GST Bill Format Generator in Excel, PDF, Word

A GST invoice must include the following details:

Invoice Number

Invoice Date

Supplier's Name, Details and GSTIN (mandatory)

Customer Name and Details (GSTIN if applicable)

Shipping Address

Place of Supply

Product/Service Details – Description, quantity, rate, units (e.g., kg, litre).

HSN Code / SAC Code

Taxable Value & Discounts

GST Rates & Tax Amounts – Include CGST, SGST, IGST, or UTGST as applicable

Total Invoice Value

Reverse Charge – Indicate if GST is payable under reverse charge.

Supplier’s signature or digital signature.

Additional Notes (As Per GST Guidelines)

• If the recipient is not registered under GST and the invoice value is ₹50,000 or more, it is mandatory to mention the buyer’s state and state code.
• If you're selling products, include the delivery address, state, challan number, transport details, and delivery date.
• Shipping details are not required for services or intangible goods.

Here is the sample GST invoice format -

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.

GST Invoicing Software :

Create 100% GST-compliant invoices with auto-tax calculation, HSN/SAC code support, and integrated GST return reports with Refrens GST invoicing software. Perfect for businesses that want error-free billing and smooth compliance.

Accounting Software :

Refrens online accounting software helps to manage books of accounts, record payments, reconcile transactions, and generate financial reports — all on the cloud. Small businesses and startups can replace manual spreadsheets with a faster, more accurate system.

CRM Sales Software :

Track leads, manage sales pipelines, and convert prospects into paying customers. With built-in integration to quotations and invoices, Refrens CRM sales software helps sales teams close deals faster.

E-Invoicing Software :

For businesses above the turnover threshold, Refrens E-invoicing software directly integrates with the GST portal to generate IRNs and QR codes automatically. No manual uploads.

Invoicing Software :

From simple tax invoices to professional multi-currency bills, Refrens invoicing software offers customizable templates with logos, colors, and digital signatures. Also supports recurring invoices, payment reminders, and online payments.

Inventory Management Software :

With Refrens inventory management software keep track of stock levels, purchases, and sales in real-time. Integrated with billing and accounting, it ensures you never overstock or understock while maintaining GST compliance on inventory movement.

GST Bill Format for Service Business

GST Bill Format in Excel

GST Tax Invoice Format for Goods Sold Business

What is a GST Invoice?

A GST invoice, often called a GST bill, is an essential document in the Goods and Services Tax (GST) system. It does more than just request payment; it provides a clear record of a transaction between a GST-registered seller and buyer.

Let’s break down the key aspects of a GST invoice:

Why is a GST Invoice Important?

Transaction Record: A GST invoice captures all details of a sale, including the goods or services provided, prices, and tax information. This clarity is vital for both vendors and customers.

Mandatory for GST-Registered Vendors: If you’re a GST-registered vendor, issuing a GST invoice for taxable supplies is a legal requirement. This ensures compliance with tax regulations.

Who can issue a GST invoice?

Any registered business can issue a Goods and Services Tax (GST) invoice. This includes companies that provide goods or services and are registered under the GST framework. When a business issues a GST-compliant invoice for its products or services, it must also receive GST-compliant purchase bills from its registered vendors.

Proper documentation of these transactions is crucial for maintaining compliance with tax regulations, ensuring both accuracy and transparency. By following GST rules and keeping thorough records, businesses can avoid potential errors and build trustworthy relationships with clients and vendors. This commitment to compliance is essential for running a successful and reputable business in today’s competitive and regulated environment.

What are the essential elements of a GST bill format / Legal Requirements of a GST Invoice?

When it comes to creating GST invoices, attention to detail is critical. Failing to include all of the necessary elements in your invoice format can lead to costly mistakes down the road. To avoid these issues and ensure compliance with GST regulations, make sure your invoice format includes the following essential elements:

Invoice Title - Clearly state that the document is an invoice. Example: "Tax Invoice" or "GST Invoice".

Invoice Number - Assign a unique identification number to the invoice for tracking and reference purposes.

