GST Invoice Format in Excel, Word & PDF

GST Invoice Format

An invoice is a document given by a seller to a buyer that allows requesting payment from the customer and maintaining documents for the sake of record-keeping. Invoice format comes in different formats like invoice template in word, invoice template excel, and invoice template pdf are most commonly used GST invoice formats.
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An invoice clearly states all the details that are important for completing a business transaction, it includes details of items or services, date of receiving payment, payment terms, costs, and additional charges like shipping or taxes. Such information helps in accounting purposes and ensures that financial records are accurate at the time of tax filing.
Explore various GST invoice formats for small businesses in India.

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What is an Invoice?

An invoice is a formal document used to request payment for goods or services. With GimBooks, you can generate GST-compliant invoices in Excel, Word, or PDF with all required details automatically included.

Why Is An Invoice So Important For Your Business?

Invoices help track sales, manage cash flow, and maintain accurate financial records. GimBooks stores all invoices in one place, helping you stay GST-compliant and present professional invoices to customers.

What Is An Invoice Template?

An invoice template is a pre-designed document that simplifies invoice creation. GimBooks offers ready-to-use templates in Excel, Word, and PDF that include business info, customer details, itemized lists, taxes, and totals.

invoice template Excel

An invoice template Excel is a pre-designed spreadsheet you can use to generate GST invoice online for your customers. It includes important billing information like your business details, customer information, description of product, and automatic calculations for totals. Try this invoice template Excel, it is free to download and can be customized for your business. Get this editable invoice format in Excel free download and start creating professional GST invoices instantly.

For easy accounting and quick billing, you can also use this GST invoice format in Excel free download, which ensures all calculations are accurate and your invoices look professional. Download this format today and simplify your invoicing process instantly

Document Formats

Proforma Template

Delivery Challan Template

Quotation Template

Purchase Order

Credit-Note Template

Debit-Note Template

E-invoice Template

E-way Bills Template

Download Excel Format

invoice template Pdf

An invoice template PDF is a pre-designed document for creating invoices. It contains all information for billing like, item descriptions, prices, quantities, totals, tax charges, discount given, signature and payment terms. Try this invoice template pdf, it can be downloaded for free and customized to fit your business needs.

Download PDF Format

Free invoice template word

Use the Word format when you want to customise the invoice layout, add your company logo or adjust the wording and terms.
Word templates are useful for service providers, consultants and small businesses that need a professional, editable invoice document.
Unlike Excel, Word does not automatically calculate GST unless formulas or linked fields have been specifically configured. Verify all taxable values and tax amounts before issuing the invoice.

Download Word Format

GST Invoice Basics

What Is a GST Invoice Format?

A GST invoice format is the structure used by a GST-registered supplier to record and bill a taxable sale of goods or services.

Why it matters: A properly completed GST invoice supports accounting, GST return preparation and the recipient’s Input Tax Credit reconciliation.

It normally includes Invoice Checklist

Details of the seller and buyer
Invoice number and date
GSTIN details
Description of goods or services
HSN or SAC codes
Quantity and rate
Taxable value
Applicable GST rate
CGST, SGST or IGST
Invoice total
Payment terms

Invoice Format Comparison

Excel, Word or PDF: Which Format Should You Choose?

Compare common invoice formats and choose the right option based on editing needs, calculations, sharing, and regular GST billing requirements.

GST Billing Ready

Format	Best for	Editable	Automatic calculations	Recommended use
📊 Excel	Small businesses and spreadsheet users	✓ Yes	✓ Yes, when formulas are configured	Creating and calculating invoices
📝 Word	Consultants and service businesses	✓ Yes	✕ No	Customising invoice design and text
📄 PDF	Printing, sharing and reference	Limited	✕ No	Sending a final non-editable invoice
✅ GST billing software	Businesses creating invoices regularly	✓ Yes	✓ Yes	Billing, inventory, payments and GST reports

For regular invoicing, GST billing software is the better choice because it reduces manual edits, calculation errors, and repeated invoice formatting work.

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GST Invoice Checklist

Mandatory Fields in a GST Invoice

A GST tax invoice should contain the applicable particulars prescribed under Rule 46. These fields help record the transaction correctly, calculate GST, support return filing and help the recipient reconcile Input Tax Credit.

🏢

Supplier Details

Supplier’s legal name
Registered address
GSTIN

🧾

Invoice Details

Unique and consecutive invoice number
Invoice date
Due date, where applicable

👤

Recipient Details

Buyer’s name
Billing and delivery address
GSTIN or UIN where the buyer is registered
State and state code where applicable

📦

Goods or Service Details

Description
HSN or SAC
Quantity and UQC for goods
Unit price
Discount
Taxable value

₹

GST Details

GST rate
CGST and SGST for eligible intrastate supplies
IGST for eligible interstate supplies
Cess where applicable
Total tax
Final invoice amount

✅

Conditional Details

Place of supply for interstate transactions
Delivery address where different
Reverse-charge status
Export or SEZ endorsement where applicable
IRN-linked signed QR code where e-invoicing applies
Supplier’s signature or applicable digital authentication

How to Create a GST Invoice in Excel

Follow these steps to create a GST invoice in Excel with the right business details, customer information, product or service data, GST calculation and final invoice review.

Step 1: Enter your business details

Add your:

Business name
Registered address
GSTIN
Contact information
Bank details

Step 2: Add invoice details

Enter a unique invoice number and the correct invoice date.

Invoice numbering should remain consecutive and unique within the financial year.

