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GST invoice format in Word, free download
Two ready GST invoice formats for Word, plus the same tax invoice as a spreadsheet and as a printable PDF. Every field the CGST Rules ask a tax invoice to carry is already on the document, and every word on it is yours to edit.
- No email address, no signup, no watermark
- Every field a tax invoice has to carry, already laid out
- Editable wording, and it exports to PDF from Word
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Download the GST invoice format in Word
The two documents are what this page is for. The Excel and PDF cards under them are the same tax invoice in a format that calculates, and one that is ruled and ready to write on by hand.
What is a GST invoice format in Word
A GST invoice format in Word is a tax invoice laid out as an editable document. The GSTIN block, the item table with its HSN column, the place of supply and the tax rows are already in place. Nothing recalculates, so every figure on it is one you type.
A Word file and a tax invoice are two different kinds of thing, and this page is about the second one. Both documents here are laid out to carry the particulars Rule 46 of the CGST Rules asks a tax invoice to show, in the order a buyer reads them: the two identities at the top, the item table in the middle, the tax under it and the signature block at the foot.
What makes them documents rather than spreadsheets is that every part of them is editable text. The heading, the column labels, the terms under the table and the signature line are all yours to change, and there is no formula to break by typing in the wrong place.
That freedom is also the catch. A spreadsheet defends its arithmetic and resists your wording. A document does the opposite, and it will happily print a tax total that does not match the lines above it, or a bill with CGST, SGST and IGST all filled in at once. So the sections below spend as much time on what to check as on what to fill.
Which fields make the document a tax invoice
Both documents carry the particulars Rule 46 of the CGST Rules asks for: your name, address and GSTIN, a consecutive invoice number and its date, the buyer details with their GSTIN where registered, an HSN or SAC code and description per line, the quantity, rate and taxable value, the place of supply, and the tax charged.
Two blocks do the identifying work. Yours holds your business name, address and GSTIN, and it never changes from bill to bill, so it is worth typing once and keeping. The buyer block holds their name, address and GSTIN where they are registered, and on a sale to another business that GSTIN is the field their side needs in order to claim input tax credit against your bill.
The full document gives you ten item lines with a GST rate cell on each of them, so one bill can carry goods taxed at two different rates and still tie. The simple document gives you five lines and one rate for the whole bill, which is the right shape for a counter that sells at a single rate all day.
The two fields most often missing from a bill somebody typed themselves are also the two easiest to put back. HSN or SAC belongs on each line. The place of supply belongs once in the header. Leave either of them out and you have a bill your customer may ask you to raise again, usually months later and usually in a hurry.
The fields to fill in
- Your business name, address and GSTIN, in the header block
- A consecutive invoice number, unique within the financial year, and the date
- The buyer name and address, plus their GSTIN when they are registered
- The place of supply, with the state name and its two-digit code
- Whether the tax is payable on reverse charge
- A description, HSN or SAC code, quantity, unit and rate on each line
- The taxable value of each line, worked out as quantity times rate
- Any discount you are showing on the invoice, applied before the tax
- CGST and SGST together, or IGST on its own, each with its rate and amount
- Cess, on the goods that attract it
- The round off and the grand total
- The amount in words, read back against the grand total
- A signature, or a digital signature, of the supplier or an authorised person
- Supplier
- Sample Steel and Bags, GIDC Road, Rajkot
- Supplier GSTIN
- 24AAAAA0000A1Z5
- Invoice number
- INV/2026-27/0064
- Invoice date
- 08-09-2026
- Buyer
- Sample Gift House, Thane
- Buyer GSTIN
- 27EEEEE4444E1Z1
- Place of supply
- Maharashtra (27)
- Reverse charge
- No
| Description | HSN | Qty | Rate | Taxable value | GST rate | IGST | Line total |
|---|---|---|---|---|---|---|---|
| Stainless steel water bottle | 9617 | 24 | 340.00 | 8,160.00 | 18% | 1,468.80 | 9,628.80 |
| Cotton carry bag, printed | 4202 | 50 | 96.00 | 4,800.00 | 12% | 576.00 | 5,376.00 |
| Total taxable value | 12,960.00 | ||||||
| IGST | 2,044.80 | ||||||
| Round off | 0.20 | ||||||
| Grand total | 15,005.00 | ||||||
Amount in words Fifteen thousand five rupees only
An illustration, not a real business. The seller is in Gujarat and the place of supply is Maharashtra, so the whole rate goes under IGST on each line and the CGST and SGST rows are deleted rather than left blank. The tax comes to 2,044.80, so the exact total is 15,004.80 and the round off line carries the 20 paise up to a whole rupee. In Word you write every one of those figures in yourself.
