Kirana bill format in Word, Excel and PDF
Reviewed in November 2026
A kirana bill lists the groceries a household bought with quantity, rate and GST. Many stores close a monthly khata bill for regular families. They collect it in the first week. The generator above opens with an October khata bill from a Navi Mumbai store. Change the items and send it as PDF or an image on WhatsApp.
Kirana bill
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What it includes
- Store name, address, GSTIN and phone
- Bill number and date
- Customer name, khata number and billing month
- Lines: item with pack size and HSN, quantity, rate, amount
- Subtotal, GST and month total
- Previous balance and payments received
- Amount due and due date
- Payment instructions
Kirana bill: full text
KIRANA BILL
[Shree Balaji Kirana Stores]
[Shop 4, Sector 15 Market, Navi Mumbai] · GSTIN [number] · [+91 98201 55432]
Bill no.: [SBK-2026-1031]
Date: [31 October 2026]
Customer: [Mrs. Kavita Joshi] · Khata no. [K-118]
Billing month: [October 2026]
Item Qty Rate Amount
[Basmati rice, 5 kg bag, HSN 1006] [2] [540.00] [1,080.00]
[Toor dal, per kg, HSN 0713] [3] [165.00] [495.00]
[Sunflower oil, 1 L pouch, HSN 1512] [4] [150.00] [600.00]
[Sugar, per kg, HSN 1701] [5] [46.00] [230.00]
[Tea powder, 500 g pack, HSN 0902] [2] [270.00] [540.00]
[Ghee, 500 ml jar, HSN 0405] [1] [340.00] [340.00]
[Detergent powder, 1 kg pack, HSN 3402] [2] [125.00] [250.00]
Subtotal [3,535.00]
GST [5]% [176.75]
October bill [3,711.75]
Previous balance [420.00]
Paid [15 Oct] [-1,000.00]
AMOUNT DUE [₹3,131.75]
Please clear by [7 November 2026].
UPI [balajikirana@okaxis] · Cash at the counter
GST rate shown is an example. Rates vary by item.Grocery lines on a kirana bill
| Item | Pack or unit | HSN | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|---|---|
| Basmati rice | 5 kg bag | 1006 | 2 | 540.00 | 1,080.00 |
| Toor dal | kg | 0713 | 3 | 165.00 | 495.00 |
| Sunflower oil | 1 L pouch | 1512 | 4 | 150.00 | 600.00 |
| Sugar | kg | 1701 | 5 | 46.00 | 230.00 |
| Tea powder | 500 g pack | 0902 | 2 | 270.00 | 540.00 |
| Ghee | 500 ml jar | 0405 | 1 | 340.00 | 340.00 |
| Detergent powder | 1 kg pack | 3402 | 2 | 125.00 | 250.00 |
Write the pack size next to the item. A 5 kg bag and a loose kilo carry different rates.
The HSN code places each item in its tax group.
Monthly khata bill worked out
Mrs. Joshi buys on credit through October. Shree Balaji Kirana closes her khata on the last day of the month.
| Line | Amount (₹) |
|---|---|
| Items through October before GST | 3,535.00 |
| GST at an example rate of 5% | 176.75 |
| October bill | 3,711.75 |
| Unpaid from September | 420.00 |
| Paid on 15 October by UPI | -1,000.00 |
| Amount due by 7 November | 3,131.75 |
Carry the unpaid part of last month as a separate line. The family sees why the total is higher.
Real rates differ by item. Set the rate per HSN code before you print the bill.
Fields a grocery store bill carries
| Field | Why the customer needs it |
|---|---|
| Khata or account number | Separates two families with the same surname |
| Billing month | Shows which month the credit covers |
| Pack size per item | Explains the rate on each line |
| HSN code | Groups items for GST |
| Rate summary by GST slab | Makes the tax line easy to check |
| Previous balance | Keeps last month visible |
| Payments received | Credits every UPI transfer by date |
| Due date | Sets when the khata must be cleared |
A walk-in sale needs only a short receipt. The khata bill needs every field above.
Milk bill format for monthly delivery
Dairies and milk vendors bill by day and by packet. Fresh milk usually goes on its own bill.
| Line | Days | Packets per day | Rate (₹) | Amount (₹) |
|---|---|---|---|---|
| Toned milk 500 ml | 31 | 2 | 27.00 | 1,674.00 |
| Curd 400 g, alternate days | 15 | 1 | 35.00 | 525.00 |
| Holidays with no delivery | 3 | 2 | -27.00 | -162.00 |
Show the skipped days as a minus line. Families check the count against their own calendar.
Supermarket bill format and dukan bill
A supermarket bill prints at the counter with a barcode per item. A small dukan writes fewer lines by hand.
| Store | What the bill shows | How it is paid |
|---|---|---|
| Supermarket | Barcode, MRP, discount and GST summary | Card or UPI at the counter |
| Kirana on khata | Pack size, HSN and monthly total | UPI or cash at month end |
| Small dukan | Item, qty and rate | Cash or UPI on the spot |
| Wholesale grocer | Bag weight, HSN and GSTIN of the buyer | Bank transfer on credit |
Grocery store receipts for walk-ins can stay short. The khata format pays off for regular families.
Collect the khata on WhatsApp
Families settle faster when the bill reaches them on the first of the month. A photo of the bill beats a page in the register.
«Namaste Kavita ji, this is Ramesh from Shree Balaji Kirana. Your October khata bill is attached. The balance is ₹3,131.75 after your UPI of ₹1,000. Please clear it by 7 November at balajikirana@okaxis.»
Send one gentle note on the 8th if nothing has come in.
«Namaste Kavita ji, a small reminder for the October khata of ₹3,131.75. You can pay on UPI or at the counter.»
Mistakes kirana stores make on bills
- No pack size. The family argues about a rate that was correct.
- One GST rate for every item. Ghee, detergent and rice sit in different groups.
- Dropping last month's balance. The old udhaar disappears from memory.
- UPI payments not on the bill. The customer pays the same amount twice and asks for it back.
- Milk mixed with groceries. Skipped delivery days get lost in the total.
- Bills only in the register. Nobody can show the customer the page on WhatsApp.
Let the khata reminders go out on their own
Makatea sends each family its khata reminder on WhatsApp on the day you choose. It sends a follow-up if the balance stays open.
Every UPI payment you record lowers the next reminder. Upload your khata list from Excel and try it free for 14 days without a card.
Free on Makatea: promissory note template · rent receipt template · free receipt template · free invoice generator
Frequently asked questions
What should a kirana bill include?
Store details and a bill number come first. Then each item with pack size and HSN, the GST and the total.
Do kirana stores need HSN codes on bills?
GST-registered stores usually show them. Check the digits your turnover needs with your accountant.
How do I make a monthly khata bill?
Add the month's items, the unpaid balance from last month and the payments received. The last line is what the family owes.
Can I send a kirana bill on WhatsApp?
Yes. Download the image or PDF and send it in the chat with the family.
Is a milk bill different from a grocery bill?
Yes. It counts days and packets delivered and often goes as a separate monthly bill.
Is this a GST e-invoice?
No. It is a commercial bill for your shop 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.
14 days free · No card
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