GST Invoice & Bill Format Generator in Excel, PDF, Word

Where most tools stop at compliance, Refrens adds automation, accuracy, and intelligence to GST invoicing:

1. Auto GST Type Detection

This feature removes guesswork. The system checks whether your supply is intra-state or inter-state, and applies CGST+SGST or IGST automatically. This ensures you never make tax application errors, which are one of the most common GST mistakes.

2. PAN Auto-Fetch via GSTIN

Instead of manually entering PAN when creating invoices, Refrens fetches it instantly when you input a GSTIN. This prevents typing errors and makes invoices legally correct since GSTIN and PAN are directly linked.

3. Place of Supply Detection

GST law requires invoices to clearly mention the place of supply, as this decides whether CGST/SGST or IGST applies. The system auto-detects and fills this field, ensuring tax is always applied correctly.

4. HSN/SAC Code Library with Auto-Suggestions

HSN (for goods) and SAC (for services) codes are mandatory, but many businesses misclassify them. The integrated library suggests codes as you type, speeding up invoice creation and ensuring compliance with GST rules.

5. Multi-GSTIN Support

If your business operates across multiple states, you may have separate GSTINs. Instead of juggling multiple accounts, you can generate invoices for all GSTINs from a single dashboard. The tool automatically applies the right GSTIN and state details.

6. Integrated E-Invoicing

For businesses with turnover above ₹5 crore, e-invoicing is mandatory. Refrens integrates directly with the GST Invoice Registration Portal (IRP) to generate IRN & QR codes automatically. This avoids manual uploads and ensures your invoices are always valid.

7. Nil & Zero-Rated Invoice Support

Special formats exist for nil-rated supplies (0% GST) and zero-rated exports (0% with LUT or with IGST refund). Refrens has tailored templates for these, ensuring you meet compliance without editing standard invoices.

8. Reverse Charge Support

In certain cases, GST is payable by the buyer under Reverse Charge Mechanism (RCM). The software allows you to mark such invoices clearly with “Tax payable under reverse charge”, so both parties stay compliant.

9. Multi-Currency & Multi-Language Invoices

Exporters or businesses with international clients can raise invoices in USD, EUR, GBP, etc., while keeping them GST-compliant. You can also issue invoices in different languages for clients abroad — a unique feature for global trade.

10. Input Tax Credit (ITC) Tracking

Claiming ITC correctly is vital. Refrens maintains a dedicated ITC dashboard where you can track eligible credits, claimed credits, and pending amounts. This reduces the risk of missed claims and ensures smooth GST return filing.

11. Cashfree Payment Gateway Integration

Invoices can include direct payment links through Cashfree. Clients can pay via UPI, cards, or net banking, and payments get automatically recorded against invoices. This reduces payment delays and improves cash flow.

12. GST Return Reports

Refrens auto-generates reports in GSTR-1 and GSTR-3B formats, based on invoices issued. This simplifies filing, minimizes errors, and saves time otherwise spent reconciling invoices manually.

13. Audit Trail & Edit History

Every change to an invoice (like edits, cancellations, or updates) is recorded. This transparent audit log helps in case of GST audits or disputes and ensures full accountability within teams.

14. Invoice Approval Workflow

For businesses with multiple users, invoices may need review before sending. Refrens supports multi-level approvals, so invoices can be checked and approved by managers or accountants before being shared with clients — reducing errors and preventing unauthorized invoices.

Refrens doesn’t stop at just an gst invoice generator. It offers a full set of business tools that help you manage billing, accounting, sales, and inventory in one place.

Compliance & Billing Tools

GST Invoicing Software

This software is perfect for Indian businesses that need to simplify tax rules. You create 100% GST-compliant invoices without manual hassle. The tool ensures perfection with auto-tax calculation and accurate HSN/SAC code support. It also provides integrated GST return reports, ensuring your financial records are always ready for filing and that you achieve error-free compliance.