How do you fill in the GST invoice format in Word
Type your own business name, address, GSTIN and state into the header once and save that as a master copy. For each bill take a fresh copy, fill in the buyer, the number, the date and the item lines, then work out the taxable value and the tax yourself.
Doing your own header once is the step people skip, and it is the step that saves the most time. Type the name, address, GSTIN and state, paste your logo into the space above them, then save that file as your master copy and never bill from it directly.
From then on each bill is a fresh copy of the master, saved under its own invoice number in a folder for the financial year. A shop that edits one document over and over has exactly one bill on record, and it is always the most recent one.
The part with no shortcut is the arithmetic. Multiply the quantity by the rate on every line, add the lines up for the taxable value, apply the rate to it under the right pair of heads, then carry the paise to a whole rupee on the round off line. If that is a step too many at the end of a day, the same tax invoice is on this page as a spreadsheet that does all of it as you type.
The order to fill it in
- Open the downloaded document and type your name, address, GSTIN and state
- Insert your logo in the header space above the name
- Save that file as your master copy, then close it
- For each bill, open the master and save a fresh copy under the invoice number
- Fill in the buyer name, address and GSTIN where they are registered
- Write the invoice number and the date, keeping the numbers running in order
- Set the place of supply, with the state name and its code
- Add each line: description, HSN or SAC, quantity, rate and GST rate
- Work out the taxable value on each line, then the total under the table
- Fill either the CGST and SGST rows or the IGST row, and delete the other
- Add the round off and the grand total, then type the amount in words
- Delete the item rows you did not use, then save as PDF and send it
How do you decide between CGST plus SGST and IGST
The place of supply decides it. When the place of supply is in the same state as your registered place of business, charge CGST and SGST at half the rate each. When it is in another state or union territory, charge IGST at the full rate and leave the other two rows empty.
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%. Your customer pays the same money either way, so the split is not about them. It is about which government collects it, 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 your supply falls under one of those, check it before you set the field, because the whole split hangs on it.
Union territories are the case worth knowing. 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.
On a spreadsheet one cell drives both sets of columns and they can never both fill. A document offers no such protection: the tax rows are ordinary text, and a bill copied from an earlier inter-state one and edited in a hurry is exactly how all three end up carrying numbers. Delete the pair you are not using rather than leaving them blank.
Where do HSN or SAC and the place of supply go
HSN for goods, or SAC for services, belongs in its own column on every item line, because the code describes the item and not the bill. The place of supply belongs 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 off a bill somebody typed themselves, and they are the two that cost your buyer something when they are missing. A business customer reconciling their return against your invoice needs the place of supply to match, and needs the codes to be there at all.
HSN is a column rather than a header field for a reason that shows up the first time you bill mixed goods. Steel bottles and cotton bags are not the same code, and one code typed at the top of the invoice would be wrong on one of the two lines. Both documents give every line its own cell, including the simple one, which shares a single tax rate across the bill but never a single code.
The place of supply goes the other way, because it is a property of the supply and not of the item. Write the state name in full with its code beside it, the way the code appears at the front of a GSTIN, so nobody reading the bill has to guess which of two similarly named states you meant.
Full document or simple document: which one to download
Take the full document when one bill can carry goods at more than one GST rate, since it holds a rate cell on each of its ten lines. Take the simple document when your counter sells at a single rate: five lines, one rate, and the tax invoice on one printed page.
