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Invoice template in Excel, free download
Two ready invoice templates for Excel, plus the same invoice in Word and PDF. The spreadsheets do the arithmetic: type a quantity and a rate and the taxable value, the tax under each head and the grand total work themselves out.
- No email address, no signup, no watermark
- Live formulas, not a picture of a spreadsheet
- Works in Excel on a desktop and on a phone
Free files
Download the Excel invoice template
The two workbooks are the point of this page. The Word and PDF cards are the same invoice in a format that does not calculate, for the times you want to type over a layout or write a bill by hand.
What an Excel invoice template is
An Excel invoice template is a spreadsheet with the invoice layout already built and the arithmetic already written as formulas. You fill in your business details once, then type the buyer, the invoice number and the item lines, and the taxable value, the tax and the grand total calculate themselves as you type.
The difference between a template and a blank sheet is the formulas. Anyone can rule a table in Excel and type numbers into it; what takes an afternoon is getting the arithmetic right and then keeping it right every time a line is inserted or a row is copied. These files have that part done and tested.
Both workbooks on this page carry the fields an Indian tax invoice has to show: your business name, address and GSTIN, the buyer name and GSTIN, a consecutive invoice number and its date, an HSN code for goods or a SAC code for services on each line, the quantity, the rate, the taxable value, the place of supply, and the tax split into CGST and SGST or charged as IGST.
They are ordinary .xlsx files with no macros in them. A template that asks you to enable macros before it will work is a template most people are right not to open, so the only thing these sheets cannot do for you is spell the amount in words.
How to make an invoice in Excel
Download the template, fill the header block in once with your business name, address, GSTIN and state, and save that as your master copy. For each bill, open the master, enter the buyer, the invoice number, the date and the item lines, then save it under the invoice number and print or export it.
Working from a master copy rather than editing the same file over and over is what keeps your bills from overwriting each other. Save the master once with your own details in it, and treat every bill as a fresh copy of that file saved under its own invoice number, in a folder for the financial year.
The invoice number is the part a spreadsheet will not do for you, and it is the part the rules are strictest about. It has to be consecutive within its series for the financial year, so keep one series, keep it in order, and never leave a gap you cannot explain. A number like INV/2026-27/0142 tells you the year and the position at a glance, which makes a gap obvious.
The steps, in order
- Download the workbook and open it in Excel
- Fill in your business name, address, GSTIN and state in the header block
- Save that file as your master copy, before you bill anyone with it
- For each new bill, open the master and save it under the invoice number
- Enter the buyer name, address and GSTIN if they are registered
- Set the place of supply, which decides CGST plus SGST against IGST
- Type the item lines: description, HSN or SAC, quantity, rate and tax rate
- Check the totals the sheet has worked out, then type the amount in words
- Print it on A4, or export it as a PDF to send it
What the sheet calculates for you
Each line multiplies quantity by rate to give the taxable value, then applies the tax rate to it. The supply-type cell at the top decides whether that tax appears as CGST plus SGST or as IGST, so you can never charge both at once. Under the table sit the totals, a round-off line and the grand total.
The supply-type cell is the one that matters most, because it is the cell the whole tax split hangs on. Set it to an intra-state supply and a 5% line becomes CGST 2.5% plus SGST 2.5%. Set it to an inter-state supply and the same line becomes IGST 5%. The customer pays the same money either way; what changes is which government it is collected for.
That is also why you never see both filled in. A bill with CGST, SGST and IGST all carrying amounts is a bill somebody will have to reissue, and the sheet is built so that cannot happen by accident.
The round-off line is the other piece worth understanding. Tax at 2.5% of an odd taxable value lands on fractions of a paisa, so the sheet totals the exact figures and then shows the adjustment to the nearest rupee on its own line rather than quietly swallowing it. That is the line an accountant looks for when a total does not tie.
- Supplier
- Sample Handloom Traders, Shop 4, Market Road, Pune
- Supplier GSTIN
- 27AAAAA0000A1Z5
- Invoice number
- INV/2026-27/0143
- Invoice date
- 28-08-2026
- Buyer
- Sample Textile House, Surat
- Buyer GSTIN
- 24CCCCC2222C1Z7
- Place of supply
- Gujarat (24)
- Reverse charge
- No
| Description | HSN | Qty | Rate | Taxable value | GST rate | IGST | Line total |
|---|---|---|---|---|---|---|---|
| Cotton bath towel | 6302 | 10 | 250.00 | 2,500.00 | 5% | 125.00 | 2,625.00 |
| Cotton bed sheet | 6304 | 4 | 700.00 | 2,800.00 | 5% | 140.00 | 2,940.00 |
| Total taxable value | 5,300.00 | ||||||
| IGST 5% | 265.00 | ||||||
| CGST and SGST | Nil | ||||||
| Grand total | 5,565.00 | ||||||
Amount in words Five thousand five hundred sixty five rupees only
An illustration, not a real business. The seller is in Maharashtra and the place of supply is Gujarat, so the same 5% that would have split into CGST and SGST is charged as IGST instead. The grand total is unchanged.
Using the Excel invoice template without GST
If you are not registered under GST, delete the GSTIN line and the tax rows before you use either workbook. An unregistered seller must not charge GST and must not show a GSTIN. The item table, the totals and the layout all still work on a bill with no tax on it, and the grand total becomes the taxable value.
This is the one mistake on this page that costs real money. Tax shown on an invoice by someone not registered to collect it is money you have taken from a customer and have no head to pay it under, and the customer cannot claim credit for it either. Strip the tax rows out and the file is a perfectly good plain invoice.
Freelancers, consultants and small traders below the registration requirement bill this way every day. What you keep is everything that makes the document useful: the party details, the numbering, the item lines, the total and the amount in words. What you drop is the GSTIN line, the tax rate column and the CGST, SGST and IGST rows.
If you expect to register later, keep the numbering series clean from the start. Carrying one consecutive series across the change is far less painful than trying to reconcile two.
Excel, Word or PDF: which one to download
Take Excel when you bill often and want the tax worked out for you. Take Word when you want to type over a layout and change the wording or add terms. Take the PDF when you write bills by hand at a counter and want a ruled page to fill in with a pen.
Excel is the right default for most small businesses. It is the only one of the three that catches an arithmetic slip, and an arithmetic slip on a tax invoice is the kind that surfaces a quarter later when somebody reconciles a return.
Word earns its place on the occasional bill: a one-off supply, a long description that needs a paragraph rather than a cell, or a bill you want to add payment terms and a bank line to. The trade-off is that nothing recalculates, so check that each line is quantity times rate and that the tax you have typed adds up to the rate you charged.
The PDF is for the bill book case. Print a stack, keep them at the counter and write them out. It is the oldest way of doing this and it still works, as long as the copy you keep is legible a year from now.
When a spreadsheet 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 spreadsheet cannot number your bills consecutively across two people, remember what a party owes you, or turn a return into a credit note.
Numbering is usually what breaks first. A folder of copied spreadsheets does not enforce a consecutive series, and it only takes two people billing at once, or one person billing on a phone and a counter PC, to issue the same number twice. Once that has happened the two bills are no longer distinguishable by the only key they have.
The ledger is the second thing. 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 that invoice tax treatment, which is not something worth reconstructing by hand from a saved file.
The billing screen 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, INR 2,500 or INR 5,000 a year.
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Excel invoice template questions
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Let the bill 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. The spreadsheet stays where it is useful.
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