Free download
Cash memo format, free download
Six ready cash memo formats for Excel, Word and PDF. Use them for any sale paid in cash. Each file has a memo number, a date, item lines and a total. The GST version also carries GSTIN, HSN or SAC and the tax split.
- No email address, no signup, no watermark
- The Excel sheets calculate the tax for you
- Works with GST, or plain with the tax rows removed
Free files
Download the cash memo format
Pick Excel if you want the totals worked out for you. Pick Word to type over a layout. Pick PDF to print a stack and fill it in by hand.
What is a cash memo?
A cash memo is the bill a seller hands over when a customer pays in cash. It lists the items, the price of each and the total paid, with a number and a date. A cash memo for a GST-registered seller must also carry the particulars a tax invoice needs.
The term is common across Indian shops. It means a bill for a cash sale. The customer pays at the counter and takes the memo away.
A cash memo is proof of the sale. The buyer uses it for returns and warranty claims. The seller keeps a copy for the books.
This page carries six files. Two are Excel, two are Word and two are PDF. Each pair has a full version and a simple one.
What should a cash memo show?
A cash memo should show the seller's name and address, a memo number, the date, each item with quantity and rate, and the total paid. A GST-registered seller adds the GSTIN, an HSN or SAC code per item, the taxable value and the tax split as CGST and SGST or as IGST.
For a GST-registered seller, a cash memo is a tax invoice. The particulars are set out in Rule 46 of the CGST Rules. Check the rule for the full list.
Goods take an HSN code. Services take a SAC code. A shop that also charges for delivery or repair uses a SAC code on that line.
A seller who is not registered issues a plain memo. Drop the GSTIN line and the tax rows. Keep the rest.
The fields to fill in
- Your business name, address and GSTIN, where registered
- A consecutive memo number
- The memo date
- The buyer's name, or walk-in customer for a counter sale
- An HSN code for goods, or a SAC code for services, on each line
- A description, quantity and rate for each line
- The taxable value of each line
- The tax charged: CGST and SGST together, or IGST on its own
- The total paid, in figures and in words
- A signature of the seller or an authorised person
- Shop
- Sample Hardware Mart, Station Road, Indore
- Shop GSTIN
- 23EEEEE4444E1Z6
- Memo number
- SHM/2026-27/0342
- Memo date
- 14-10-2026
- Buyer
- Walk-in customer
- Place of supply
- Madhya Pradesh (23)
- Payment
- Cash
| Description | HSN | Qty | Rate | Taxable value | GST rate | CGST | SGST | Line total |
|---|---|---|---|---|---|---|---|---|
| Steel hammer, 500 g | 8205 | 2 | 300.00 | 600.00 | 18% | 54.00 | 54.00 | 708.00 |
| Hinge set, pack of 4 | 8302 | 5 | 80.00 | 400.00 | 18% | 36.00 | 36.00 | 472.00 |
| Total taxable value | 1,000.00 | |||||||
| CGST | 90.00 | |||||||
| SGST | 90.00 | |||||||
| Grand total | 1,180.00 | |||||||
Amount in words One thousand one hundred eighty rupees only
An illustration, not a real shop. The walk-in customer carries no GSTIN, which is normal for a counter sale.
Is a cash memo the same as an invoice?
A cash memo and an invoice record the same sale. Cash memo is the everyday name for a bill where the buyer pays on the spot. An invoice is the wider term and also covers sales on credit. For a GST-registered seller, a cash memo must carry tax invoice particulars.
The difference is mostly in how people use the words. A cash memo is paid at once. An invoice is often paid later.
The paper can look the same. What matters is what is on it. A registered seller needs the GST fields either way.
The hub page explains the tax invoice field by field. Use it if you want the full list.
How does an Excel cash memo format work?
An Excel cash memo format is a working sheet, not a picture of one. Type each item as its own line with its HSN code, quantity and rate. The taxable value, the tax and the grand total work themselves out. One cell switches the sheet between an intra-state and an inter-state sale.
Fill in the header block once. Add your shop name, address, GSTIN and state. Save it as your master copy.
From then on each memo is just the item lines. The sheet gives you ten lines. Use one line per item.
The CGST, SGST and IGST columns follow the supply-type cell. The sheet never charges a state split and IGST on the same memo.
Can I use a cash memo without GST?
Yes. A business not registered under GST can issue a plain cash memo with no GSTIN and no tax rows. The same six files work either way. Delete the GSTIN line and the tax columns, keep the memo number, date, items and total, and print it.
Whether you charge GST depends on your registration. It does not depend on how you take payment.
A registered seller charges GST and shows it on the memo. An unregistered seller does not.
Never show a GSTIN without charging tax. Never charge tax without a GSTIN. A buyer cannot rely on either memo.
When should I use a Word or PDF cash memo?
Use the Word or PDF cash memo when the counter has no working till, or a memo needs a line of terms a spreadsheet has no room for. Both carry the same fields as the Excel sheet. Nothing recalculates, so work out the tax and the total by hand.
Word suits a memo with a return note or a payment term. Type over the layout and save each copy.
PDF suits the counter itself. Print a stack and number the pages in advance. Keep them for the day the power is down.
Check that the lines add up to the grand total before you hand the memo over.
When does a paper cash memo stop being enough?
Invoice Saathi is billing software for Indian businesses that raises compliant GST invoices and simple non-GST bills from one app, and works offline when the internet drops. A paper memo cannot enforce a consecutive number across two counters or turn a return into a credit note.
Numbering breaks first. Two counters with two pads can issue the same memo number twice.
A ledger is the second gap. Paper does not know what a regular customer owes. It does not link a return to the original memo.
The billing screen stays as plain as the old pad. The tax split, the numbering and the ledger run in the background.
Free to start, INR 2,500 or INR 5,000 a year.
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Cash memo format questions
What is a cash memo?
Is a cash memo valid for GST?
Can I use this cash memo format without GST?
Does the Excel cash memo calculate GST for me?
How many items fit on one cash memo?
Is this cash memo format free to download?
Fill the memo in instead of ruling it
The app does the tax split, the consecutive numbering and the amount in words, then prints to a counter roll or shares a PDF on WhatsApp.
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