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Key takeaways
- Proof of payment is evidence that a specific payment reached a specific account on a specific date.
- The strongest proof is your own bank statement showing the credit. A payer's confirmation is only a claim until you see the money.
- Fake payment confirmations and edited screenshots are a known fraud. Never release goods against an unverified image.
- Keep proof linked to the invoice number, bank reference and date.
Free PDF and Excel: Proof of payment verification checklist. Get it below
What proof of payment means
Proof of payment is a document or record that shows a payment was made to a named party, for a stated amount, on a stated date.
The side that needs it depends on the question. A payer needs proof to show a supplier that an invoice was settled. A seller needs proof, in the form of its own bank record, before it ships goods or releases a deposit. The danger sits in the gap between the two: a payer's confirmation proves nothing to the receiver until the money arrives.
A seller of machine spares receives an emailed screenshot from a new customer showing a transfer of 9,800. The seller ships the goods. Three days later the money has not arrived. The screenshot was edited from a genuine transfer of 98.
The seller's new rule: release goods only when the credit shows on its own bank account or portal.
How strong is each type
| Evidence | Who holds it | Strength |
|---|---|---|
| Credit on your own bank statement | Receiver | Strongest |
| Bank confirmation sent by the bank, verified with the bank | Both | Strong |
| Payment advice from the paying bank with a reference number | Payer | Medium until you see the funds |
| Remittance advice from the payer | Payer | Medium, it is the payer's statement |
| Screenshot of a banking app | Payer | Weak, easy to edit |
| Cheque image | Payer | Weak until cleared |
Free PDF and Excel
Proof of payment verification checklist
A checklist to test a proof of payment before you ship or close an invoice, with a log of verifications.
- Evidence strength table
- Verification checklist
- Red flag list
- Excel verification log
What a good proof contains
| Field | What goes in it | Why it matters |
|---|---|---|
| Amount and currency | Exact amount. | Fraud often changes a digit. |
| Date and time | When the payment was made or credited. | Shows settlement time. |
| Payer and payee names | Account names. | Should match the contract. |
| Bank reference | Transaction ID or reference. | The receiver checks it against its feed. |
| Purpose | Invoice number or order reference. | Ties payment to the debt. |
| Status | Completed, pending or scheduled. | A scheduled payment is not a paid one. |
Payers should send a remittance advice with the proof, and sellers should issue a payment receipt once the money is in. The invoice versus receipt page explains why they are separate.
Red flags
- The proof arrives only as an image, with no reference.
- A payer is in a hurry for you to ship before funds clear.
- Bank name and layout look slightly different from usual.
- The amount is correct but the date is in the future.
- The payer will not accept a call to verify.
- Funds are visible in your own account.
- Amount, currency and reference match the invoice.
- Payer name matches the customer.
- A receipt is issued and filed.
- Any overpayment or short payment is recorded.
Last checked: 19 October 2026. General payment practice. Confirm account details by phone with a known number before sending money.
Frequently asked questions
What is acceptable proof of payment?
A bank statement showing the credit is the strongest. A bank-issued confirmation with a reference and a remittance advice also help.
Is a screenshot of a transfer proof of payment?
It is weak evidence because it is easy to edit. Wait for the funds before you rely on it.
How can I verify a bank confirmation?
Check the reference on your own bank feed, and if in doubt call the bank on its published number.
How long should proof of payment be kept?
As long as your tax and audit rules require, often several years. Keep it with the invoice.
Does a pending payment count?
No. A pending or scheduled payment has not settled.