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GST Bill Format, free download
Six ready GST bill formats for Excel, Word and PDF. Every file already carries the fields a tax invoice has to show: GSTIN for both parties, HSN or SAC, place of supply, taxable value and the CGST, SGST or IGST split.
- No email address, no signup, no watermark
- The Excel sheets calculate the tax for you
- Print on A4 or save as a PDF and send it
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Download the GST bill format
Every file opens in the app it is named for. The Excel sheets carry live formulas, so a changed quantity or rate recalculates the taxable value, the tax and the grand total.
What every GST bill must contain
A GST bill must show your business name, address and GSTIN, a consecutive invoice number and its date, the buyer name and their GSTIN where they are registered, the HSN or SAC code, description, quantity and rate of each item, the taxable value, the place of supply, and the tax charged as CGST and SGST or as IGST.
The particulars a tax invoice has to carry are set out in Rule 46 of the CGST Rules. They are not a matter of style. A bill missing the place of supply, or missing the buyer GSTIN on a business-to-business sale, is a bill your customer may not be able to claim input tax credit against, and that is the phone call you get a quarter later.
Each format on this page lays the same fields out in the same order, so whichever one you pick, you are filling in a bill that is complete. The only thing that changes between them is how much of the arithmetic the file does for you.
The fields to fill in
- Your business name, address and GSTIN
- A consecutive invoice number, unique within the financial year
- The date the invoice is issued
- The buyer name and address, plus their GSTIN when they are registered
- The HSN code for goods, or the SAC code for services, on each line
- A description, quantity and unit for each line
- The rate per unit and the taxable value of each line
- Any discount you are showing on the invoice, applied before tax
- The place of supply, with the state name and its two-digit code
- The tax charged: CGST and SGST together, or IGST on its own, each with its rate and amount
- Cess, on the goods that attract it
- Whether the tax is payable on reverse charge
- A signature, or a digital signature, of the supplier or an authorised person
- Supplier
- Sample Handloom Traders, Shop 4, Market Road, Pune
- Supplier GSTIN
- 27AAAAA0000A1Z5
- Invoice number
- INV/2026-27/0142
- Invoice date
- 27-08-2026
- Buyer
- Sample Retail Stores, Nashik
- Buyer GSTIN
- 27BBBBB1111B1Z9
- Place of supply
- Maharashtra (27)
- Reverse charge
- No
| Description | HSN | Qty | Rate | Taxable value | GST rate | CGST | SGST | Line total |
|---|---|---|---|---|---|---|---|---|
| Cotton bath towel | 6302 | 10 | 250.00 | 2,500.00 | 5% | 62.50 | 62.50 | 2,625.00 |
| Cotton bed sheet | 6304 | 4 | 700.00 | 2,800.00 | 5% | 70.00 | 70.00 | 2,940.00 |
| Total taxable value | 5,300.00 | |||||||
| CGST 2.5% | 132.50 | |||||||
| SGST 2.5% | 132.50 | |||||||
| Grand total | 5,565.00 | |||||||
Amount in words Five thousand five hundred sixty five rupees only
An illustration, not a real business. Both parties are in Maharashtra, so the 5% GST splits into CGST 2.5% and SGST 2.5% rather than becoming IGST.
GST bill format in Excel
The Excel GST bill format is a working sheet, not a picture of one. Type a quantity and a rate and the taxable value, the tax and the grand total recalculate. One cell at the top sets whether the supply is intra-state or inter-state, and the tax moves between the CGST plus SGST columns and the IGST column.
Open the file, fill in the header block once with your business name, address, GSTIN and state, and save it as your own master copy. From then on each bill is the buyer block, the invoice number, the date and the item lines.
The item table gives you ten lines. Each carries a description, an HSN or SAC code, a quantity, a rate and a GST rate. The taxable value is quantity times rate, rounded to the paisa. The CGST, SGST and IGST columns are driven off the supply-type cell, so you never have to remember which pair applies, and you can never charge both at once.
Under the table sit the totals: taxable value, the tax under each head, a round-off line and the grand total. The amount in words is a blank you type, because a spreadsheet cannot spell a number without a macro, and a template that asks you to enable macros is a template most people will not open.
To send it, use the print or export option in Excel and choose PDF. The sheet is already set to fit an A4 page, so nothing spills onto a second sheet.
GST bill format in Word
Use the Word GST bill format when you want to type over a layout rather than work in a grid. It carries the same header block, item table and tax summary as the Excel sheet, but nothing recalculates, so the taxable value, the tax and the total are yours to work out and fill in.
Word suits a bill you raise occasionally rather than daily: a one-off supply, a bill with a long description, or one where you want to add payment terms and a bank line under the table. Everything in the document is editable text, so you can paste a logo into the header and change the wording without fighting a locked cell.
