Bill book format to print or fill in online
Reviewed in November 2026
A bill book is a pad of numbered bill pages with a copy that stays in the book. The format below is one page of that book, ready to print or to fill in online. Use the generator above as an online bill book that numbers each bill on its own.
Bill
Your file never leaves your device.
What it includes
- Business name, address, phone and GSTIN
- Book number
- Bill number
- Date
- Customer name and address
- Particulars, quantity, rate and amount
- CGST and SGST, or IGST
- Total in figures and words
- Advance received and balance due
- Signature
Bill book page: full text
[BUSINESS NAME]
[Address] · [Phone] · [Email]
GSTIN: [27AAAAA0000A1Z5]
BILL
Book no.: [07] Bill no.: [0301] Date: [06-11-2026]
M/s [Customer name]
[Customer address]
GSTIN: [if registered]
Particulars Qty Rate (₹) Amount (₹)
[Veg thali] [150] [280] [42,000]
[ ] [ ] [ ] [ ]
[ ] [ ] [ ] [ ]
[ ] [ ] [ ] [ ]
Taxable [42,000]
CGST 2.5% [1,050]
SGST 2.5% [1,050]
TOTAL [44,100]
Advance [15,000]
BALANCE [29,100]
Rupees in words: [Forty-four thousand one hundred only]
Bank: [Bank name] · A/c [number] · IFSC [code] · UPI [id@bank]
Terms: [Balance payable within [7] days of the function.]
Customer signature ________________ For [Business name] ________________What goes on a bill book page
| Part | What it says | Example |
|---|---|---|
| Header | Business name, address, phone and GSTIN printed once | Shree Ganesh Caterers, Pune |
| Book no. | The number of the pad | Book 07 |
| Bill no. | Serial number printed by the press | 0301 to 0350 |
| Date | Day of the bill | 06-11-2026 |
| M/s | Customer name and address | M/s Patil Family |
| Lines | Particulars, quantity, rate and amount | Veg thali · 150 · ₹280 |
| Tax rows | CGST and SGST or IGST, if registered | CGST 2.5% · SGST 2.5% |
| Total and words | Figure and amount in words | ₹44,100 |
| Signature | For the business | For Shree Ganesh Caterers |
Leave space for ten to fifteen lines. Most bills fit on one page at A5 size.
A catering bill book page worked out
A caterer serves a family function of 150 guests in the same State. The caterer is registered and charges 5% GST on this job.
| Particulars | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|
| Veg thali | 150 | 280 | 42,000 |
| Taxable value | 42,000 | ||
| CGST 2.5% | 1,050 | ||
| SGST 2.5% | 1,050 | ||
| Total | 44,100 | ||
| Advance received | 15,000 | ||
| Balance due | 29,100 |
In words the total reads «Forty-four thousand one hundred rupees only». The advance line keeps the book honest when the family pays in parts.
Original, duplicate and triplicate
| Copy | Who keeps it | Common use |
|---|---|---|
| Original | The customer | Proof of purchase and tax claims |
| Duplicate | Stays in the book | Your record for accounts and dues |
| Triplicate | The driver or the transporter | Shown with the goods on the road |
Service businesses such as photographers rarely need a third copy. Traders who send goods by truck usually do.
Quotation bill book
Many trades keep a second pad for quotations. The page looks like a bill with the title «Quotation» and a validity date.
An electrician quotes ₹18,400 for wiring a 2BHK flat valid for 15 days. Once the customer agrees, the same lines move to a bill with the next bill number.
From a bill book to the phone
A pad runs out and needs a reprint. The generator above keeps your header, logo and last bill number on the phone.
Keep the pad for sites with no signal. Use a separate series on the phone, such as BILL-0001, so the two never clash.
Send the PDF or the WhatsApp image right after the job. The customer has the bill before you reach the next site.
Ordering a printed bill book
Give the press these choices before it prints. A reprint costs more than a careful order.
| Choice | Common option |
|---|---|
| Size | A5 for most trades, A4 for long item lists |
| Copies | Duplicate with carbon, triplicate for transport |
| Pages per book | 50 or 100 sets |
| Numbering | Printed serial numbers running across books |
| Header | Name, address, phone, GSTIN and logo |
| Footer | Bank and UPI details, terms and signature line |
Under GST the serial number must be unique for the financial year and up to 16 characters. Ask the press to keep numbers running from book to book.
Bill book pages by trade
The page layout stays the same. Only the particulars change.
| Trade | Typical particulars |
|---|---|
| Photography | Pre-wedding shoot · Album 40 sheets · Drone coverage per day |
| Printing press | Visiting cards per 1,000 · Flex banner per sq ft · Letterheads per ream |
| Electrical contractor | Point wiring per point · DB fitting · MCB by piece |
| Catering | Thali per plate · Live counter per day · Service staff per head |
| Quotation book | Same lines, titled «Quotation» with a validity date |
| Pavti book | A receipt book that records money received, not goods sold |
Bill book register in Excel
The Excel file tracks your bill books. Each row is one bill with its book and bill number. It also shows the customer, the total, the amount received and the balance.
The balance column subtracts on its own. A filter by customer shows every unpaid page across all books.
Common bill book mistakes
- Restarting at 0001 in each new book. The series should continue.
- Tearing out a spoilt page. Write «Cancelled» and keep it in the book.
- Two books in use at once with no book number on the bill.
- No balance line on bills paid in parts.
- Printing the old GSTIN after a change of address or registration.
Let the balances in the book follow up on their own
A bill book shows what you billed. It does not tell you who still owes.
Makatea keeps each open bill with its due date. It sends the customer a WhatsApp reminder before the date and after it. When the money arrives Makatea records it.
The first 14 days are free and need no card.
Free on Makatea: proforma invoice template · free receipt template · free invoice generator
Frequently asked questions
What size is a bill book?
A5 is the most common. Shops with long item lists use A4.
Can I make a bill book online?
Yes. The generator above numbers each bill after you download it. It works as an online bill book on your phone.
Should bill numbers continue into the next book?
Yes. Under GST the serial number must be unique for the financial year.
How many bills are in one bill book?
50 or 100 sets are common. Pick 50 if you bill a few times a week. The book then fills before it gets worn.
Can I keep a quotation book and a bill book together?
Yes. Give each its own title and number series so a quotation never reads as a bill.
What is a pavti book?
A pavti book is a receipt book. It records money received, while a bill book records the sale.
Do I need GSTIN printed on the bill book?
Yes if you are registered for GST. Rule 46 asks for the supplier GSTIN on a tax invoice.
Is a printed bill book still valid?
Yes. A handwritten bill with the required details is valid. Businesses above the e-invoice limit also report B2B invoices on the government portal.
Your recurring collections on autopilot
Makatea sends the reminders over WhatsApp and email, records every payment and tells you who to follow up with first.
14 days free · No card
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