What is a gst bill format?

A gst bill format is the standardized structure businesses use to issue tax-compliant bills. It lists supplier and recipient details, HSN/SAC, quantity, rate, taxable value, and the tax breakup (CGST/SGST/IGST). A precise gst bill format helps customers claim Input Tax Credit and keeps your records audit‑ready.

Design elements can reflect your brand; the content must meet statutory rules. If e‑invoicing applies, your gst bill format should reserve space for IRN and a QR code without crowding critical fields.

Mandatory fields checklist for a gst bill format

• Supplier details: Legal name, address, GSTIN, and contact.
• Invoice metadata: Unique number and date; keep the sequence gap‑free.
• Recipient details: Name, address, GSTIN for B2B; state code is vital.
• Place of supply: Determines IGST vs CGST/SGST in your gst bill format.
• Item lines: Description, HSN/SAC, quantity, unit, rate, discounts if any.
• Taxable value & taxes: Clear slab rates and amounts, per line or per slab.
• Totals: Subtotal, tax totals, round‑off, grand total in words and figures.
• Reverse charge: Yes/No where applicable.
• Signature: Authorized signatory (digital or physical).
• E‑invoice elements: IRN and QR code if mandated.

Reference these items whenever you update your gst bill format at the start of a financial year.

Structure & layout that strengthen your gst bill format

Group information into predictable blocks. Consistent hierarchy makes your gst bill format easy to scan and approve.

1. Header block: Logo, supplier details, invoice number/date, optional QR/IRN.
2. Recipient block: Buyer details, GSTIN, place of supply.
3. Items table: Description, HSN/SAC, qty, unit, rate, taxable value, tax %, tax amounts, line totals.
4. Totals block: Subtotals, tax totals, round‑off, and grand total in words.
5. Terms block: Payment terms, bank/UPI details, reverse charge, notes, signature.

Excel, Word & PDF options for a gst bill format

Tip: Keep the same gst bill format across branches for consistent branding and fewer training issues.

Step-by-step: build your first gst bill format

1. Brand setup: Place your logo, legal name, and registered address in the header.
2. Numbering design: Use a sequence like INV‑25‑0001 to simplify audits.
3. Tax mapping: Default rates by item; match buyer state to auto‑select IGST or CGST/SGST inside your gst bill format.
4. Columns & data: Include description, HSN/SAC, qty, unit, rate, taxable value, tax %, and amounts.
5. Terms: Due date, payment rails (bank/UPI), and returns/warranty notes.
6. E‑invoice fields: Reserve space for IRN and the QR code where required.
7. Test scenarios: In‑state, inter‑state, export, and reverse charge in one dry run.

Before rollout, revisit our internal GST rate slabs and e‑invoice guide so your gst bill format aligns with current thresholds.

Industry examples using a gst bill format

• Retail/POS: Brief descriptions, SKU/barcode, and round‑off lines; ensure HSN on each taxable item in your gst bill format.
• Wholesale: MOQs, slab pricing, transport details; add annexures if needed.
• Services: SAC codes, milestone notes, reverse charge flag where applicable.
• Manufacturing: Batch/lot, UOM, delivery challan reference, and QA notes.
• Export: LUT/Bond, currency, Incoterms, and ports; adapt your gst bill format for zero‑rated supplies.

Whichever industry you serve, keep your gst bill format consistent to reduce training overhead and disputes.

Common mistakes in a gst bill format (and fast fixes)

1. Wrong place of supply: Leads to incorrect tax type; save defaults per customer.
2. Missing HSN/SAC: Maintain accurate codes; audit masters monthly.
3. Duplicate numbering: Lock your sequence and avoid manual edits.
4. Unclear terms: Put due date and bank details near the grand total.
5. Skipping amount in words: Reduces payment errors; include it in your gst bill format.
6. Ignoring e‑invoice fields: Add IRN/QR placeholders if you cross the threshold.