The trade-off is arithmetic. Because the tax is not calculated for you, check two things before you print: that the taxable value on each line really is quantity times rate, and that the tax you have written under CGST and SGST adds up to the rate you charged. Half a rate under each head is easy to fat-finger at the end of a day.
If the same bill goes out every week, the Excel sheet or the app will cost you fewer corrections than the Word file will.
Simple GST bill format for small shops
The simple GST bill format keeps every field the rules ask for and drops everything else. One GST rate for the whole bill instead of a rate per line, five item lines instead of ten, and a single page you can print on A4 or cut in half. It suits a counter that sells at one rate all day.
A kirana shop, a stationery counter or a tailor usually sells at a single GST rate. Carrying a per-line rate column on that bill is a column that is always the same number and one more place to make a mistake. The simple format moves the rate to one cell under the table and applies it to the whole taxable value.
What it does not drop is anything mandatory. Your GSTIN, the buyer details, the HSN or SAC code, the place of supply, the taxable value and the tax split are all still on it. It is a shorter tax invoice, not a lighter one.
If you are not registered under GST, none of these files is the right one to use as is. An unregistered seller must not charge GST and must not show a GSTIN, so delete the tax rows and the GSTIN line, or start from a plain bill instead. Charging tax you are not registered to collect is the one mistake on this page that is worth real money.
CGST, SGST or IGST: which one applies
It depends on the place of supply. When the place of supply is in the same state as your registered place of business, the tax splits in half and you charge CGST and SGST. When it is in another state or union territory, you charge IGST instead, at the full rate. The total tax is the same either way.
A 12% supply inside your own state is CGST 6% plus SGST 6%. The same supply to a buyer in another state is IGST 12%. The customer pays the same amount; what changes is which government it is collected for, and that is why the place of supply is a mandatory field rather than a nicety.
For goods, the place of supply is generally where the movement of the goods ends for delivery to the buyer. For services it is generally the location of the recipient where they are registered, with specific rules for particular services such as immovable property and events. If a supply falls into one of those specific rules, check it before you set the field, because it is the field the whole split hangs on.
Union territories are the case worth knowing. In a union territory without its own legislature, the state half of the tax is UTGST rather than SGST. Delhi, Puducherry and Jammu and Kashmir all have legislatures and levy SGST like any state, so a bill to Delhi from a Delhi seller is CGST plus SGST, not UTGST.
Whichever applies, never show both. A bill with CGST, SGST and IGST all filled in is a bill someone will have to reissue.
GST invoice format and GST bill format: the same document
A GST invoice format and a GST bill format are the same document under two names. The statutory term is tax invoice, and Rule 46 sets what it must carry. Shops usually say bill and accountants usually say invoice, so both phrases describe the files on this page and either search will land you here.
The wording changes with who is speaking. A customer at a counter asks for a bill, a purchase department asks for an invoice, and the CGST Rules call it a tax invoice. None of that changes the fields. If a document carries your GSTIN, the buyer details, the item lines with HSN or SAC, the taxable value, the place of supply and the tax split, it is a tax invoice whatever the heading on it says.
What does change the document is whether tax is being charged at all. A registered business supplying exempt goods, or one paying tax under the composition scheme, issues a bill of supply rather than a tax invoice, and a bill of supply shows no tax and no tax split. An unregistered business issues a plain bill with no GSTIN on it. Those are different documents, not different names for this one.
So pick the file by what you need it to do, not by what the search called it. If you want the arithmetic done for you, take an Excel file. If you want to type over a layout and add your own terms, take the Word file. If you want to write bills by hand, print the PDF.
Make it automatically instead
A template is a good start and a poor system. It cannot number your bills consecutively, remember what a customer owes you, or turn a return into a credit note. Invoice Saathi does the tax, the numbering and the amount in words, then prints the bill or sends it on WhatsApp.
The point at which a sheet stops working is usually the numbering. GST invoice numbers have to run consecutively within a series for the financial year, and a folder of copied spreadsheets does not enforce that. Two people billing at once, or one person billing on a phone and a counter PC, is all it takes to issue the same number twice.
After that it is the ledger. A template knows nothing about what a party already owes you, and nothing about the bill you raised last month that a return now has to be credited against. A credit note has to carry the original invoice number and date on its face and inherit its tax treatment, which is not something you want to reconstruct by hand from a saved file.
The billing screen itself stays as plain as the template: items and a total. The tax configuration is entered once in Setup and the breakup appears on the printed bill.
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GST bill format questions
What is a GST bill format?
How do I make a GST bill in Excel?
Is GST mandatory on every bill?
What is CGST and SGST?
Can I use a GST bill format if I am not registered?
Is a GST invoice format the same as a GST bill format?
How many copies of a GST invoice do I have to issue?
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Fill the bill in instead of formatting it
The app does the tax split, the consecutive numbering and the amount in words, and prints to a counter roll or shares a PDF on WhatsApp.
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