GST Invoice Format in Excel, Word & PDF – Free Download

What Is a GST Invoice?

A GST invoice is a document issued by a registered person for a taxable supply of goods or services. It records important transaction information such as the supplier’s GSTIN, invoice number, date, description of goods or services, taxable value, GST rate and tax amount.

GST rules do not prescribe one single visual design that every business must use. Instead, the GST rules specify the particulars that should be included in a tax invoice. Rule 46 of the CGST Rules contains the main invoice particulars.

Therefore, businesses can use different invoice designs in Excel, Word, PDF or accounting software, provided the applicable requirements are followed.

What Details Should a GST Invoice Contain?

A GST invoice should contain the applicable information required under GST rules. Important details generally include:

1. Supplier’s name, address and GSTIN
2. Unique invoice number
3. Invoice date
4. Buyer or recipient name and address
5. Buyer GSTIN, where applicable
6. HSN code for goods or Accounting Code/SAC for services
7. Description of goods or services
8. Quantity and unit, where applicable for goods
9. Total value of supply
10. Taxable value after applicable discount or abatement
11. GST rate
12. Amount of GST charged
13. Place of supply, where applicable for inter-State supplies
14. Delivery address, where different from the place of supply
15. Reverse charge indication, where applicable
16. Signature or digital signature, where applicable

These requirements are based on the particulars specified in Rule 46 of the CGST Rules.

Invoice Number

The invoice should have a consecutive serial number that is unique for the financial year. Rule 46 provides that the serial number should not exceed 16 characters and may use permitted letters, numbers, hyphens and slashes.

Invoice Date

The date on which the invoice is issued should be clearly mentioned.

GSTIN

The supplier’s GSTIN should be included. Where the recipient is registered, the recipient’s GSTIN should also be mentioned.

HSN or SAC Code

The applicable HSN code for goods or the Accounting Code/SAC for services should be included according to the applicable GST requirements.

Taxable Value

The invoice should show the taxable value of the goods or services after taking applicable discounts or abatements into account.

GST Rate and Tax Amount

The applicable GST rate and corresponding tax amount should be shown clearly. Depending on the transaction, the invoice may show CGST and SGST/UTGST or IGST.

GST Invoice Example

A basic GST invoice may look like this:

TAX INVOICE

Seller: ABC Enterprises
Address: New Delhi, India
GSTIN: 07XXXXXXXXXXXXXX

Invoice No.: INV-001
Invoice Date: 21 August 2026

Bill To: XYZ Private Limited
GSTIN: 07XXXXXXXXXXXXXX

Taxable Amount: ₹10,000
CGST @ 9%: ₹900
SGST @ 9%: ₹900
Total GST: ₹1,800
Grand Total: ₹11,800

The actual GST rate, HSN/SAC code and tax treatment will depend on the goods or services and the applicable GST provisions.

CGST, SGST and IGST in a GST Invoice

The GST shown on an invoice depends on the nature and location of the supply.

CGST + SGST

For an applicable intra-State supply, GST may be divided between Central GST (CGST) and State GST (SGST), or Union Territory GST where applicable.

For example, if a taxable supply is subject to 18% GST, it may be shown as:

• CGST: 9%
• SGST: 9%

IGST

For an applicable inter-State supply, Integrated GST (IGST) is generally charged instead of separately showing CGST and SGST.

For example:

• IGST: 18%

The invoice should contain the place of supply and State information where required for an inter-State supply.

GST Invoice Format for B2B Transactions

A B2B GST invoice is issued when the recipient is another registered business.

A B2B invoice commonly includes:

• Seller name and address
• Seller GSTIN
• Buyer name and address
• Buyer GSTIN
• Invoice number
• Invoice date
• HSN/SAC
• Description
• Quantity and rate, where applicable
• Taxable value
• GST rate
• CGST/SGST or IGST
• Total invoice value
• Place of supply, where applicable

The buyer’s GSTIN is particularly important when the recipient is registered.

GST Invoice Format for B2C Transactions

A B2C transaction is a supply made to an unregistered customer.

The information required can differ depending on the circumstances and value of the supply. For example, Rule 46 contains specific requirements for recording the recipient’s details for certain supplies to unregistered persons.

For this reason, businesses should not simply copy a B2B invoice and assume that every field is required in exactly the same way for every B2C transaction.

GST Invoice Format for Services

Businesses providing services can also use a GST invoice format in Excel, Word or PDF.

A service invoice can include:

• Service provider’s name and GSTIN
• Customer details
• Invoice number and date
• Description of services
• SAC/Accounting Code, where applicable
• Quantity or units, where relevant
• Service value
• Discount, if applicable
• GST rate
• CGST/SGST or IGST
• Total invoice amount
• Place of supply, where applicable
• Payment details

For example, a freelancer, consultant, digital marketing agency, software company or professional service provider can customize the template for its services.

GST Invoice Format for Goods

For the sale of goods, the invoice can include product-specific information such as:

• Product name
• HSN code
• Quantity
• Unit
• Rate
• Discount
• Taxable value
• GST rate
• GST amount
• Total value

The GST rules specifically include quantity and unit information for goods.

GST Invoice Format in Excel

An Excel GST invoice format is useful for small businesses, freelancers, traders and service providers who want an editable invoice that can be reused.

