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GST Invoice Format in Excel, Word, and PDF

A GST invoice format that looks professional and contains all the necessary information is crucial for the smooth running of your business. TranZact makes it easy for you to create a GST invoice and manage all your invoices with ease.

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What Is a GST Invoice?

A GST invoice is a document generated by a seller of a particular product or service and shared with the buyer. This is done once the transaction has been completed and the buyer has accepted the product or service after delivery. It is a legally binding way for the seller to establish that the transaction has been completed satisfactorily and the payment is now due. The GST invoice contains all the details of the specific transaction along with the details of the applicable taxes.

There are many formats that a GST invoice can be created in and used, such as a GST invoice format in Excel or a GST invoice format in word. Without this document, a seller cannot legally expect the buyer to make the payment for the respective product or service.

What Should be Included in a GST Invoice?

As an SME business owner, it is crucial you ensure that all the necessary elements are included in your GST invoice so that you can avoid unnecessary payment delays. Typically, a GST bill format will include:

  • The buyer details: The company name of the buyer along with the corporate address.
  • The seller Details: The company name of the seller along with the company address.
  • A unique identifier: A unique identification number or an alphanumeric code.
  • Date of invoice: The date of issuance of the GST invoice.
  • Item description: A brief description of the product or service that has been provided.
  • Quantity details: A clear mention of the number of products that were purchased.
  • The price point: The agreed-upon price per unit.
  • The taxes applicable: Depending on the nature of the purchase, the accurate amount of taxes.
  • The total amount: A calculated total of the amount due as a function of the number of units purchased and the price per unit, plus taxes.
  • Payment dates: The expected due date by which the payment should be made
  • Required signatures: Duly signed by the authorized signatories to make it formal and legally binding.

    • You can first create a sample GST invoice format using automated software and choose the one that best suits the nature of your business.

    How to Make an Invoice?

    Whether you are choosing to make use of a GST invoice format in excel or a GST tax invoice format in Word, you just need to keep a few things in mind when making your invoice:

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    • Legibility

      Make sure that the font style and sizes that you use are appropriate and make it easy to read. The company details of both the buyer and the seller are to be mentioned clearly.

    • Transparency

      The prices agreed upon during the negotiation should reflect on the invoice as well. Make sure you fill out the prices per unit as well as the total amount due, duly calculated with applicable taxes.

    • Specifications

      Names and descriptions of the items that have been purchased should be mentioned.

    • Dates and Timelines

      Your GST invoice should draw attention to the due date for payment and any other relevant timelines.

    How to Create GST Bill in Excel and Word?

    A GST tax invoice format can be found in both Microsoft Excel as well as Word. Both these are tools designed in a manner that you can easily make a tax invoice format under GST using either. To begin with, it is important to understand the reason why you are creating an invoice format in GST. The purpose of this document is to formally and legally establish the fact that the transaction in question has been completed. That means the product or service has been delivered, evaluated by the buyer, and accepted in the condition that it has been received. The buyer has acknowledged the same and you can now raise the invoice and expect the payment. To create a GST bill in Excel or Word, create a table with columns for details including, item name, quantity, price per unit, GST rate, and total. In the first row, enter the column headings and format them appropriately, followed by subsequent details

    What Are the Different Types of Invoices?

    As an SME business owner, you will need to be aware of all the different invoice types that exist and you may have to make use of them. Here's a look at some of the most common types:

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    • A Tax Invoice

      This is a type of invoice that is required by law if you are operating at a certain scale and are GST compliant. It needs to have all the applicable tax details for your type of business. These differ across transactions that happen within the same state or if your products are being sold across state lines.

    • An Electronic or E-invoice

      With the coming of the digital age, invoice management has been transferred online. An e-invoice is an electronic document that exists only digitally.

    • A Pro Forma invoice

      An invoice is usually raised after a sale has been completed. On the other hand, a pro forma invoice is issued once the terms and conditions have been agreed upon verbally. This is not a legally binding document, but rather a way for the seller to get written confirmation from the buyer on the details of the deal.