Neither document drops anything the rules ask for. The simple one is a shorter tax invoice, not a lighter one: the GSTIN of both parties, the codes, the place of supply, the taxable value and the tax split are all still on it. 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 not sure, start with the simple document and move up the first time a bill needs two rates on it. Going that way is a download. Going the other way, after three months of bills in a shape that cannot hold what you sell, is a rebuild.
Pick by the bill you are raising
- One rate all day, five lines is plenty: the simple document
- Mixed goods at two rates on one bill: the full document
- Long descriptions, or terms and a bank line under the table: either document
- Bills going out every few days: the Excel workbook, or the app
- Bills written out by hand at the counter: the printable PDF
- Not registered under GST: none of these as they stand, strip the tax rows first
What has to be checked before you print
A document prints whatever you typed, so read three things back. That each line taxable value is quantity times rate. That the tax under each head is the share of the rate you actually charged, with only one pair of rows filled. And that the amount in words matches the grand total.
A tax invoice that does not add up is one your customer will query and you will have to raise again. Word does no arithmetic at all: it has no opinion about whether the column totals, and no way to warn you that it does not.
The tax split is the mistake that shows up most, because it is the one that needs halving in your head at the end of a long day. On a supply inside your own state, 18% is 9% under CGST and 9% under SGST, not 18% under each. On a supply to another state the whole 18% goes in the IGST row and the other two stay out of it.
The amount in words is worth a second look too. It is the line a bank or a buyer reads when the figures are smudged, so it has to say the same thing the grand total says. Read it back against the number before you save the PDF.
Then send the PDF rather than the document. A Word file arrives on the other side as something the recipient can edit, and it can reflow on a machine that does not have your fonts. Use Save as or Export in Word and pick PDF, and delete the unused item rows first, so the printed bill does not carry empty ruled lines under the last item.
Can you use it if you are not registered under GST
Not as it stands. An unregistered seller must not charge GST or show a GSTIN, so delete the GSTIN line, the tax columns and the tax rows first. A registered business supplying exempt goods, or paying under the composition scheme, issues a bill of supply instead: GSTIN kept, tax rows removed.
Charging tax you are not registered to collect is the one mistake on this page that costs real money, so do the deletions properly rather than leaving the rows in with zeros against them. A bill with a blank GSTIN and an empty CGST row still looks like a tax invoice to whoever receives it.
What you are left with is a plain bill: your details, the buyer, the items with quantities and rates, a total and the amount in words. That is a complete document. It is not a tax invoice, and with the tax rows gone it is not pretending to be one.
The bill of supply is the case in between, and it goes the other way round. It is issued by a registered business, so the GSTIN stays on it, but it shows no tax and no tax split, which means the tax columns and the tax rows are what come out.
When the Word GST invoice format stops 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 document cannot keep one consecutive number series across two billing devices, and it cannot credit a return back against the invoice it came from.
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 documents 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, after which the two bills are no longer told apart by the only key they carry.
The arithmetic is the second thing. Everything this page asks you to check by hand is already done by the time a bill is on screen in the app: the taxable value on each line, the split between the heads, the round off, the grand total and the amount in words.
Returns are the third. A refund on a GST invoice is a credit note, not an edit to the bill. It needs a serial of its own, and it has to carry the original invoice number and date on its face and inherit the tax treatment that invoice was raised under. Rebuilding that months later from a saved document is how a return ends up credited at the wrong rate.
The billing screen itself stays as plain as the document: items and a total. The tax settings are entered once in Setup, and the breakup appears on the printed bill.
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GST invoice format in Word questions
What is a GST invoice format in Word?
Is this GST invoice format in Word free to download?
Does the Word GST invoice format calculate the tax?
How do I add my GSTIN and my logo to the document?
Should I fill in CGST and SGST, or IGST?
What is the difference between the full and the simple document?
Let the tax invoice fill itself in
The app works out the split, keeps the numbering consecutive and writes the amount in words, then prints to a counter roll or shares a PDF on WhatsApp. Keep the document for the bills it suits.
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