Free invoice formats for every situation: GST tax invoices, simple bills, proforma, export, service and credit notes. Each comes as a copy-ready sample, an Excel template with formulas, a Word file and an online invoice generator that downloads PDF.
What an invoice format must show
Every invoice, in India or anywhere else, answers the same questions: who is selling, who is buying, what was supplied, how much it costs, how much tax is in it and when it must be paid. A good invoice format puts those answers where a buyer and an accountant expect to find them, so the bill gets approved and paid without a phone call.
If you are registered under GST, the format has extra fields fixed by law (see the GST invoice format). If you are not registered, or you invoice clients outside India, a simpler layout works, as long as it is clear and numbered.
- Your detailsrequiredBusiness name, address, phone, email. GSTIN if registered.
- Invoice number and daterequiredOne series, no gaps, never reused.
- Customer detailsrequiredName and billing address. GSTIN for registered buyers.
- Line itemsrequiredDescription, HSN or SAC, quantity, unit, rate, discount.
- TaxRate and amount for each tax. CGST and SGST or IGST in India.
- Total and amount in wordsrequiredGrand total, round off and the amount in words.
- Payment detailsDue date, bank account, IFSC, UPI ID or payment link.
- SignaturerequiredAuthorised signatory, with your business name.
Invoice templates by type
Pick the type that matches the transaction. Each page has a filled sample, a blank template and a button that opens the invoice generator with that sample loaded.
A sample invoice format (GST, same state)
This is a complete tax invoice for an electrical contractor in Ahmedabad selling to a builder in the same state, so the tax is split into CGST and SGST. Copy the text or open it in the maker to change the details.
TAX INVOICE
14, Sunrise Complex, CG Road, Ahmedabad 380009
GSTIN: 24ABCDE1234F1Z5 | State: Gujarat (24)
Date: 14 Oct 2026
Place of supply: Gujarat (24)
Reverse charge: No
Copy: Original for recipient
Bill to: Neelkanth Builders LLP
402, Shivalik Plaza, Ambawadi, Ahmedabad 380015
GSTIN: 24AAKFN5678Q1Z2 | State: Gujarat (24)
| # | Description | HSN/SAC | Qty | Rate | Taxable value | GST | Amount |
|---|---|---|---|---|---|---|---|
| 1 | LED panel light 18W | 9405 | 40 Nos | 450.00 | 18,000.00 | 18% | 21,240.00 |
| 2 | FR copper wire 1.5 sq mm, 90 m coil | 8544 | 6 Coil | 1,795.50 | 10,773.00 | 18% | 12,712.14 |
| 3 | Installation and testing | 995461 | 1 Job | 6,500.00 | 6,500.00 | 18% | 7,670.00 |
| Amount | |
|---|---|
| Taxable value | ₹35,273.00 |
| CGST @ 9% | ₹3,174.57 |
| SGST @ 9% | ₹3,174.57 |
| Round off | -₹0.14 |
| Total | ₹41,622.00 |
Amount in words: Rupees Forty One Thousand Six Hundred Twenty Two Only
Bank: HDFC Bank, A/c 50200012345678, IFSC HDFC0000123. UPI: aaravelectricals@okhdfc
For Aarav Electricals
Authorised Signatory
Invoice template for international clients
If you bill clients outside India, or you run a business elsewhere, the same structure works with three changes: show the currency code next to the amounts (USD, GBP, EUR, AED), write the amount in words with millions instead of lakhs, and replace GSTIN with your local tax number or leave it out. Our generator switches the number style and currency in one click, and the freelance invoice sample is set up in US dollars.
For exports of goods, use the commercial invoice format with the port, Incoterms and country of origin.
How to make an invoice in 5 steps
- Choose the right document. Tax invoice if you are GST registered and charging tax, bill of supply for exempt or composition sales, proforma for a quote before supply. The invoice vs bill guide explains each.
- Set your number series. For example INV/26-27/001 for this financial year. Keep it under 16 characters for GST.
- Add the customer and place of supply. Same state means CGST plus SGST, another state means IGST.
- List items with HSN or SAC, quantity, rate and tax. Let the template add up the taxable value, tax and total.
- Add payment terms and sign. Due date, bank details, UPI ID, then download as PDF and send. Keep a copy.
Word, Excel or PDF: which invoice template to use
| Format | Best for | Watch out for |
|---|---|---|
| Excel (.xlsx) | Many invoices a month, automatic totals and tax, keeping a sales record | Lock formula cells so totals are not typed over |
| Word (.docx) | Letterhead look, few invoices, long terms and notes | Totals are typed by hand, so double check them |
| Sending to the customer, the final copy | Not editable, so keep the source file | |
| Online maker | Quick, neat invoice with tax split and amount in words | Drafts stay in your browser only, so download a copy |
Common invoice mistakes
Do
- Use one number series per financial year and never skip numbers.
- Write the buyer GSTIN exactly as registered.
- Show discount before tax so the taxable value is right.
- Put the due date and bank details on the invoice itself.
- Keep the original for the buyer and a copy for your records.
Avoid
- Do not charge IGST on a sale within your own state, or CGST plus SGST across states.
- Do not reuse an invoice number after cancelling, issue a credit note instead.
- Do not leave HSN or SAC blank on a GST invoice.
- Do not call a quotation an invoice. Send a proforma or quotation first.
- Do not send an editable Word file as the final invoice.
Invoice format by country and currency
| Billing | Tax line | Words style | Tip |
|---|---|---|---|
| Within India, GST registered | CGST + SGST or IGST | Lakh and crore | Print GSTIN and place of supply |
| Within India, not registered | None | Lakh and crore | Do not show GST |
| India to a foreign client | Export endorsement if registered | Million | Currency code on every amount |
| UK, EU | VAT if registered | Million | Show VAT number |
| UAE, Saudi | VAT if registered | Million | Many buyers expect TRN or VAT number |
| US | Sales tax where applicable | Million | Letter page size |
Invoice terms you can copy
- Payment due within 15 days of the invoice date.
- Please quote the invoice number with your payment.
- Bank: [name], A/c [number], IFSC [code]. UPI: [id].
- Goods remain our property until paid in full.
- Disputes about the invoice must be raised within 7 days of receipt.
After you send the invoice
- Record it. In your sales register or accounting software.
- Follow up before the due date. A friendly reminder works.
- Issue a receipt when paid. See the payment receipt format.
- Corrections. Use a credit note or debit note, never a new number for the same sale.
Frequently asked questions
What is the difference between an invoice format and an invoice template?
They are the same thing. In India people usually search for an invoice format, and elsewhere for an invoice template. Both mean a ready layout with the fields an invoice needs.
Is there an official GST invoice format?
No. GST law lists the details a tax invoice must contain but does not prescribe a design. Any layout that shows all the required fields is acceptable.
Can I make an invoice without GST registration?
Yes. Issue a plain bill or invoice without GSTIN and without charging GST. Do not show tax you are not allowed to collect.
Do I need to sign an invoice?
A GST tax invoice needs a signature or digital signature. An invoice issued electronically under the IT Act does not need one. Outside GST, a signature is good practice.
How should I number invoices?
Use one continuous series per financial year with a prefix, for example INV/26-27/001. See the invoice number guide for examples.
Is my data safe in the online invoice generator?
Yes. The generator runs in your browser. Your logo and invoice details are not uploaded, and the draft is saved only on your device.
Checked and updated 14 Oct 2026. Independent template site; not tax or legal advice.