Bill format you can fill in online
Reviewed in November 2026
A bill is the document an Indian business hands over to ask for payment for goods or services. The bill below opens in rupees and works with or without GST. Download it as PDF or as an image for WhatsApp. Word and Excel files are under the template.
Bill
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What it includes
- Seller name, address, phone and GSTIN
- Bill number
- Date
- Customer name, address and GSTIN
- Place of supply
- Item lines: description, HSN, quantity, rate, amount
- Taxable value
- CGST and SGST, or IGST
- Total in figures and words
- Payment details
- Terms
- Signature
Bill: full text
BILL
[Shop or firm name]
[Address] · [Phone]
GSTIN: [22AAAAA0000A1Z5, or «Not registered»]
Bill no.: [BILL-2026-27/0318] Date: [06-11-2026]
To:
[Customer name]
[Customer address]
GSTIN: [customer GSTIN, if registered]
Place of supply: [State and code]
Item HSN Qty Rate (₹) Amount (₹)
[LED panel 18W] [9405] [12] [650] [7,800]
[MCB 32A double pole] [8536] [10] [240] [2,400]
[Copper wire 1.5 sq mm, 90 m] [8544] [2] [1,850] [3,700]
Taxable [13,900]
CGST 9% [1,251]
SGST 9% [1,251]
TOTAL [16,402]
Amount in words: [Sixteen thousand four hundred two rupees only]
Payment: UPI [id@bank] · A/c [number] · IFSC [code]
Terms: Payment due within [15] days. [Interest at [18]% a year on late payment.]
For [Shop or firm name]
Authorised signatory: ______________________Bill, invoice and bill of supply
In daily trade a bill and an invoice mean the same thing. Under GST the names are precise.
| Document | Who issues it | Shows GST |
|---|---|---|
| Tax invoice | A GST-registered supplier making a taxable sale | Yes, CGST and SGST or IGST |
| Bill of supply | A composition dealer or a seller of exempt goods | No |
| Non-GST bill | A business that is not registered for GST | No |
A composition dealer writes «Bill of supply» at the top and charges no GST. CGST rule 49 lists what that bill must show. It asks for the supplier GSTIN, a serial number and the date. It also asks for the HSN code, the description and the value.
What goes in each part of the bill
| Part | What it says | Example |
|---|---|---|
| Seller | Shop or firm name, address, phone and GSTIN if registered | Sharma Electricals, Karol Bagh |
| Bill no. | Serial number for the financial year | BILL-2026-27/0318 |
| Date | Day of sale | 06-11-2026 |
| Customer | Name, address and GSTIN for a registered buyer | Gupta Traders |
| Item lines | Description, HSN, quantity, rate and amount | LED panel 18W · 12 · ₹650 |
| Tax | CGST and SGST for the same state, IGST for another state | CGST 9% · SGST 9% |
| Total | In figures and in words | ₹16,402 (Sixteen thousand four hundred two rupees only) |
| Payment | UPI ID, bank account and IFSC | sharmaelec@upi |
| Terms | Credit days and interest on late payment | Due in 15 days |
A bill worked out in rupees
Sharma Electricals supplies a retail shop in the same state. The shop has a GSTIN and buys on 15 days credit.
| Item | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|
| LED panel 18W | 12 | 650 | 7,800 |
| MCB 32A double pole | 10 | 240 | 2,400 |
| Copper wire 1.5 sq mm, 90 m coil | 2 | 1,850 | 3,700 |
| Taxable value | 13,900 | ||
| CGST 9% | 1,251 | ||
| SGST 9% | 1,251 | ||
| Total | 16,402 |
The non-GST version of the same bill stops at ₹13,900. Untick the GST split in the generator and set the tax rate to zero.
Bill register in Excel
The Excel file has two sheets. The first is the bill with formulas for amount, tax and total. The second is a bill register with one row per bill.
Each row holds the bill number, date, customer and amount. Two more columns show what was received and the balance. The balance column subtracts on its own. Filter it by customer to see who still owes.
Bill formats by business
The layout stays the same across trades. The item lines and one or two fields change.
| Business | Typical line | Extra field |
|---|---|---|
| Electrical supplier | MCB 32A · 10 Nos · ₹240 | HSN per item |
| Printing press | Visiting cards, 1,000 pcs · ₹850 | Proof approved on date |
| Photographer | Wedding shoot, 2 days · ₹45,000 | Event date and venue |
| Caterer | Veg thali · 150 plates · ₹280 | Function date and guest count |
| Transporter | Delhi to Jaipur, 9 MT · ₹18,500 | Vehicle no. and LR no. |
| Tuition centre | Class 10 maths, November · ₹2,500 | Student name and batch |
Amount in words in lakh and crore
Indian bills write the total in words with lakh and crore. Write the words as the figure is grouped.
| Figure | In words |
|---|---|
| ₹16,402 | Sixteen thousand four hundred two rupees only |
| ₹2,45,000 | Two lakh forty-five thousand rupees only |
| ₹1,08,50,000 | One crore eight lakh fifty thousand rupees only |
End with «only» so nothing can be added after the last word.
Computer generated bill and signature
CGST rule 46 drops the signature for an electronic invoice issued under the IT Act 2000. Many shops still sign the printed copy they hand over.
A bill made on this page and sent as PDF is a computer generated bill. The line «Computer generated bill» at the foot is optional.
When a bill is issued
- Goods leave the shop on credit to a regular customer.
- A job is done, such as wiring a flat or servicing machines.
- A month of supply ends for a customer billed monthly.
- A buyer asks for a bill to claim input tax credit.
Common bill mistakes
- Charging CGST and SGST on a sale to another state. Inter-state sales take IGST.
- Missing the buyer GSTIN. The buyer cannot claim credit without it.
- Restarting bill numbers each month. The series runs for the whole financial year.
- Writing GST on a bill of supply. Composition dealers cannot charge GST.
- Leaving the amount in words blank. It stops anyone adding a digit.
Let the reminders go out on their own
A credit bill is money waiting in someone else's drawer. Makatea sends the WhatsApp reminder before the credit days end and again after.
When the customer pays by UPI or cash, Makatea records it against the bill. Your register of dues stays current. The first 14 days are free and need no card.
Free on Makatea: free invoice generator
Frequently asked questions
Is a bill the same as an invoice?
Yes. In trade they mean the same. Under GST a registered seller issues a tax invoice and a composition dealer issues a bill of supply.
Can I make a bill without GST?
Yes. Set the tax rate to zero and untick the CGST and SGST split. Do this only if you are not registered or the item is exempt.
Does the bill number restart every month?
No. Under GST the serial number is unique for the financial year. Many businesses start a new series each April.
Is there a bill format in Excel?
Yes. The Excel file has the bill with formulas and a bill register sheet.
Is this bill a GST e-invoice?
No. A GST e-invoice gets its IRN from the government portal. This format is for your own billing and collections.
Can I send the bill on WhatsApp?
Yes. Download the image for WhatsApp and send it to the customer.
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.
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Looking for the best billing software? Makatea reminds customers on WhatsApp and email and records every payment. Free for 14 days with no card.