E-Invoicing Software

For businesses that meet the required turnover threshold, this tool automates a complex legal requirement. The E-invoicing software directly integrates with the GST portal. It generates IRNs (Invoice Reference Numbers) and QR codes automatically for every qualifying invoice. You eliminate time-consuming manual uploads and ensure your business meets its digital compliance mandate with ease.

Invoicing Software

This is your primary tool for professional billing. You create simple tax invoices and complex multi-currency bills using fully customizable templates—you add your logo, brand colors, and digital signatures. It removes routine work by supporting recurring invoices for regular clients, automated payment reminders, and integrated online payments for faster collections.

Management & Operation Tools

Online Accounting Software

You gain full control over your finances without needing an accountant. This software helps you manage books of accounts, record all payments, reconcile transactions, and generate essential financial reports (like Profit & Loss) — all securely saved on the cloud. Small businesses and startups can replace slow, error-prone manual spreadsheets with a faster, highly accurate system.

Quotation Software

Send professional quotations, manage leads, and convert them into paying clients faster. Refrens connects its quotation maker directly with the invoice maker, so once a client approves your quote, you can create an invoice instantly. It saves time and reduces data entry.

Inventory Management Software

For product-based businesses, this tool ensures you never run out of or hold too much stock. You keep track of stock levels, purchases, and sales in real-time. Because it is integrated with your billing, your inventory updates automatically with every transaction. It ensures you maintain GST compliance on inventory movement and helps you make better purchasing decisions.

If you're running a business in India, generating GST-compliant invoices is a legal necessity and an operational routine. There are different ways to create a GST invoice: from manual formats like Excel, Word, or PDF to using a dedicated invoice generator like Refrens. Each option comes with its own pros and cons, depending on how frequently you invoice, your business scale, and how much time and effort you're willing to invest.

1. Creating GST Invoices Using Excel or Google Sheets

You can easily find free downloadable GST invoice formats in Excel from various websites like Refrens, including government portals. Google Sheets versions are also available for those who prefer cloud access.

Steps to Create

• Download a ready-made GST invoice template in Excel or open one in Google Sheets.
• Fill in your business name, GSTIN, and address.
• Add buyer details including their GSTIN if applicable.
• List products or services with HSN/SAC codes.
• Add taxable value and apply CGST, SGST or IGST as required.
• Mention the invoice number, date, and payment terms.
• Save file and convert it into a PDF before sharing.

Pros

• Simple and easy for one-off use
• Customizable fields
• Offline access

Cons

• Every time you bill a new customer, you need to duplicate and edit the file manually
• All invoices are stored locally on your computer, taking up space
• If your laptop crashes or you format it, your invoices may be lost
• If you store files on Google Drive, storage limits can become a concern over time
• No dashboard or summary view, especially at year-end when you need totals for accounting or filing
• You’ll need to open each invoice one by one for reconciliation or tax filing

Who Should Use?

Small traders or consultants who generate fewer invoices and don't require real-time tracking or recurring billing can stick with Excel or Google Sheets. It's also suitable if you're just starting out and want something basic.

2. Creating GST Invoices Using Word or Google Docs

Free templates are available online, especially on template directories or document-sharing sites. Refrens also provides downloadable Word invoice formats for GST invoicing.

Steps to Create

• Download a GST invoice format in Word or open in Google Docs.
• Add your business logo and details.
• Include client details and invoice date.
• Mention products or services with tax percentage and value.
• Manually calculate GST and add total amount.
• Save and convert to PDF for sharing.

Pros

• Great for personalizing appearance
• Simple for basic use
• Easy to edit

Cons

• Manual work for each new invoice
• No automatic tax calculation
• Like Excel, local storage or limited Google Drive space can become a problem
• Difficult to track multiple invoices or generate summaries
• Prone to manual errors, especially with tax calculation

Who Should Use?

Consultants, service providers, or agencies who create occasional invoices with a need for personalization may prefer Word or Google Docs. It's good for low-frequency billing with minimal complexity.

3. Creating GST Invoices Using PDF Formats

PDF formats are either downloaded from official sites or converted from Word, Excel, or invoice software. Some businesses also scan handwritten invoices into PDF.

