GST Bill Format

Last Updated 09th Jul 2020

GST Invoice Format - Due Dates


Goods and Services Invoice Issue Due Date
Goods (Normal Case) On or before date of delivery or removal
Goods (Continuous Supply) On or before date of issue of account payment or statement
Services (General Case) Within 30 days of supply of services
Services (Banks and NBFCs) Within 45 days of supply of services

What is the GST Invoice?

Before the implementation of GST, there were various kinds of invoices active in the system like tax invoice, excise invoice, retail invoice, etc. However, after the implementation of GST, all those different invoices were replaced by the GST invoice. To be able to claim the input tax credit, issuing a GST invoice is mandatory. So, each registered GST taxpayer is required to issue the GST invoice to its customer so that they can claim the input tax credit.

Mandatory fields a GST Invoice should have

Following are the mandatory fields that need to form part of each GST invoice format:

  • Address, name, and GSTIN of the supplier.
  • Name, address, and GSTIN of the recipient if it's registered.
  • HSN or SAC for goods and services.
  • Invoice type, whether it is tax invoice, supplementary invoice or revised invoice.
  • The tax rate for each item.
  • Description of goods or services provided.
  • Units or quantity of goods and services.
  • The tax rate for each item.
  • Amount of CGST, SGST, IGST or UTGST in separate columns.
  • Supply state and place of supply
  • The total amount of goods and services
  • Delivery address in case it is different from the place of supply
  • In case the reverse charge is applicable, then it should be duly mentioned.
  • A digital signature, by the supplier or any authorized person

When should you issue invoices?

In the case of goods supplied:

  • In the case of normal supply, it is to be issued on or before the removal or delivery of goods.
  • In case the goods are in continuous supply, then the invoice needs to be issued on or before the payment or issue of the account statement.

In case of the supply of services:

  • In general case, the invoice needs to be issued within 30 days from the original date of supply.
  • However, in the case of banks and NBFCs, the invoice needs to be issued within 45 days from the date of service.

In case the person has tax liability by way of reverse charge, and it receives goods or services from an unregistered supplier, then, in that case, the invoice needs to be issued on the date of receiving those goods or services.

What are other types of invoices?

Debit and Credit Note

The buyer makes a debit note in case of returning the goods if they were bought on credit. Whereas it's made by the seller at the time of sale on credit to inform the buyer about the current outstanding debt.

A credit note is a commercial document made by the supplier to inform the buyer that a credit has been done to the customer. The reasons for such credit normally includes:

  • A mistake in the price mentioned in the original invoice.
  • The buyer overpaid.
  • Customers returned the goods or rejected the service due to some reason.
  • The goods were damaged in transit.

Bill of Supply

When the registered person is either selling exempted goods/service or has opted for a composition scheme, then instead of the GST invoice seller will issue a bill of supply. The only difference between the GST bill and bill of supply is that one has tax details, and the other has no tax amount.

Aggregate Invoice

In case multiple invoices are issued, whose amount is less than Rs. 200, and the buyer is unregistered; then, in such a case, an aggregate invoice can be issued by the seller instead of multiple invoices daily.

So, for example, if 4 invoices amounting to Rs. 70, Rs. 135, Rs. 90, and Rs. 100 have been issued. Then, a single invoice amounting to Rs. 395 can be issued.

Copies of the GST Invoice required

Type of Copy For Goods For Services
Original Copy The original invoice is handed over to the buyer. The original invoice is handed over to the receiver.
Duplicate Copy A second copy is made, which is marked as ‘For Transporter.’ However, when the supplier has obtained the invoice reference number, then marking is not required.
An invoice reference number is issued to the supplier when an invoice is uploaed on the GST portal. The number is valid for upto 30 days from the date of the invoice.
The second copy is for the supplier, and it is marked as ‘For Supplier’.
Triplicate Copy This copy is for supplier, and it is marked as ‘For Supplier’.

GST Invoice Format in Excel

You can create the format for GST invoice in Excel by following these steps:

  • Remove Gridlines: After opening a blank document in Excel, click on the ‘View’ tab and uncheck ‘Grid Lines’ in the section of ‘Show/Hide.’
  • Upload Logo and Heading: Now click on the ‘insert’ tab and upload your company logo on the worksheet. Also, put the header ‘Tax Invoice.’
  • Company Details: The next step is to enter the details of your company, like company name, address, GSTIN, and pin code.
  • Customer Details: Write ‘Bill to’ below your company details and fill in the information of the customer like company name, address, pin code, GSTIN.
  • Other Details: Along with the above-mentioned details include the purchase order number (PO), if any, invoice due date, and invoice number.
  • Details of Goods and Services: The next step is to add the goods and service details like quantity, price, a discount percentage if applicable.
  • Bank Details: At the end of the invoice, give bank details, PAN of company, and a separate space for inserting a digital signature.

You can download GST Invoice Format in Excel online.

GST Invoice Format in Word

Apart from Excel invoice, you can also make the GST bill format in Word document:

  • After opening a new document in word, click on the ‘Insert’ tab, and then click on ‘Table’. Now select ‘insert table’ from the dropdown menu and select the number of rows and columns you need.
  • Column Adjustment: Now click on the ‘Layout’ tab and select the ‘width’ section to change adjust the column size as per the details mentioned.
  • Company Details: Next is to enter the details of the company, like company name, GSTIN, address, and pin-code.
  • Other Details: Follow it up with details like invoice date, purchase order number, the due date of invoice.
  • Customer Details: The next step is to enter the details of customers like company name, address, pin-code, and GSTIN.
  • Details of Goods/Services: Below customer details, a section is to be included describing various goods or services sold, quantity, price, HSN/SAC codes, GST rates applicable, and total amount.
  • Bank Details: At the end of the invoice, enter the bank details like the name of the bank, IFSC code, and account number.
  • Section for Signature: At last, provide a separate section for the signature of the company’s authorized signatory.

You can download GST Invoice Format in Word online.

FAQs

How do you write a GST invoice?

You can create the GST invoice either through Microsoft Word or Excel.

How many types of GST are there?

There are 3 main types of GST; CGST, IGST, SGST. Another form known as UTGST is the same as SGST, except that it is applicable for Union Territories.

Is the GST number mandatory on the invoice?

Yes, maintaining the GST invoice serial number throughout the year is mandatory as per the GST invoice rules.

Who collects IGST?

IGST is applicable on inter-state transactions, and it needs to be paid by the seller to the Central Government of India, after adjusting the input credit on IGST for the purchases.

Are there any restrictions on the format of the invoice in GST?

Yes, the GST invoice needs to be made in accordance with the format given in GST Rules. The length of the GST invoice number cannot exceed 16 characters.

What are the mandatory fields in the GST invoice?

The following is the list of mandatory things on GST invoice:

  • Customer Name
  • Invoice Number & Date
  • Place of Supply
  • Shipping and Billing address
  • HSN code/ SAC code
  • Taxable value and discount
  • GSTIN of customer and taxpayer
  • Password details
  • Rate and amount of Taxes
  • Is GST payable on reverse charge basis
  • Signature of the suppliers

In case the recipient is unregistered and the invoice value is more than Rs. 50,000 than following things are also mandatory;

  • Address of delivery
  • Name and address of recipient
  • Name and code of State
Is GST applicable on proforma invoice?

No, there is no concept of proforma invoice in GST law.

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