GST Bill Format in Excel, PDF, Word

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.

Refrens provides a variety of free invoice templates to cater to the diverse needs of different users. These templates cover a wide range of professionals, freelancers invoice templates, import-export traders invoice templates, GST-registered vendors, IT professionals invoice templates, consultants invoice templates, and more. 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.