Steps to Create

• Use a Word or Excel format to fill in invoice data.
• Save or export the file as PDF.
• Review to ensure layout and tax information is clear.
• Send via email or print.

Pros

• Final and secure format
• Easy to share and store

Cons

• Needs to be created in another format first
• Not editable unless you go back to the original file
• Same local storage and data loss risks apply
• No tracking, dashboard, or automation features

Who Should Use?

Businesses that send occasional fixed-format invoices and don’t need editable records may use PDF formats. It's useful if your invoices are already finalized in another tool.

4. Using GST Invoice Generator Tools like Refrens

Visit Refrens free GST invoice generator

Steps to Create a GST Invoice

• Choose a GST invoice template.
• Enter your business and client details.
• Add products or services with HSN/SAC, quantities, and rates.
• Refrens automatically applies CGST, SGST, or IGST based on client location.
• Add extra fields like PO number, terms, or attachments.
• Download the invoice in PDF or share directly via email or link.

Pros

• Automatic GST calculation
• Multiple templates with a professional look
• Invoice tracking and management
• Recurring billing and payment reminders
• Multi-currency support
• Error validation to avoid mistakes
• Attach supporting documents
• Works on mobile and desktop
• Client and item database
• Dashboard and reports for quick summaries
• Free to use
• Mobile app for on-the-go invoicing
• Saves storage and keeps all invoices safely online

Cons

• Requires internet access

Who Should Use?

SMEs in India, wholesalers, service providers, agencies, CA firms, and IT companies who invoice frequently, manage multiple clients, or need automation should definitely opt for an invoicing platform like Refrens. It saves time, ensures compliance, and keeps everything organized.

5. Using GST accounting software to create invoice

Creating a Goods and Services Tax (GST) invoice using accounting software is the most efficient and error-free method for businesses in India.

Choose GST accounting software like Refrens because it's Easy and Simple, that even non-accountants can use.

Set Up Business and GST Details (One-Time)

• Enter your Company's Name, Address, and GSTIN.
• Configure default Tax Rates and HSN/SAC codes for your products/services.
• Add your bank account details for payment collection.

Create/Select Customer

• Select the existing customer from your database.
• If it's a new customer, enter their details: Customer Name and Billing Address. Customer's GSTIN (essential for B2B invoices).

Enter Invoice Details

• The software auto-generates a unique, sequential Invoice Number and the current Date of Issue (ensuring compliance).
• Select the Place of Supply (POS). This is crucial as the software uses it to automatically determine the correct type of GST (CGST/SGST or IGST).

Add Product/Service Line Items

• Select or enter the Goods or Services sold.
• Enter the Quantity and the Rate (Price).

Automatic Calculation and Compliance

• The software instantly calculates the Taxable Value and the correct GST components (CGST/SGST for intra-state or IGST for inter-state supply).
• It generates the Total Invoice Value (including GST).
• The software ensures all mandatory fields (like the 16-digit invoice number, GSTINs, HSN/SAC codes, tax breakup) are present.

E-Invoicing and E-Way Bill (For Applicable Businesses)

• For businesses with turnover above the e-invoicing threshold, the software often offers a one-click generation of the e-invoice.
• It directly communicates with the GST portal (IRP) to get the Invoice Reference Number (IRN) and QR code, which is then printed on the invoice.
• If the transaction requires an E-Way Bill, the software can often auto-generate it using the invoice data.

Finalization and Sharing

• The invoice is generated in a professional, customizable template.
• You can instantly print, download as PDF, or share the invoice with the client via email or WhatsApp.

Here's a brief overview of the types of invoice templates Refrens offers:

1. GST Invoice Templates - Designed specifically for vendors registered under GST, these templates ensure compliance with GST regulations.

2. Professional GST Invoice Templates - Suitable for a broad spectrum of professionals across various industries, these templates offer a professional and standardized format.

