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GST invoice format in Excel, free download
Two ready GST invoice formats for Excel, plus the same tax invoice in Word and PDF. Every field the CGST Rules ask a tax invoice to carry is already on the sheet, and the tax under each head is a formula rather than something you work out on a calculator.
- No email address, no signup, no watermark
- The tax columns fill themselves from the supply type
- Fits an A4 page, and exports to PDF from Excel
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Download the GST invoice format in Excel
The two workbooks are what this page is for. The Word and PDF cards under them are the same tax invoice in a format that does not calculate, for a bill you would rather type over or write out by hand.
What is a GST invoice format in Excel
A GST invoice format in Excel is a spreadsheet laid out as a tax invoice, with the mandatory fields already in place and the tax written as formulas. You type the buyer, the item lines and the rate, and the sheet works out the taxable value, the CGST, SGST or IGST, and the grand total.
Two things have to be true before a spreadsheet is a GST invoice format rather than a pretty table. It has to carry the particulars Rule 46 of the CGST Rules asks a tax invoice to show, and it has to get the arithmetic right every time, including on the day you are billing with one hand and taking a delivery with the other.
The files here do both. The header block holds the supplier and buyer identity, the invoice number and date and the place of supply. The item table holds the description, the HSN or SAC code, the quantity, the rate and the tax rate. Under the table sit the taxable value, the tax under each head, a round off and the grand total, all of them formulas rather than typed numbers.
Which cells do you fill in, and which ones calculate
You fill in three blocks by hand: your own business details once, then the buyer block and the item lines for each bill. Everything below the item table calculates. The taxable value, the tax under each head, the round off and the grand total are formulas, so they move the moment a quantity changes.
Fill your own details in once and save that file as your master copy before you bill anyone with it. Business name, address, GSTIN and state do not change from bill to bill, and retyping them is how a digit goes missing from a GSTIN on a Tuesday evening.
From then on a bill is three edits. The buyer block, the invoice number and date, and the item lines. Save each bill under its own invoice number in a folder for the financial year, rather than editing the same file over and over, or last week is gone the first time you overwrite it.
The one cell the sheet cannot fill for you is the amount in words. Spelling a number out in a spreadsheet needs a macro, and a template that asks you to enable macros before it works is a template most people are right to refuse. So it is a blank you type, and it is worth reading back against the grand total before you print.
Typed by you, or worked out by the sheet
- Business name, address, GSTIN and state: typed once into your master copy
- Buyer name, address and GSTIN where they are registered: typed on each bill
- Invoice number and invoice date: typed, and the numbering is yours to keep in order
- Place of supply: typed, as the state name and its code
- Description, HSN or SAC, quantity, rate and GST rate on each line: typed
- Taxable value on each line: quantity times rate, calculated
- CGST, SGST and IGST on each line: calculated from the rate and the supply type
- Totals, round off and grand total: calculated
- Amount in words: typed, because a formula cannot spell a number without a macro
How the sheet chooses between CGST plus SGST and IGST
One cell near the top of the sheet holds the supply type. Set it to intra-state and every line puts half the rate in the CGST column and half in the SGST column. Set it to inter-state and the whole rate lands in the IGST column instead. The two can never both fill.
The rule behind the cell is the place of supply. When the place of supply is in the same state as your registered place of business, the tax is charged as CGST plus SGST. When it is in another state or union territory, it is charged as IGST at the full rate. Your customer pays the same money either way, so the split is not about them; it is about which government collects it.
Union territories are the case worth knowing before you set the cell. A union territory without its own legislature levies UTGST in place of SGST. Delhi, Puducherry and Jammu and Kashmir all have legislatures and levy SGST like any state, so a Delhi seller billing a Delhi buyer charges CGST plus SGST.
The other thing the sheet protects you from is a bill with all three filled in. That happens easily on a hand-typed invoice, when somebody copies an earlier inter-state bill for a local customer and edits the wrong rows. On the sheet it cannot happen, because one cell drives both columns and they read from the same test.