Issue Date and Due Date - Include the date when the invoice was issued and specify the due date by which payment should be made.

Supplier Details - Include complete details of the supplier, including name, address, GSTIN (Goods and Services Tax Identification Number), and contact information.

Recipient Details - Provide accurate and comprehensive information about the recipient, including name, address, GSTIN (if registered), and contact details.

Place of Supply - Clearly indicate the place where the goods or services are supplied. This is crucial for determining the applicable GST rate.

Goods/Services Details - Provide a detailed list of goods or services supplied, including names, descriptions, quantities, unit prices, total prices, and relevant HSN (Harmonized System of Nomenclature) or SAC (Service Accounting Code) codes.

GST Details -

• Include GSTIN of both the supplier and the recipient.
• Specify the applicable GST rate for each item (e.g., 12%, 18%, 5%).
• Break down the GST amount into CGST (Central GST) and SGST/UTGST (State/Union Territory GST) or IGST (Integrated GST) based on the transaction type.

Shipping Details (If Applicable) - Include the shipping address and other relevant details if the goods are being shipped.

Total Amount Due - Sum up the total amount payable after considering the item rates, quantities, and applicable taxes.

Discounts or Adjustments (If Applicable) - Clearly state any discounts or adjustments applied to the invoice total.

Terms and Conditions - Include any relevant terms and conditions governing the transaction, such as payment terms, delivery terms, or return policies.

Supplier's Signature - The invoice should be signed by the supplier, adding authenticity and credibility to the document.

By including all of these elements in your GST invoice format, you can minimize the risk of errors, ensure compliance with regulations, and maintain a professional and trustworthy image with your clients and partners.

Time Limit for GST Invoice on Goods

Before or at the time of removal of goods for supply (where goods are to be moved). Example: If goods are shipped via transporter, the invoice must be issued before handing goods over to the transporter.

At the time of delivery/making goods available to the recipient (where goods are not moved). Example: If a buyer picks up goods from the seller’s premises, the invoice must be issued at the time of delivery.

What is HSN code under GST invoice?

The HSN code (Harmonized System of Nomenclature) is a crucial component of GST invoices, designed to help businesses classify and identify goods and services accurately. Developed by the World Customs Organization (WCO), this regulated system assigns unique 8-digit codes to products and services traded both domestically and internationally. By using HSN codes, businesses can streamline the process of categorizing their offerings, ensuring compliance with tax regulations and facilitating smoother trade. This standardized approach not only aids in accurate reporting but also enhances transparency and efficiency in the global marketplace.

In India, more than 5000 products are classified under HSN codes, making it an essential tool for businesses looking to operate efficiently and stay compliant with GST regulations.

Under GST regulations in India, HSN codes are required on invoices for businesses with an annual turnover exceeding 1.5 crores.

• Businesses exceeding 5 crores are required to provide HSN codes up to 4 digits,
• Businesses exceeding 1.5 to 5 crores are required to provide codes up to 2 digits.
• Businesses exporting products are required to provide 8-digit HSN codes on invoices.

To ensure compliance with GST regulations and streamline the billing process, it's essential to create a GST quotation for the client before creating a GST invoice.

This allows you to obtain approval from the client and create a proforma invoice, which can be used to accept advance payments and simplify the process of creating a GST-compliant invoice. With tools like Refrens' free quotation generator and proforma invoice generator, businesses can create accurate and professional invoices that meet all necessary GST requirements.

Why the GST Bill Format Matters for Businesses

Claiming ITC: Buyers can only claim ITC if the invoice is properly formatted.

GST Return Filing: GSTR-1, GSTR-2B, and GSTR-3B rely directly on invoice data.

Legal Evidence: Serves as proof in disputes, audits, or assessments.

Professional Image: A compliant, clean invoice improves credibility.

Benefits of Using Refrens GST Bill Format

Using Refrens GST-compliant invoice format ensures that your invoices are always legally valid and optimized for ITC claims. Here’s how it helps: 100% GST Compliance – Auto-fills GSTIN, HSN/SAC codes, and applicable tax rates so you never miss mandatory details.