3. Letterhead GST Invoice Templates - Tailored for small to mid-sized business owners, these templates include a letterhead design for a more formal and branded look.

4. Print-friendly GST Bill Format - These templates are optimized for printing, offering a black & white and compact format that allows for more line items on a single page.

5. Modern GST Bill Format - Specifically crafted for freelancers, self-employed individuals, and businesses, these templates feature a modern design suited for contemporary needs.

6. Business GST Bill Format - Ideal for digital and software agencies, as well as IT developers, these templates cater to the unique requirements of businesses in the technology sector.

With Refrens, users can choose the template that best fits their invoicing needs, ensuring a professional and efficient invoicing process.

How many copies of an invoice are required for the supply of goods?

When supplying goods and creating a GST invoice using a free invoice maker, it is typically required to generate three copies of the invoice. These copies serve different purposes in the supply chain:

1. Original Copy - This copy is intended for the recipient of the goods. It provides them with a record of the transaction and details the products or services supplied along with their corresponding prices.

2. Duplicate Copy - The duplicate copy is meant for the person responsible for transporting the goods from the supplier to the recipient. This copy serves as a reference during the transportation process.

3. Triplicate Copy - The triplicate copy is retained by the supplier for their records. It helps the supplier maintain a comprehensive record of transactions and serves as a reference for accounting and compliance purposes.

By creating and distributing these three copies, all parties involved in the supply chain have access to the necessary documentation, promoting transparency and ensuring compliance with GST regulations.

How many copies of an invoice are required for the supply of services?

When supplying services and creating a GST invoice using a free invoice maker, two copies of the invoice are typically required. These copies serve different purposes in documenting the transaction:

1. Original Copy: This copy is intended for the recipient of the services. It provides them with a record of the transaction and details the services provided along with their corresponding charges.

2. Duplicate Copy: The duplicate copy is retained by the supplier (service provider). This copy serves as a record for the supplier's documentation, accounting, and compliance purposes.

Unlike the supply of goods, where a triplicate copy is also created for the transportation process, the supply of services involves only the creation of an original and a duplicate copy. These copies help ensure that both the service provider and the recipient have comprehensive records of the transaction.

Refrens GST bill format is designed for a wide range of professionals who need efficient and reliable invoicing solutions. Here’s how it can benefit various professions:

1. Small Business Owners

Small business owners in India can benefit from our GST billing format. It simplifies the billing process, helps you manage multiple clients, and ensures all your invoices are GST compliant. From retail shops to small service providers, our GST invoice software is the perfect tool for your business needs.

2. Consultants

Consultants often deal with multiple clients and projects. Our GST billing format helps you generate detailed invoices for your consulting services, track payments, and manage your financial records efficiently. It’s ideal for business consultants, IT consultants, and more.

3. E-commerce Businesses

E-commerce businesses require precise billing and inventory management. Our GST billing format is tailored to meet these needs, providing a seamless way to create invoices for your online sales, manage stock, and comply with GST regulations. It’s a must-have for online retailers.

4. Service Providers

From electricians and plumbers to digital marketers and tutors, service providers can use our billing format with GST to create professional invoices, track their income, and manage their client database. It’s an essential tool for anyone providing services and needing to invoice clients regularly.

5. Accountants

Accountants can leverage our GST billing format to manage multiple clients’ invoices, ensure accurate tax calculations, and streamline their billing processes. It’s perfect for accounting firms and independent accountants who need reliable billing software.

6. Agencies

Marketing agencies, design firms, and other types of agencies can use our GST billing format in India to handle client invoicing, manage multiple projects, and ensure timely payments. It helps agencies maintain a professional image and streamline their billing operations.

7. NGOs and Non-Profits

Non-governmental organizations and non-profits can use our GST bill format to manage their funding, create transparent financial records, and comply with GST requirements. It simplifies the financial management process for organizations working for social causes.

Using Refrens GST bill format, professionals across various fields can enhance their invoicing process, ensure GST compliance, and manage their finances more effectively. Try our GST bill format today and experience the ease of professional billing.