Relearn the fundamentals with our GST invoice format guide and adapt improvements into your gst bill format.

Copy-ready templates + HTML table snippet for a gst bill format

Goods bill (B2B) — intra‑state

BILL (TAX)
Bill No: INV-25-0017          Date: 12 Aug 2025       Reverse Charge: No
Supplier: ABC Traders Pvt Ltd (GSTIN: 27ABCDE1234F1Z5)
Address: 12 Market Road, Pune, Maharashtra 411001
Recipient: XYZ Retail LLP (GSTIN: 27WXYZ5678K2Z3)
Address: 55 Industrial Area, Pune, Maharashtra 411002
Place of Supply: Maharashtra (27)

Items:
1) HSN 8481  Brass Valves 1/2"      Qty: 200 pcs   Rate: ₹180.00
   Taxable Value: ₹36,000.00  CGST 9%: ₹3,240.00  SGST 9%: ₹3,240.00  Line Total: ₹42,480.00
2) HSN 8481  Brass Valves 3/4"      Qty: 100 pcs   Rate: ₹240.00
   Taxable Value: ₹24,000.00  CGST 9%: ₹2,160.00  SGST 9%: ₹2,160.00  Line Total: ₹28,320.00

Subtotals: Taxable ₹60,000.00  CGST ₹5,400.00  SGST ₹5,400.00
Round-off: ₹0.00
Grand Total: ₹70,800.00 (Rupees Seventy Thousand Eight Hundred Only)

Payment Terms: Net 15 days
Bank: HDFC Bank • AC: 0123456789 • IFSC: HDFC0000123 • UPI: abctraders@hdfc
Notes: Warranty 12 months against manufacturing defects.
Authorized Signatory: (Digital)

Services bill (B2B) — inter‑state

BILL (TAX)
Bill No: SRV-25-0031          Date: 12 Aug 2025       Reverse Charge: No
Supplier: Pixel & Code Studio (GSTIN: 07AAACP1234E1Z2)
Recipient: Coastal Retail Ltd (GSTIN: 33AACCR4321J1Z6)
Place of Supply: Tamil Nadu (33)  State of Supplier: Delhi (07)

Service (SAC 998313): Website Design & Implementation
Qty: 1 project   Rate: ₹250,000.00   Discount: ₹10,000.00
Taxable Value: ₹240,000.00   IGST 18%: ₹43,200.00   Total: ₹283,200.00

Milestones: 50% advance; balance on UAT sign‑off within 30 days.
Payment: NEFT/UPI; Late fee 1.5% per month after due date.
Authorized Signatory: (Digital)

HTML table snippet for your gst bill format

FAQs about the gst bill format

Do I need HSN/SAC on every bill?

For B2B, yes; for B2C, thresholds can apply—best practice is to include it on every taxable item within your gst bill format.

When do I use a bill of supply instead of a tax invoice?

Use a bill of supply for exempt items or under the composition scheme; otherwise, a tax invoice with full gst bill format fields is required.

What about e‑invoicing?

If you cross the notified threshold, generate IRN and add the QR code. Reserve space in your gst bill format header so the code doesn’t break the layout.

How should discounts be shown?

Pre‑supply discounts reduce the taxable value on the line; post‑supply discounts typically require a credit note referencing the original bill.

External resources (dofollow) and internal links

• GST Portal (official) — Returns, notifications, and circulars that affect your gst bill format.
• Vyapar GST Invoice Formats — Ready templates for Word, Excel, and PDF you can adapt into your gst bill format.
• ExcelDataPro GST Templates — Multiple industry variations to customize your gst bill format.
• Wise India GST Invoice Templates — Clean, downloadable designs.
• GST Mentor: Bill Format Guide — Helpful overview and examples.

Helpful internal links: Try our GST calculator, learn GST rate slabs, read the e‑invoice guide, and deep‑dive with our GST invoice format guide to refine your gst bill format.