Pharmacy bill format in Word, Excel and PDF
Reviewed in November 2026
A pharmacy bill lists each medicine with its pack, batch number and expiry date. The drug licence number sits at the top next to the GSTIN. Discounts go on a line of their own. The bill carries no diagnosis or medical history. The generator above opens with a counter sale from a Hyderabad medical store.
Pharmacy bill
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What it includes
- Store name, address, drug licence numbers and GSTIN
- Bill number, date and pharmacist
- Customer name, doctor name and Rx number
- Lines: medicine with pack, batch, expiry and HSN, quantity, rate, amount
- Discount
- Taxable value, GST and bill total
- Round off and amount paid
- Payment mode
Pharmacy bill: full text
PHARMACY BILL
[Arogya Medical and General Stores]
[Ashok Nagar, Hyderabad] · Drug lic. [20B/21B number] · GSTIN [number]
Bill no.: [AR-2026-4587]
Date: [6 November 2026]
Pharmacist: [name]
Customer: [Mr. Srinivas Reddy] · Doctor: [Dr. name] · Rx no. [number]
Description Qty Rate Amount
[Paracetamol 650 mg, strip of 15, Batch PCM2411, Exp 08/2028] [2] [33.00] [66.00]
[Amoxicillin 500 mg, strip of 10, Batch AMX0925, Exp 03/2028] [2] [98.00] [196.00]
[Metformin 500 mg, strip of 20, Batch MTF1126, Exp 11/2028] [3] [42.00] [126.00]
[Cough syrup 100 ml, Batch CS7731, Exp 06/2027] [1] [118.00] [118.00]
[ORS sachet 21 g, Batch ORS553, Exp 01/2028] [6] [22.00] [132.00]
[Digital thermometer, HSN 9025] [1] [249.00] [249.00]
[Discount 10% on medicines] [1] [-63.80] [-63.80]
Taxable value [823.20]
GST [5]% [41.16]
Round off [-0.36]
AMOUNT PAID [₹864.00]
Medicines carry HSN [3004]. Rates do not exceed MRP.
Payment: [UPI arogyamedical@oksbi] · Cash · Card
Check batch and expiry before leaving the counter.
GST rate shown is an example.Medicine lines with batch and expiry
| Medicine and pack | Batch | Expiry | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|---|---|
| Paracetamol 650 mg, strip of 15 | PCM2411 | 08/2028 | 2 | 33.00 | 66.00 |
| Amoxicillin 500 mg, strip of 10 | AMX0925 | 03/2028 | 2 | 98.00 | 196.00 |
| Metformin 500 mg, strip of 20 | MTF1126 | 11/2028 | 3 | 42.00 | 126.00 |
| Cough syrup, 100 ml | CS7731 | 06/2027 | 1 | 118.00 | 118.00 |
| ORS sachet, 21 g | ORS553 | 01/2028 | 6 | 22.00 | 132.00 |
| Digital thermometer | 1 | 249.00 | 249.00 |
The batch number lets the store trace a recall to the right customer. The expiry tells the buyer how long the pack lasts.
Medicines usually carry HSN 3004. Devices like thermometers sit under other codes.
The full pharmacy bill
| Line | Amount (₹) |
|---|---|
| Medicines and device | 887.00 |
| Discount 10% on medicines | -63.80 |
| Taxable value | 823.20 |
| GST at an example rate of 5% | 41.16 |
| Bill total | 864.36 |
| Round off | -0.36 |
| Amount paid | 864.00 |
Retail medicine prices often include tax up to the MRP. Never bill above the MRP printed on the pack.
Check current GST rates for medicines and devices with your accountant before printing.
Fields a medical store bill carries
| Field | Why it is there |
|---|---|
| Drug licence numbers | Shows the store may sell medicines |
| GSTIN | Needed on tax bills |
| Pharmacist name | The person who dispensed |
| Doctor name and Rx number | For medicines sold on prescription |
| Batch and expiry | Recall tracing and shelf life |
| Manufacturer short name | Separates two brands of one salt |
| MRP and discount | Shows the customer the saving |
Keep the bill to names and numbers. Diagnosis and health details stay off it.
Monthly credit for regular customers
Families on long-term medicines often buy on monthly credit. Clinics and nursing homes buy the same way.
| Bill | Date | Amount (₹) |
|---|---|---|
| AR-2026-4410 | 3 October | 1,240.00 |
| AR-2026-4587 | 12 October | 864.00 |
| AR-2026-4762 | 24 October | 2,115.00 |
| Paid on 15 October | -1,000.00 | |
| Due by 10 November | 3,219.00 |
Send the monthly summary with the bill numbers. The family checks them against the strips at home.
Remind about the monthly balance on WhatsApp
Regular customers clear their medical store account when reminded early. Keep the message to bill numbers and the amount.
«Hello Srinivas garu, this is Ravi from Arogya Medical. Your October account comes to ₹3,219 across three bills. Please clear it by 10 November on UPI or at the counter.»
A refill reminder can go in the same chat when the family agrees to it.
«Hello Srinivas garu, the monthly balance of ₹3,219 is still open. You can pay on UPI at arogyamedical@oksbi.»
Mistakes medical stores make on bills
- No batch number. A recall cannot reach the people who bought the pack.
- No expiry date. The customer cannot tell when to throw the pack away.
- Price above MRP. The customer has every right to complain.
- Discount hidden inside the rate. The saving is invisible and the MRP looks broken.
- Health details written on the bill. The bill travels to offices and insurers.
- Drug licence missing on top. Clinics and companies ask for a fresh bill.
Bills for clinics and nursing homes
Clinics buy in bulk on credit and need the store's GSTIN and their own on the bill. They pay against a monthly statement.
| Line | Pack | Qty | Rate (₹) |
|---|---|---|---|
| Disposable syringes 5 ml | box of 100 | 4 | 620.00 |
| Surgical gloves, size 7 | box of 50 pairs | 6 | 540.00 |
| Normal saline 500 ml | bottle | 48 | 32.00 |
| Cotton roll 500 g | roll | 10 | 185.00 |
Write batch and expiry on these lines too. Clinics check them at the receiving desk.
Agree the credit days in writing. Thirty days is common for clinics.
Send the clinic one statement at month end with every bill number. Their accounts team pays against that list.
Short-dated stock should go to clinics only with their consent. Write the expiry clearly so the receiving desk can decide.
Let the account reminders go out on their own
Makatea sends each regular customer the monthly reminder on WhatsApp. It follows up if the balance is still open after the due date.
Each payment you record clears those bills from the next reminder. Try it free for 14 days without a card.
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Frequently asked questions
What must a pharmacy bill include?
Store details with the drug licence and GSTIN come first. Then each medicine with batch and expiry, the discount and the total.
Why does a medicine bill show the batch number?
Because a recall is announced by batch. The store can then reach the customers who bought it.
Can a pharmacy charge above MRP?
No. The bill should never go above the MRP printed on the pack.
Should the diagnosis go on a pharmacy bill?
No. Keep names, the doctor and the Rx number only. Health details stay off the bill.
Can I send a pharmacy bill on WhatsApp?
Yes. Download the image or PDF and send it in the chat with the customer.
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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