Seamless ITC for Clients – Ensures your customers can claim ITC without rejection, making you a more reliable business partner

Error-Free Billing – Prevents common mistakes like missing GST breakup or wrong tax calculation.

Time-Saving Automation – Automatically generates GST-compliant invoices with correct tax amounts in seconds.

Professional Templates – Ready-to-use, neatly formatted invoices that look professional and build trust.

Integrated Reports – Get instant GSTR-1, GSTR-3B, and sales summaries directly from your invoicing data.

Easy Sharing & Tracking – Send invoices via email/WhatsApp and track payments effortlessly.

Seamless Communication with Clients

In addition to its invoicing capabilities, Refrens also facilitates seamless communication with clients. The platform enables you to send invoices directly to clients through its mailing system. You can stay informed about the status of your invoices, knowing when they are delivered and opened by clients. If a client hasn't opened the email, the platform provides a "Send Reminder" feature to prompt them, ensuring timely attention to your invoices. This feature enhances communication efficiency and helps you maintain a smooth invoicing process with your clients.

Multiple Options for Sharing GST Invoices

Refrens offers a range of options for sharing your GST invoices, providing flexibility and convenience in your invoicing process:

1. Download as PDF: Easily download your invoices as PDF files and manually send them to your clients. This option allows you to have duplicate and triplicate copies for your records without incurring additional costs.

2. Print Option: Print your invoices directly from the platform, facilitating physical documentation as needed.

3. WhatsApp Sharing: Seamlessly share invoices through WhatsApp, leveraging the widespread usage of this messaging platform for efficient communication with clients.

4. Unique Public URL: Generate a unique public URL that you can share directly with clients, providing them with instant access to their invoices. This option enhances accessibility and convenience for both you and your clients during the invoicing process.

Composition Scheme

Small businesses with annual turnover up to ₹1.5 crore can opt for the Composition Scheme Instead of issuing a GST Invoice, they issue a Bill of Supply, since they are not allowed to charge GST separately.

GST Tax Invoice

A GST tax invoice is the standard format for charging GST on goods or services. It’s mandatory for GST-registered businesses when selling to another registered buyer. This document includes GST breakdowns (CGST, SGST, IGST) and HSN/SAC codes, enabling the buyer to claim Input Tax Credit (ITC).

GST E-Invoice

A GST e-invoice is generated and authenticated through the GST Network’s Invoice Registration Portal (IRP). It contains a unique Invoice Reference Number (IRN) and QR code for verification. Currently, e-invoicing is compulsory only for businesses meeting the turnover threshold set by the government.

Proforma Invoice

A proforma invoice is a preliminary bill issued before the actual sale. It details the expected prices, terms, and conditions, giving the buyer clarity before committing to the purchase. While it looks like a tax invoice, it cannot be used for payment collection or claiming ITC.

Bill of Supply

A bill of supply is issued when GST is not applicable, such as for GST-exempt goods or services, or by businesses registered under the composition scheme. It does not include GST details and cannot be used to collect tax from the buyer.

Commercial Invoice

A commercial invoice is used for exporting goods outside India. It includes shipment details, customs information, and the applicable tax treatment under GST. This ensures the consignment is cleared properly by customs authorities.

Debit Note & Credit Note

When changes are needed after a GST invoice is issued, debit notes and credit notes are used:

• Debit Note – Issued to increase the value of an earlier invoice (for example, if additional charges apply).
• Credit Note – Issued to reduce the value of an earlier invoice (for example, if goods were returned or a discount was given later).

Delivery Challan

Delivery challan is required when goods move without an invoice, such as for job work, stock transfers, or exhibitions. Once the transaction is finalized, it can be linked to or converted into a GST invoice, maintaining compliance.

Reverse Charge Invoice

Issued when tax is payable by the buyer instead of the seller (under RCM). Such invoices must be clearly marked with “Tax payable under reverse charge” to avoid disputes and ensure proper filing.