Hardware bill format in Word, Excel and PDF
Reviewed in November 2026
A hardware bill lists building material by the unit it sells in, such as bags, kilos, lengths or coils. Each line carries an HSN code and the delivery challan ties it to the site. Contractors usually buy on 30 days of credit. The generator above opens with a site order from a Vadodara hardware store.
Hardware bill
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What it includes
- Store name, address, GSTIN and phone
- Bill number, date and challan number
- Buyer name, GSTIN and site
- Lines: material with unit and HSN, quantity, rate, amount
- Subtotal, GST and bill total
- Credit days and due date
- Payment instructions
- Return rule
Hardware bill: full text
HARDWARE BILL
[Patel Hardware and Sanitary]
[Station Road, Vadodara] · GSTIN [number] · [+91 98250 17733]
Bill no.: [PH-2026-0912]
Date: [21 October 2026]
Delivery challan: [DC-0412]
Bill to:
[Mehta Constructions] · GSTIN [number]
Site: [Alkapuri villa, Vadodara]
Description Qty Rate Amount
[OPC cement 53 grade, 50 kg bag, HSN 2523] [20] [390.00] [7,800.00]
[TMT bar 12 mm, per kg, HSN 7214] [450] [62.00] [27,900.00]
[PVC pipe 4 inch, 3 m length, HSN 3917] [8] [640.00] [5,120.00]
[Exterior emulsion paint, 20 L bucket, HSN 3209] [2] [4,850.00] [9,700.00]
[Copper wire 2.5 sq mm, 90 m coil, HSN 8544] [3] [2,350.00] [7,050.00]
[Wood screws, box of 100, HSN 7318] [5] [180.00] [900.00]
[MCB 32 A double pole, HSN 8536] [4] [520.00] [2,080.00]
Subtotal [60,550.00]
GST [18]% [10,899.00]
BILL TOTAL [₹71,449.00]
Credit: [30] days · Due on [20 November 2026]
Payment: A/c [number] · IFSC [code] · UPI [patelhardware@oksbi]
Goods are returned only unopened and within [7] days.
GST rate shown is an example. Rates vary by item.Material lines and their units
| Material | Unit | HSN | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|---|---|
| OPC cement 53 grade | 50 kg bag | 2523 | 20 | 390.00 | 7,800.00 |
| TMT bar 12 mm | kg | 7214 | 450 | 62.00 | 27,900.00 |
| PVC pipe 4 inch | 3 m length | 3917 | 8 | 640.00 | 5,120.00 |
| Exterior emulsion paint | 20 L bucket | 3209 | 2 | 4,850.00 | 9,700.00 |
| Copper wire 2.5 sq mm | 90 m coil | 8544 | 3 | 2,350.00 | 7,050.00 |
| Wood screws | box of 100 | 7318 | 5 | 180.00 | 900.00 |
| MCB 32 A double pole | piece | 8536 | 4 | 520.00 | 2,080.00 |
Steel goes by weight on the weighbridge slip. Cement goes by bag. Pipe goes by length.
The full hardware bill
| Line | Amount (₹) |
|---|---|
| Material before GST | 60,550.00 |
| GST at an example rate of 18% | 10,899.00 |
| Bill total | 71,449.00 |
| Unloading at site, if charged | 0.00 |
| Due on 30 days credit | 71,449.00 |
Items in one bill can carry different GST rates. Set each rate by HSN code before you print.
Show the buyer's GSTIN for contractors. Their accountant needs it to claim input tax.
Fields a hardware shop bill carries
| Field | Why the buyer looks for it |
|---|---|
| Delivery challan number | Matches the goods received at site |
| Site name or address | Contractors run many sites at once |
| Brand and grade | 53 grade cement or Fe 500 steel |
| Weighbridge slip number | Proves the steel weight |
| Buyer GSTIN | Needed for the buyer's input tax |
| Credit days | Sets the due date |
| Return rule | Unopened bags and boxes only |
Hardware receipt sample for walk-in buyers
A plumber picking up fittings pays on the spot. The receipt can be shorter than the contractor bill.
| Item | Qty | Amount (₹) |
|---|---|---|
| CPVC elbow 1 inch | 10 | 180.00 |
| Teflon tape roll | 4 | 60.00 |
| Ball valve 1 inch | 2 | 560.00 |
| Paid by UPI | 800.00 |
In the Philippines the same counter sale is often called a hardware receipt. The layout holds in pesos too.
Running bills for contractors
A contractor takes material five or six times in a month. Bill each delivery and send one monthly summary.
| Challan | Date | Bill (₹) |
|---|---|---|
| DC-0398 | 4 October | 18,240.00 |
| DC-0405 | 12 October | 33,610.00 |
| DC-0412 | 21 October | 71,449.00 |
| Paid on 25 October | -40,000.00 | |
| Balance on account | 83,299.00 |
The contractor checks each challan against the site register. Matching numbers make the payment quick.
Collect the site balance on WhatsApp
Contractors pay when their own client pays. A reminder before the due date gets you into their payment list.
«Hello Mehta ji, this is Bhavesh from Patel Hardware. Your balance for the Alkapuri site is ₹83,299 across three challans. The October bills fall due on 20 November. Please send it by NEFT or UPI.»
Follow up on the morning after the due date if nothing has come in.
«Mehta ji, the ₹83,299 for the Alkapuri site was due yesterday. When can the transfer be expected?»
Mistakes hardware stores make on bills
- No challan number. The contractor cannot tie the bill to what reached the site.
- Steel billed by piece instead of weight. The rate per kg no longer matches.
- No site name. A contractor with four sites pushes the bill aside.
- One GST rate for everything. Cement, wire and screws can sit in different groups.
- No credit days on the bill. Every contractor picks a due date of their own.
- Returns accepted without a credit note. The account balance stops matching.
Returns of unused material
Contractors return unused bags and fittings at the end of a job. Issue a credit note against the original bill.
| Returned item | Qty | Condition | Credit (₹) |
|---|---|---|---|
| OPC cement 53 grade, 50 kg bag | 4 | Sealed, within 30 days | 1,560.00 |
| MCB 32 A double pole | 1 | Boxed, unused | 520.00 |
| PVC pipe 4 inch, 3 m length | 2 | Uncut | 1,280.00 |
Refuse cut pipe, opened paint and set cement. The rule printed on the bill settles the talk.
Add the GST back on the credit at the rate of the original bill.
Let the credit reminders go out on their own
Makatea sends each contractor a WhatsApp reminder before the credit days run out. It follows up when the balance stays open.
Each payment you record lowers the balance on the next message. Upload your contractor list from Excel and try it free for 14 days without a card.
Free on Makatea: proforma invoice template · rent receipt template · free receipt template · free invoice generator
Frequently asked questions
What should a hardware bill include?
Store and buyer details with the bill and challan numbers. Then each material with unit and HSN, the GST and the total.
How is steel billed in a hardware store?
By weight in kilos. Quote the weighbridge slip on the bill.
Do contractors need my GSTIN on the bill?
Yes. Their accountant needs your GSTIN and theirs to claim input tax on the material.
What is a hardware receipt sample?
It is a short receipt for a walk-in buyer who pays on the spot. It lists items, quantity and the amount paid.
Can I send a hardware bill on WhatsApp?
Yes. Download the PDF or image and send it in the chat with the contractor.
Is this a GST e-invoice?
No. It is a commercial bill for your store and your collections. GST e-invoices are issued 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.
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