- Supplier
- Sample Hardware and Paints, Trichy Road, Coimbatore
- Supplier GSTIN
- 33AAAAA0000A1Z5
- Invoice number
- INV/2026-27/0311
- Invoice date
- 29-08-2026
- Buyer
- Sample Builders, Salem
- Buyer GSTIN
- 33DDDDD3333D1Z2
- Place of supply
- Tamil Nadu (33)
- Reverse charge
- No
| Description | HSN | Qty | Rate | Taxable value | GST rate | CGST | SGST | Line total |
|---|---|---|---|---|---|---|---|---|
| Wall paint, 20 litre pack | 3209 | 3 | 4,250.00 | 12,750.00 | 18% | 1,147.50 | 1,147.50 | 15,045.00 |
| Paint brush set | 9603 | 12 | 165.00 | 1,980.00 | 12% | 118.80 | 118.80 | 2,217.60 |
| Total taxable value | 14,730.00 | |||||||
| CGST | 1,266.30 | |||||||
| SGST | 1,266.30 | |||||||
| Round off | 0.40 | |||||||
| Grand total | 17,263.00 | |||||||
Amount in words Seventeen thousand two hundred sixty three rupees only
An illustration, not a real business. Both parties are in Tamil Nadu, so each line splits in half between CGST and SGST at its own rate: 9% each on the paint and 6% each on the brushes. The tax comes to 2,532.60, so the exact total is 17,262.60, and the round off line carries the 40 paise up to a whole rupee rather than hiding it.
Where HSN or SAC and the place of supply go
HSN for goods, or SAC for services, sits in its own column on every item line, because the code belongs to the item and not to the bill. The place of supply sits once in the header block, with the state name and its two-digit code, since one invoice has one place of supply.
Those two fields are the ones most often left blank on a homemade GST invoice, and they are the two that cost your buyer something when they are missing. A business customer reconciling a return against your bill needs the place of supply to match, and needs the codes to be there at all. A bill that leaves both out is a bill you will be asked to reissue, usually a quarter later and usually by someone impatient.
HSN is a column rather than a header field for a reason that shows up the first time you bill mixed goods. Paint and brushes are not the same code, and a single code typed at the top of the invoice would be wrong on one of the two lines. The sheet gives every line its own cell, and the simple workbook does too, even though it shares one tax rate across the bill.
The place of supply goes the other way. It is a property of the supply, not of the item, so it appears once, in the header, and the supply-type cell reads from it. Write the state name in full and its code next to it, the way it appears on a GSTIN, so nobody has to guess which of two similarly named states you meant.
Full sheet or simple sheet: which one to download
Take the full sheet when one bill can carry goods at more than one GST rate, since it holds a rate column on each of its ten lines. Take the simple sheet when your counter sells at a single rate all day: five lines, one rate cell, and the whole bill on one printed page.
Neither sheet drops anything the rules ask for. The simple one is a shorter tax invoice, not a lighter one, and it still carries the GSTIN of both parties, the codes, the place of supply, the taxable value and the tax split. What it drops is a rate column that would hold the same number on every line, which is a column that only ever creates work.
If you are unsure, start with the simple sheet and move up when a bill first needs two rates on it. Going that direction is a download; going the other direction, after three months of bills in a format that cannot hold what you sell, is a rebuild.
One case where neither file is the right starting point: if you are not registered under GST, you must not charge GST and must not show a GSTIN, so a tax invoice is the wrong document entirely. Take a plain invoice format instead and keep your numbering series clean from the start, in case you register later.
Pick by what you sell
- One rate all day, five lines is plenty: the simple sheet
- Mixed goods at different rates on one bill: the full sheet
- Long item descriptions, or terms you want to add under the table: the Word file
- Bills written by hand at the counter: the printable PDF
- Not registered under GST: none of these as they are, use a plain invoice format
When the Excel GST invoice format stops keeping up
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 spreadsheet cannot keep one consecutive number series across two billing devices, or credit a return back against the original invoice.
Numbering is what usually breaks first, and it breaks quietly. A GST invoice number has to run consecutively within its series for the financial year, and a folder of copied workbooks has no way to enforce that. One person billing on a counter PC and another on a phone is all it takes to issue the same number twice, and once that has happened the two bills are no longer distinguishable by the only key they carry.
Returns are the second thing. A refund on a GST invoice is a credit note, not an edit to the bill, and a credit note has to carry its own serial, the original invoice number and date on its face, and the tax treatment that invoice was raised under. Rebuilding that by hand from a saved spreadsheet, months later, is how a return ends up credited at the wrong rate.
The third is simply what a party owes you. A sheet is a record of one bill. It knows nothing about the four before it, so the answer to "how much is pending from them" lives in your head or in a second file that disagrees with the first.
The billing screen itself stays as plain as the spreadsheet: items and a total. The tax settings are entered once in Setup, and the breakup appears on the printed bill.
Free to start, Rs 2,500 or Rs 5,000 a year.
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GST invoice format in Excel questions
What is a GST invoice format in Excel?
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Does the sheet work out CGST and SGST automatically?
What if one bill has items at two different GST rates?
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Let the invoice number itself
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. Keep the sheet for the bills it suits.
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