

Once registered, the customer decides the document. IRAS says a tax invoice must be issued when your customer is GST-registered, generally within 30 days from the time of supply, because they need it to claim input tax. You do not need to issue one for zero-rated, exempt or deemed supplies, or to customers who are not GST-registered.

For consumers, a receipt is enough. IRAS lists four details for a receipt from a GST-registered business: the date, your business name and GST registration number, the total payable including GST, and the words "Price payable includes GST". Receipts must be serially numbered and you keep a duplicate.

You can choose not to issue receipts at all without asking IRAS, provided every sale is properly recorded (for example in a POS or accounting system). Two exceptions apply: you must still issue a receipt if a customer asks for one, and you must still issue tax invoices to GST-registered customers.

1. 1

   Is the customer GST-registered?

   If yes and the sale is standard-rated, issue a tax invoice within 30 days. If you cannot tell, IRAS allows you to issue tax invoices to everyone.

2. 2

   Is the total including GST S$1,000 or less?

   Then a simplified tax invoice is enough: your name, address and GST number, date, invoice number, description, total including GST and a line such as "price payable includes GST".

3. 3

   Is the customer a consumer?

   Issue a serially numbered receipt with your GST number and the words "Price payable includes GST", or a tax invoice if that is simpler for your system.

4. 4

   Did something change after invoicing?

   For refunds, returns or mistakes, issue a credit note that refers to the original tax invoice number and date. Do not edit or delete the original.

The full list of fields for a tax invoice, rounding rules and credit note details are in our separate guide to GST tax invoice requirements in Singapore.

Simplified tax invoice: the S$1,000 rule

A simplified tax invoice is a shortened tax invoice. IRAS allows it when the total amount payable, including GST, does not exceed S$1,000. It does not need the customer's name and address or a separate GST amount, which makes it practical for retail counters, cafes and small online orders.

It needs your business name, address and GST registration number, the date, an identifying number, a description of the goods or services, the total including GST, and a statement like "price payable includes GST". A sales voucher can double as a simplified tax invoice if it carries all of these.

Above S$1,000, a GST-registered customer needs a full tax invoice. Most POS and e-commerce platforms can print or email a document that meets the simplified format, but only if your GST number and wording are set up correctly in the settings.

E-receipts, PDF invoices and InvoiceNow

Electronic documents are fine. IRAS says you may receive receipts in paper or electronic form, and its record keeping guide for GST-registered businesses says you do not need IRAS approval to keep records electronically, as long as you have controls that keep them complete, accurate and retrievable.

If you email electronic tax invoices, IRAS adds some conditions: they must contain all the required details, be protected from tampering, be stored in readable form, and you should not also send a paper copy of the same tax invoice (to prevent double claims).

• Emailed PDF invoices are electronic invoices, but IRAS does not count them as e-invoicing because the customer still retypes the data.
• InvoiceNow (Peppol) sends the invoice as structured data straight into the customer's accounting software. IRAS accepts these as valid tax invoices even without the words "Tax Invoice", if all other required details are present.
• GST-registered businesses will have to send invoice data to IRAS through InvoiceNow in phases from 1 April 2028 to 1 April 2031; new voluntary registrants already must. See our InvoiceNow and Peppol setup guide.

For service businesses that bill by PDF and collect by PayNow, a payment link on each invoice cuts chasing. Our guide to payment links, PayNow and invoices covers the options.

How long to keep receipts and invoices

IRAS says GST records must be kept for at least 5 years from the end of the accounting period, and companies must keep source documents such as receipts, invoices and vouchers for at least 5 years from the relevant Year of Assessment (IRAS record keeping requirements). Physical or electronic copies are both acceptable.

If you switch accounting software, IRAS says you do not need to migrate old transactions, but you must keep the old records retrievable for the full 5 years. Export them before you cancel the subscription.

Do it yourself or get help?

Most of this is a one-time template job. In Xero, QuickBooks or your POS, set your business details, add or remove the GST number, choose the right document title, and turn on serial numbering. Test by issuing one invoice and one receipt to yourself and comparing them with the IRAS lists above.

If your invoices, payments and accounting live in separate tools and you are reconciling by hand, our Xero / QuickBooks Integration (S$390) sets up compliant templates and connects your payment platform so invoices, receipts and payouts match. If you also need card or PayNow collection on invoices, Online Payment Setup (S$290) adds it. This page is general information, not tax advice; check your own situation with IRAS or your accountant.