GST Invoicing & Billing in Excel: Formats, Rules, Templates
Last updated: 27 June 2026
A valid GST invoice must carry your GSTIN, the buyer's GSTIN (for B2B), a consecutive invoice number, HSN/SAC codes, the applicable GST rate (Nil / 5% / 18% / 40%), CGST + SGST or IGST split, and the place of supply. Any missing field can block the buyer's Input Tax Credit and expose you to notices. Excel handles all of this with a well-built template — and it is the format most Indian SMBs already use.
Key takeaways
- India's GST rates from 22 September 2025 are Nil, 5%, 18%, and 40% — the 12% and 28% slabs are abolished. If your invoice template still shows 12% or 28%, update it now.
- A tax invoice is mandatory when you supply goods or services and charge GST. A bill of supply is used when you are exempt or a composition dealer.
- E-invoicing is compulsory if your aggregate annual turnover exceeds ₹5 crore; businesses at ₹10 crore+ must upload to the IRP within 30 days of the invoice date.
- HSN codes are mandatory on all B2B invoices: 4 digits if turnover ≤ ₹5 crore, 6 digits above ₹5 crore.
- Invoice numbers must be consecutive and unique within a financial year — you can use a prefix (e.g. ANK/2026-27/001).
- Excel is fully legal for GST invoicing; the law specifies the fields, not the software.
- All templates in this cluster are free to download, no sign-up.
Fact box. The GST law (Rule 46 of CGST Rules, 2017) does not mandate any specific software for issuing invoices. A printed or emailed Excel invoice is legally valid as long as all mandatory fields are present and correct. (Source: CBIC CGST Rules 2017, Rule 46.)
What fields are mandatory on a GST tax invoice?
Rule 46 of the CGST Rules, 2017, lists the mandatory fields for a tax invoice. Every field below is required — omit one and the buyer cannot claim ITC on the supply.
| # | Mandatory field | Notes |
|---|---|---|
| 1 | Supplier's name, address, GSTIN | Registered name as in GST portal |
| 2 | Consecutive invoice number + date | Unique within the FY; prefix allowed |
| 3 | Recipient's name, address, GSTIN | B2B: GSTIN required; B2C: name + address |
| 4 | Place of supply (state code) | Determines CGST+SGST vs IGST |
| 5 | HSN/SAC code | 4 digits (≤₹5 cr turnover), 6 digits (>₹5 cr) |
| 6 | Description of goods or services | — |
| 7 | Quantity + unit (for goods) | — |
| 8 | Total taxable value | After discounts, before tax |
| 9 | GST rate | Nil / 5% / 18% / 40% (or 3% for gold) |
| 10 | CGST / SGST / IGST amounts | Calculated correctly on taxable value |
| 11 | Total invoice value | Taxable value + tax |
| 12 | Signature / digital signature | Physical or digital |
| 13 | Whether tax is payable on reverse charge | Yes/No field |
For inter-state sales, replace CGST + SGST with IGST at the combined rate. For exports, mark "Supply meant for export under LUT" or "Supply meant for export on payment of IGST".
Fact box. For B2C (retail) sales where the bill value is below ₹2.5 lakh, you may omit the buyer's name and address on the invoice. Above ₹2.5 lakh, the buyer's details are mandatory even for B2C. (Source: CGST Rules 2017, Rule 46 second proviso.)
What are India's current GST rates for invoicing?
India's GST rate structure as of 22 September 2025:
| Slab | When to use on invoice | Examples |
|---|---|---|
| 0% (Nil) | Exempt supplies; no tax charged | Fresh produce, specified medicines, education |
| 5% | Merit / daily-use goods & services | Packaged staples, FMCG essentials (many ex-12% items) |
| 18% | Standard rate — default for most goods & services | Electronics, cement, small cars, most services |
| 40% | Sin & luxury (specific list only) | Tobacco, pan masala, aerated drinks, luxury vehicles |
| 3% | Gold, silver, jewellery | — |
| 0.25% | Rough/uncut diamonds | — |
Do not use 12% or 28% — those slabs no longer exist. If your invoice shows either, it is legally incorrect.
When do I issue a tax invoice vs a bill of supply?
- Tax invoice: You are a regular GST-registered taxpayer and the supply attracts GST (any rate above Nil). This is the standard invoice for almost all B2B and B2C transactions.
- Bill of supply: You are a composition dealer, or the supply is fully exempt / Nil-rated, or you supply non-GST goods. A bill of supply carries no GST and states "Composition taxable person, not eligible to collect tax on supplies" (for composition) or "Tax invoice not applicable" (for exempt).
See the dedicated article: Tax Invoice vs Bill of Supply »
What is e-invoicing and does it apply to me?
E-invoicing means generating a machine-readable JSON (FORM GST INV-01) and uploading it to an Invoice Registration Portal (IRP) before sending the invoice to your buyer. The IRP returns a signed Invoice Reference Number (IRN) and a QR code, which must appear on the invoice.
| Aggregate annual turnover | E-invoicing status |
|---|---|
| Below ₹5 crore | Exempt — regular Excel invoice is fine |
| ₹5 crore and above | Mandatory for all B2B supplies, exports and credit/debit notes |
| ₹10 crore and above | Mandatory + must upload to IRP within 30 days of invoice date |
The threshold is based on turnover in any financial year from 2017-18 onward — so if you crossed ₹5 crore even once, you are in scope.
If you are in scope: your Excel invoice data must be exported as JSON, uploaded to the IRP (einvoice.gst.gov.in), and the returned IRN + QR code printed on the invoice. Several third-party IRPs accept bulk CSV/Excel uploads.
How do I build a GST invoice in Excel?
