Complete Guide! Benefits, Advantages & Disadvantages of Online Receipts for Your Business

A receipt is an important part of every sales transaction, whether for business or personal needs. Usually, the seller gives the receipt to the buyer as proof of payment.

Traditionally, the most common form is the paper receipt you find in restaurants, minimarkets, or retail stores. But now, there’s a more practical and modern version—the online receipt.

An online receipt is a digital alternative to a paper receipt. Usually, a digital receipt appears as a file that can be accessed anytime.

For example, Jasa Marga’s online toll receipt printing service or Astra Toll’s online receipt feature makes it easier to reprint receipts via the internet.

Features like edit online receipt also allow corrections to be made before printing.

Because it can be accessed without paper, online receipt printing is becoming more popular as an eco-friendly solution. In addition to being practical, digital receipts help businesses become more efficient.

This article will discuss the benefits, advantages, and disadvantages of using online receipts, and which option might be most suitable for your business. Let’s dive in!

What is an Online Receipt?

An online receipt is a digital version of a paper receipt that is sent via email, an app, or available as a file you can access anytime—even with the option to make edits beforehand.

For example, Jasa Marga or Astra Toll now allows reprinting of receipts entirely online.

Benefits of Using Online Receipts

Online receipts are not just a paper replacement—they offer real benefits for both businesses and customers:

1. Support Remote Transactions

Online receipts make remote transactions easier without manual printing. You can access proof of payment anytime, anywhere—perfect for today’s digital era.

2. Saves Time & Easy to Store

Payments are faster since there’s no need to print physical receipts. They won’t get lost because they’re stored in the customer’s email or account, and can be retrieved anytime without hassle.

3. Improve Customer Communication

Online receipts open opportunities to build a customer database via email or phone number, which can be used for promotions or to maintain relationships with customers.

4. Helps Financial Planning

Storing receipts digitally makes it easier to track daily or monthly expenses, helping you manage your budget more efficiently without piles of paper.

5. Eco-Friendly

Using online receipts helps reduce paper waste. Millions of trees and gallons of water are used to produce receipt paper—switching to digital helps reduce environmental impact.

6. Reduces Operational Costs

For businesses, online receipts eliminate the need for thermal paper, ink, or regular printer maintenance—helping cut daily expenses.

7. Effective Marketing Tool

You can easily include promotions, product recommendations, or social media links in an online receipt.

8. Better Storage & Tracking

Stored automatically in the cloud or email, they’re easy to find and won’t fade like paper receipts.

Advantages of Online Receipt

Aside from being practical, online receipt printing also brings various benefits to support operational efficiency and improve the customer experience. Here are some of the main advantages:

1. Faster Transaction

Online receipts speed up the payment process. Customers don’t have to wait for the receipt to print like they would with traditional POS machines. 

Receipts can be sent via email or accessed through smartphones instantly, allowing cashiers to serve more customers in less time.

2. Integrated with Sales Data

They are usually linked directly to the sales system and digital reports, allowing automatic tracking and report generation without manual input.

3. Enhances Brand Image

Using online receipts gives your business a modern and professional impression, increasing customer trust.

4. Supports Product Promotion

You can insert product recommendations or special offers directly into the receipt or in follow-up emails—opening opportunities for repeat sales.

Read more: Payment Link: Definition, How It Works, and Practical Examples for Business

Disadvantages of Using Online Receipts

Source: freepik.com

Despite their many advantages, online receipts also come with a few challenges. Here are some drawbacks you should be aware of:

1. Dependent on a Stable Internet Connection

Online receipts require a good internet connection. Network issues can delay or fail to send receipts, impacting customer experience.

2.Not All Customers Are Used to Digital Receipts

Some customers still trust paper receipts more, especially those less familiar with digital technology.

3. Requires Collecting & Storing Customer Data

Businesses need to collect phone numbers or emails to send receipts, which can add time to transactions and requires secure data management.

4. Requires Regular Maintenance

The system or app used for online receipts needs regular updates and maintenance to prevent errors during transactions.

5. Risk of Spam or Data Misuse

If not managed properly, digital receipts can become a spam channel or, worse, lead to customer data falling into the wrong hands.

Online vs. Paper Receipts: Which One is Better for Your Business?

Choosing between online and paper receipts isn’t just about following trends, it’s about understanding what your business and your customers truly need.

Each type of receipt has its strengths, depending on your business model, target market, and operational readiness. That’s why it’s essential to assess your business conditions before deciding.

Both have their own advantages. Choose the one that aligns best with your business model and customer preferences.

Read more: What is A Point of Sales (POS) and Its Benefits for Culinary Business

FAQ – Online Receipts

1. What is an online receipt?

An online receipt is a digital version of a paper receipt sent via email, app, or stored in the cloud. It serves as proof of payment that can be accessed anytime without the need for physical paper.

2. How can a business create online receipts?

Businesses can create online receipts by using a digital POS or cloud-based cashier system. The system automatically sends the receipt to the customer’s email or WhatsApp after the transaction.

3. Are online receipts legally valid as proof of payment?

Yes, online receipts are recognized as valid proof of payment as long as they include complete transaction details such as business name, date, item/service description, price, and total amount.

4. What are the advantages of online receipts compared to paper receipts?

Advantages include lower operational costs, being eco-friendly, easy to store, accessible anytime, and usable as a promotional tool.

5. Do all customers accept online receipts?

Not all customers are used to digital receipts, especially those unfamiliar with email or WhatsApp. Therefore, some businesses offer both paper and online receipts as options.

6. Is it safe to send online receipts to customers?

Yes, as long as customer data is properly stored and managed, and receipts are sent through official, encrypted channels.

7. Can online receipts be used for returns or warranties?

Yes. As long as the receipt contains complete transaction information, customers can use it to make return or warranty claims just like a paper receipt.

Conclusion

An online receipt is more than just proof of purchase—it reflects modernity, operational efficiency, and sustainability. However, it’s important to consider technical readiness and customer habits before switching.

If you want an integrated way to manage receipts, promotions, and customer data, ESB POS is the solution. With features like digital receipt printing, table management, and GrabFood/GoFood integration, it makes operations smoother and more professional.

Contact the ESB team today to find the best online receipt solution for your business!