    • A Commercial Invoice

      This type of invoice comes into play when products are exported internationally and the customs authorities need to be made aware. Typically used by shipping companies, a commercial invoice needs to include details of the shipment and the buyer and seller.

    Non-GST Invoice Format

    In case your business operates at a small scale and you are currently not required to be GST compliant, you can also opt for a non-GST invoice format. This can be made like a GST bill format in Word or a GST bill format in Excel or another format that suits your specific needs better. A non-GST invoice format does not have any such mandatory requirements, unlike a GST invoice format. However, since the purpose of an invoice is to establish that a transaction has been completed successfully and the seller is now due to be paid, it needs to look professional. If you need simple, professional invoice templates, simply try TranZact.

    GST Invoice Format in Excel

    Creating a GST tax invoice format in Excel can be achieved in a few simple steps:

  • Open up a new Microsoft Excel document.
  • Select an invoice template from the menu and download it.
  • Remove any unwanted gridlines from the sheet.
  • Insert your company logo and contact details.
  • Include a column with buyer company details.
  • In the goods column, add all the details of the product.
  • Insert your unique ID number in the top left column.
  • Use the 'SUM' formula to calculate the total applicable price.
  • Insert rows that include your bank account details.

    • We've saved you precious time so you don't need to worry about accessing GST tax invoice templates, just find them on TranZact.

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    GST Invoice Format in Word

    Another commonly used tool for creating GST invoices is Microsoft Word. Here are a few steps to get your invoice format in Word:

  • Open up a new document.
  • Choose an invoice template that is appropriate for your business.
  • Download the template.
  • Insert your contact details in the top left corner of the document.
  • Insert the seller's contact details in the right-hand corner.
  • Insert a table from the ‘insert' tab found on the top menu.
  • Populate it with the purchase details.
  • Include a bottom row for the total price.
  • Give your bank details and space for a signature.
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    GST Invoice Format in PDF

    Many business owners prefer to share an invoice format in PDF instead of Excel or Word. PDF documents are more professional and have an added layer of security in case of sensitive information. If you are looking to create a GST invoice in PDF quickly, then you can start with either a Word or an Excel document. Follow the steps mentioned previously and once you're done, save the file in a PDF format. A PDF file is not easy to edit and helps both parties feel more secure about the document.

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    GST Invoice Format in Google Sheets

    Another application available to you in the Google suite of solutions is Google Sheets. This functions very much like Microsoft Excel and also has a similar user interface. In Google Docs, click on the one that says ‘Sheets'. Once you have a new sheet opened up, take the steps mentioned in the GST invoice format in Excel and download it once you are done so you have the template handy for future use.

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    GST Invoice Format in Google Docs

    Just like Microsoft Word, if you are more comfortable with the Google suite of applications, you can use Google Docs to create your GST invoice. Log into your Gmail and click on the icon you see in the top right-hand corner in the shape of a rectangle made up of dots. This will expand the menu items for you so you can click on the one that says 'Docs'. Once you have a new document opened up, follow the same set of steps as provided for the GST invoice in Word.

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    FAQs on GST Invoice Format

    • What is GST invoice format?

      A GST invoice format contains all the information about the buyer, the seller, and the transaction for which the invoice is issued. It also contains the total amount due and any applicable taxes.

    • Is a GST invoice valid without a signature?

      No, a GST invoice needs a valid signature from a signing authority to be legally binding.

    • Is the PAN number mandatory on the GST invoice?

      No, the PAN number is not mandatory to be separately mentioned on a GST invoice, since the 15-digit GSTIN is already a PAN-based number.

    • What is the limit of invoice in GST?

      GST e-invoicing is currently applicable to GST-registered persons whose aggregate turnover exceeds Rs. 20 crores, in any previous applicable financial year. This limit may be extended to the range of Rs. 10 crores to Rs. 20 crores.

    TranZact

    TranZact is a team of IIT & IIM graduates who have developed a GST compliant, cloud-based, inventory management software for SME manufacturers. It digitizes your entire business operations, right from customer inquiry to dispatch. This also streamlines your Inventory, Purchase, Sales & Quotation management processes in a hassle-free user-friendly manner. The software is free to signup and gets implemented within a week.