Step 3: Add customer information

Enter the customer’s:

Legal or trade name
Billing address
Delivery address
GSTIN, where registered
State and state code

Step 4: Add products or services

For each invoice line, include:

Description
HSN or SAC
Quantity
UQC
Rate
Discount
Taxable value

Step 5: Select the correct tax type

For a standard intrastate transaction, apply CGST and SGST. For a standard interstate transaction, apply IGST.

Always verify the place-of-supply treatment before choosing the tax type.

Step 6: Check GST calculations

Confirm that:

Taxable value is correct
CGST and SGST are equal where applicable
IGST is used for interstate supply
Item-level tax matches the invoice-level total
Discounts are deducted correctly

Step 7: Review and share the invoice

Check all customer, GST and payment details before saving or sharing the final invoice.

Save the completed invoice as a PDF when sending a non-editable copy to the customer.

GST Calculation Example for Intrastate and Interstate Sales

See how GST is calculated when the taxable value is ₹10,000 and the applicable GST rate is 18%. The total tax amount remains the same, but the GST type changes based on the nature and place of supply.

CGST + SGST

Intrastate Sale

Suppose a Maharashtra business sells goods worth ₹10,000 to a customer in Maharashtra at 18% GST.

Particular	Amount
Taxable value	₹10,000
CGST at 9%	₹900
SGST at 9%	₹900
Total invoice value	₹11,800

IGST

Interstate Sale

Suppose the same Maharashtra business sells the goods to a registered customer in Gujarat.

Particular	Amount
Taxable value	₹10,000
IGST at 18%	₹1,800
Total invoice value	₹11,800

Key takeaway: The tax amount is the same in both examples, but the type of GST changes according to the nature and place of supply.

GST Invoice Format vs GST Billing Software

A downloadable template is useful for occasional billing. Businesses creating invoices regularly may need a system that connects billing with inventory, customer balances and GST reports.

Feature	Excel or Word Template	GimBooks GST Billing Software
Create GST invoices	✓ Yes	✓ Yes
Automatic GST calculation	Limited to configured formulas	✓ Yes
Customer and item records	Entered manually	Saved for reuse
Invoice numbering	Manually controlled	Automatically managed
Inventory updates	Separate process	Connected with transactions
Payment reminders	✕ No	Available
E-invoice generation	Separate process	Available
E-way bill workflow	Separate process	Available
GST reports	Manual consolidation	Available
Mobile and web access	File dependent	Available

Use the downloadable formats for simple invoice creation, or use GimBooks when you need to create, track and manage invoices as part of a complete billing workflow.

Ready to move beyond manual invoice templates? Create GST invoices, track payments, manage inventory and access GST reports with GimBooks.

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Create Custom GST Invoice Formats with GimBooks

Downloadable invoice formats are useful for simple billing, but growing businesses need more control over branding, GST details, customer records and invoice sharing. GimBooks helps you create professional GST invoices that can be customised for your business and shared with customers in a cleaner, faster way.

Customise invoice formats with your business details and branding.
Create GST-compliant invoices for goods and services.
Manage customers, suppliers, distributors and billing records from one place.
Share invoices digitally instead of editing and sending manual files every time.

Cloud Billing

What GimBooks helps you manage

GST invoices
Custom invoice formats
Customer records
Payment tracking
Inventory workflows
GST reports

Use free invoice formats for occasional billing, or use GimBooks GST billing software when you want to create, manage and share invoices as part of a complete billing workflow.

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GST Invoice FAQs

Frequently Asked Questions

Get quick answers about GST invoice formats, Excel invoices, GST calculation, HSN/SAC, and when to use billing software instead of manual templates.

What is a GST invoice format?

A GST invoice format is a structured billing document used by a GST-registered supplier. It includes supplier and customer details, invoice number, GSTIN, HSN or SAC, taxable value, GST rate, tax amount and invoice total.

Can I download a GST invoice format in Excel for free?

Yes. The Excel format can be downloaded and customised with your business, customer, product and tax information. Confirm that all formulas and GST fields are correct before issuing the invoice.

How do I create a GST bill in Excel?

Download the Excel template, add supplier and buyer details, enter the products or services, select the applicable GST rate and verify the CGST, SGST or IGST calculation. Review the final total before saving the invoice.

Is an Excel GST invoice legally valid?

An invoice created in Excel can be used when it contains all applicable mandatory particulars and complies with GST requirements. The software or file type itself does not determine validity; the correctness and completeness of the invoice information do.

What is the difference between CGST, SGST and IGST on an invoice?

CGST and SGST generally apply to intrastate supplies, while IGST generally applies to interstate supplies. The correct treatment depends on the location of the supplier and the applicable place-of-supply rules.

What is the difference between a tax invoice and a bill of supply?

A tax invoice is issued for taxable supplies and shows the GST charged. A bill of supply is generally issued by composition taxpayers or for exempt supplies and does not show GST as tax collected from the customer.

Does a GST invoice require HSN or SAC?

HSN applies to goods, while SAC applies to services. The number of digits required depends on the business’s turnover and applicable GST reporting requirements.

Can I create B2B GST invoices with GimBooks?

Yes. GimBooks supports GST-compliant invoices with customer GSTINs, product or service information, tax calculations and invoice totals. It also helps businesses maintain customer, inventory and transaction records.

When should I use billing software instead of Excel?

Billing software is more suitable when the business creates invoices frequently, manages inventory, tracks outstanding payments, needs GST reports or uses e-invoices and e-way bills.

Create GST Invoices Faster with GimBooks

Download a free GST invoice format for occasional billing or use GimBooks to create, manage and share GST invoices from mobile and web.

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