Advantages of GST Invoice in Excel

• Easy to edit
• Easy to duplicate for new invoices
• Useful for calculating totals
• Can include formulas for tax calculations
• Easy to print
• Can be saved for accounting records
• Can be converted to PDF

When using an Excel template, check the formulas and GST calculations before sending the final invoice.

GST Invoice Format in Word

A GST invoice format in Word is useful when you want to customize the design and text of an invoice.

You can edit:

• Business name
• Logo
• Address
• GSTIN
• Customer details
• Product or service information
• Payment terms
• Bank details
• Invoice notes

Word is particularly useful for businesses that want a simple editable invoice without complex spreadsheet calculations.

GST Invoice Format in PDF

A GST invoice PDF is useful when the invoice is ready to send to a customer or print.

PDF helps preserve the layout of the completed invoice across different devices. A common workflow is:

Create/Edit → Check GST details → Save as PDF → Send to customer

Remember that converting a document to PDF does not by itself make the invoice GST-compliant. The underlying invoice still needs the applicable information and correct tax treatment.

Excel vs Word vs PDF GST Invoice

Choose the format according to how you prepare, edit and share your invoices.

How to Create a GST Invoice

You can create a GST invoice using the following basic process:

Step 1: Add Supplier Details

Enter your business name, address and GSTIN.

Step 2: Add Invoice Number and Date

Give the invoice a unique serial number and enter the date of issue.

Step 3: Add Customer Details

Enter the customer’s name, address and GSTIN where applicable.

Step 4: Add Goods or Services

Enter the description, HSN/SAC, quantity, unit, rate and other applicable details.

Step 5: Calculate Taxable Value

Calculate the value of the supply after applicable discounts or abatements.

Step 6: Add GST

Enter the applicable GST rate and tax amount. Depending on the transaction, show CGST + SGST/UTGST or IGST.

Step 7: Add Total Amount

Show the total invoice value clearly.

Step 8: Review the Invoice

Before sending the invoice, check:

• GSTIN
• Invoice number
• Invoice date
• HSN/SAC
• Taxable value
• GST rate
• GST amount
• Place of supply, where applicable
• Customer information
• Total amount

Step 9: Save or Download

Save the completed invoice in Excel or Word, or export it as PDF for sharing and printing.

Is There a Prescribed GST Invoice Format?

There is no single mandatory visual design or layout for every GST invoice. Instead, GST rules specify the particulars that must be included in the tax invoice.

CBIC’s GST FAQ specifically states that there is no particular invoice format prescribed under GST and that Rule 46 specifies the particulars to be contained in an invoice.

This means businesses can create their own invoice design in Excel, Word, PDF or accounting software as long as the applicable GST requirements are followed.

GST Invoice vs GST Bill

The terms GST bill and GST invoice are often used interchangeably in everyday business communication.

However, a GST-registered business issuing a tax invoice for a taxable supply should follow the applicable tax invoice requirements. A bill of supply is a different document used in circumstances such as supplies where a tax invoice is not applicable, including certain exempt supplies or supplies by a composition taxpayer.

Therefore, businesses should use the correct document based on their GST status and the type of supply.

Common GST Invoice Mistakes to Avoid

Before sending an invoice, check for these common errors:

1. Incorrect GSTIN

Always verify the supplier and recipient GSTIN where applicable.

2. Duplicate Invoice Number

Invoice numbers should follow a proper consecutive series and be unique for the financial year.

3. Wrong GST Calculation

Check whether the transaction requires CGST + SGST/UTGST or IGST and verify the applicable tax rate.

4. Missing HSN or SAC

Use the applicable HSN or service accounting code as required.

5. Missing Place of Supply

For applicable inter-State supplies, place of supply details should be included.

6. Incorrect Taxable Value

Make sure discounts and other applicable adjustments are correctly reflected.

7. Sending an Unchecked Template

A downloaded template is only a starting point. Always review the completed invoice before issuing it.

Can I Use an Excel GST Invoice for My Business?

Yes, an Excel template can be used as a practical way to prepare invoices, particularly for small businesses and businesses with relatively simple billing requirements.

However, the template should be completed correctly and contain the applicable GST particulars. If your business is subject to additional requirements such as e-invoicing, a simple Excel template may not by itself satisfy those additional requirements.

GST E-Invoice and GST Invoice Are They the Same?

A GST invoice and an e-invoice are related but are not exactly the same thing.

An e-invoice involves reporting specified invoice information to the Invoice Registration Portal (IRP) and obtaining an Invoice Reference Number (IRN) for taxpayers to whom the e-invoicing provisions apply.

Where e-invoicing applies, businesses should follow the applicable e-invoicing requirements in addition to preparing the invoice document. The official e-invoice system explains that applicable B2B e-invoices require a valid IRN and that the IRN and QR code are printed on the invoice.

Therefore, simply downloading an Excel, Word or PDF template does not determine whether your business is subject to e-invoicing requirements.

Who Can Use These GST Invoice Templates?

These templates may be useful for:

• Small businesses
• Retailers
• Wholesalers
• Traders
• Manufacturers
• Freelancers
• Consultants
• Agencies
• Service providers
• Online businesses
• Professionals
• Startups

Choose and customize the format according to the nature of your business and applicable GST requirements.