GST Invoice Format in Excel, Word, PDF

For transparency and record keeping, GST invoices are instrumental. As mandated by the GST authorities, a GST invoice must be issued whenever a B2B or B2C transaction occurs. It can be created using different tools as per your requirements. In this article, we will provide you with the steps on how to create and download GST invoice format in Excel, GST invoice format in Word, and GST invoice format in PDF.

What is GST invoice (bill) format?

A GST invoice format includes the particulars of the invoice as prescribed by the GST law. The details in the GST invoice comprise the list of services provided, quantity of goods, price, total amount payable, and the tax rate.

B2B invoice format in GST 

The B2B model means exchanging goods and services between businesses. To carry out this legitimately, the B2B invoice format in GST provides the base where all the essential details are laid out, including the GSTIN of both seller and recipient, HSN code, etc. 

B2C invoice format in GST

The B2C model involves sale of services or goods directly to the end user. The B2C invoice format in GST offers the framework to list all the sales details, including price, quantity, total amount, and tax but without the GSTIN of the recipient.  

Purpose and significance of GST invoice

If you are running a GST-registered business, you must issue a GST invoice when there is any sale. It charts down all the goods and services you have provided to the buyer and the amount they must pay. An accurate GST invoice is also a mandate by the GST law.

Compliance requirements for issuing GST invoices

Although there isn’t any prescribed GST invoice format, here are some of the compliance requirements for issuing GST invoices:

• Supplier's name, address, and GSTIN
• Consecutive serial number unique for a financial year
• Date of issue
• Recipient's name, address, and GSTIN/UIN if registered
• Recipient's address and state code if unregistered (for value ≥ ₹50,000)
• HSN code for goods or Accounting Code for services
• Description of goods or services
• Quantity for goods or unit/Unique Quantity Code
• The total value of supply
• Taxable value considering discounts or abatements
• Tax rates (central, state, integrated, union territory, or cess)
• Tax amounts (central, state, integrated, union territory, or cess)
• Place of supply with the state name for inter-state trade
• Delivery address if different from the site of supply
• Indication of reverse charge applicability
• Supplier's signature or digital signature.

1. How to create GST invoices in Excel

To create GST invoice format in Excel, here are the steps that you have to follow:

Step 1: Open the Microsoft Excel and navigate to the file option. Click “new” and then tap on the “blank workbook.” 

Step 2: The next step is to remove the gridlines. Press the “view” option and uncheck the “gridlines” column. 

Step 3: After completing the previous step, incorporate your company logo and pertinent information, such as address, business name, GSTIN and contact details.

Step 4: Enter customer details. This is a one-time task, as Excel will retain this information for subsequent transactions.

Step 5: Enter transaction specifics for the goods or services sold. Include details such as price, quantity, and the total amount.

Step 6: Conclude the process by adding your bank details, the preferred payment option, and the due date, thereby fulfilling the ultimate purpose of the GST invoice.

Steps to download GST bill format in Excel

Download GST bill format in Excel with the steps provided below: 

Step 1: Open the GST invoice that you have created in Excel.

Step 2: Select the GST invoice area that you want to download and press “Ctrl+P” and then click on the “Print” option.

Step 3: After clicking the “Print” option, you can download the GST bill format in Excel by choosing a suitable folder.

2. How to create GST invoices in Word

Here are the steps involved in creating GST invoice format in Word: 

Step 1: First, open Microsoft Word and create a blank document. 

Step 2: In the next step, you must insert tables, and for this, click on the “insert” tab and then choose the “table” option. You can change the number of columns and rows according to the requirements of the GST invoice. Adjust the column spacing to ensure the invoice doesn’t appear messy. Make the adjustments as per the details you are required to mention. 

Step 3: Enter the details about your business, like the name, contact, address, pincode, GSTIN, etc, followed by entering the transaction details and payment due date, invoice date, date of purchase, and order number. Also, enter the customer details and save the document. 

Steps to download GST bill format in Word

To download GST bill format in Word, follow these simple steps:

Step 1: Open Microsoft Word and click on the invoice that you have created. 

Step 2: Go to the “file” option in the top left corner of the Word.

Step 2: Click on the “download” option.

Step 3: Choose “Microsoft Word,” and your GST invoice will be downloaded. 

3. How to create GST invoices in PDF

To know how to create GST invoices in PDF, you must follow these simple steps for a seamless process: 

Step 1: Open Microsoft Excel,  Microsoft Word or an invoicing software for creating a GST invoice. 

Step 2: Similarly, add tables as you added in Word or Excel according to your requirements. 

Step 3: Provide the company details, including the pincode, address, name of the business, GSTIN, and email. 

Step 4: To make the invoice more professional, add a logo. 

Step 5: Now, provide the customer details like GSTIN contact number, email, pin code etc. 

Step 6: In this step, enter the transaction details, including the payment mode, bank account number and the IFSC code. 

Step 7: The invoice is ready to download with the above steps. 

Steps to download GST bill format PDF

Once the GST invoice is ready and you have added all the necessary details about your business and the customer, here is how to download GST bill format PDF:

Step 1: Go to the “file” option in the top left corner of the Excel or Word file. 

Step 2: Press the “download” option and select “PDF document” from the drop-down menu, and your invoice will be downloaded.