A workable GST invoice template in Excel has three zones:
Zone 1 — Header (rows 1–12)
- Your business name, address, GSTIN, logo
- Invoice number (linked to a serial-number cell), date, due date
- Buyer's name, address, GSTIN, state code (place of supply)
Zone 2 — Line-item table (rows 13–30+)
| Col | Field | Formula hint |
|---|---|---|
| A | # | 1, 2, 3 … |
| B | Description | Free text |
| C | HSN/SAC | 4 or 6 digits |
| D | Qty | Number |
| E | Unit | Pcs / Kg / Box |
| F | Rate (₹) | Per unit price |
| G | Discount (%) | Optional |
| H | Taxable value | =D*F*(1-G/100) |
| I | GST rate (%) | Dropdown: 0/5/18/40 |
| J | CGST (%) | =IF(intrastate, I/2, 0) |
| K | CGST amount | =H*J/100 |
| L | SGST (%) | Same as J |
| M | SGST amount | =H*L/100 |
| N | IGST (%) | =IF(interstate, I, 0) |
| O | IGST amount | =H*N/100 |
| P | Line total | =H+K+M+O |
Zone 3 — Summary (below table)
- SUMIF-based totals by GST rate (required for multi-rate invoices)
- Grand total taxable value, total CGST, total SGST/IGST
- Amount in words (Indian numbering: use a custom UDF or an
=TEXT()workaround) - Bank account details, terms, signature line
Excel formula for CGST/SGST vs IGST split:
=IF($PlaceOfSupply=$SupplierState, TaxableValue*Rate/200, 0) ' CGST or SGST
=IF($PlaceOfSupply<>$SupplierState, TaxableValue*Rate/100, 0) ' IGST
Use a named cell SupplierState with your state code and a dropdown PlaceOfSupply for the buyer's state.
Download the free template: Free GST Invoice Template in Excel »
What other invoice types does a GST business need?
| Document | When used | Spoke article |
|---|---|---|
| Tax invoice | Standard taxable supply | Free GST Invoice Template » |
| Bill of supply | Exempt / composition dealer | Tax Invoice vs Bill of Supply » |
| Proforma invoice | Advance quote before actual supply | Proforma Invoice Format » |
| Delivery challan | Goods movement without sale (job work, loans, approvals) | Delivery Challan Format » |
| Credit note | Reducing a previously issued invoice (return, discount) | Credit Note & Debit Note » |
| Debit note | Increasing a previously issued invoice | Same as above |
| Quotation / estimate | Price quote before order | Quotation Template » |
| Export invoice | Zero-rated exports under LUT or with IGST | Export Invoice Format » |
| POS / thermal bill | Retail counter receipts | Thermal POS Bill » |
| Recurring invoice | Subscription / repeat billing | Recurring Invoice Tracker » |
Invoice numbering rules under GST
The GST law requires invoice numbers to be consecutive and unique within a financial year for each registration. A series must not repeat across years.
Best practice for Excel: maintain a NextInvoiceNo named cell in a Config sheet. Increment it after each invoice. Format: ANK/2026-27/001, ANK/2026-27/002, etc.
For automatic numbering, see: Auto-Incrementing Invoice Number in Excel »
What is a delivery challan and when is it not an invoice?
A delivery challan (Rule 55 of CGST Rules) is used to move goods when a tax invoice cannot be issued at the time of movement — for example, goods sent for job work, goods sent on approval, or supply of liquid gas. It is not an invoice and does not create a tax liability. The buyer cannot claim ITC on a delivery challan — only on a tax invoice.
See: Delivery Challan Format in Excel »
How Ankeshan helps
How Ankeshan helps: Ankeshan auto-fills mandatory GST invoice fields — GSTIN lookup, HSN codes, CGST/SGST/IGST split, rate validation against the current Nil/5/18/40 slabs — inside your Excel workbook. Invoice numbers increment automatically and the IRN field appears when e-invoicing applies. It's launching soon; join the waitlist.
Frequently asked questions
Is an Excel invoice legally valid for GST? Yes. The GST law specifies the mandatory fields (Rule 46 of CGST Rules), not the software. An Excel invoice printed or emailed in PDF is fully valid as long as it contains all required fields.
How many copies of a GST invoice must I issue? Three copies are prescribed for goods: Original for the buyer, Duplicate for the transporter, Triplicate for the supplier. For services, two copies: Original for the buyer, Duplicate for the supplier.
Can I issue invoices in a foreign currency? Yes, but you must also show the INR equivalent (using the RBI reference rate or customs rate for exports) and the total tax in INR.
What if I made a mistake on a GST invoice? You cannot amend an issued invoice directly. Issue a credit note to cancel or reduce the earlier invoice, or a debit note to increase it. See Credit Note & Debit Note ».
Do I need to print the invoice or can I send it by email? Email (PDF) is acceptable as long as the recipient agrees. For e-invoiced businesses, the IRN and QR code must appear in the document.
When must I issue an invoice for services? For services: within 30 days of the date of supply (60 days for banking/insurance). For goods: at the time of removal or delivery.
Sources
- CBIC CGST Rules 2017, Rule 46 (mandatory invoice fields) — cbic-gst.gov.in
- CBIC CGST Rules 2017, Rule 55 (delivery challan)
- GSTN e-invoicing portal — einvoice.gst.gov.in
- 56th GST Council decisions (3 Sep 2025) and CBIC rate notifications effective 22 Sep 2025
- CBIC HSN advisory, Table 12, GSTR-1 Phase-III — tutorial.gst.gov.in
General information, not professional advice. Verify against CBIC/GSTN before issuing invoices. Reviewed by a Chartered Accountant; last updated 27 June 2026.
Related: Free GST Invoice Template in Excel » · Tax Invoice vs Bill of Supply » · GST Rates 2026 » · GST Compliance Calendar »