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GST Billing format in Excel, PDF, and Word & Time of Supply

These are the standard formats. You can download the GST Bill format in excel or other formats and edit it as per your own terms and conditions.

GST Invoice format for Manufacturing entities

Download GST Invoice format in excel for manufacturing units

Download GST Invoice format in PDF for manufacturing units

GST Invoice format for traders

Download GST Bill format in Excel

Get GST Bill format in Word

Download GST Bill format in PDF

Bifurcate the GST Amount into IGST/ CGST & SGST. 

In case GST rate is different on items, then add two columns in standard format for Rate and GST amount and total item wise below.

The most commonly used GST invoice format is mostly used by retailers.

Download GST Invoice format 2 in excel 

Download GST invoice format 2 in PDF 

GST Invoice format for service providers

Download GST Invoice format 3 in Word

Download GST Invoice format 3 in PDF

Most simple invoice format for service providers.

Download GST Invoice format 4 in excel

Download GST Invoice format 4 in PDF

After downloading the invoice always check whether the invoice format contains all “Contents of requisite GST Invoice” which are provided below.

Contents of GST Invoice

A GST invoice should have the following details such as

(a) Name, Address, and GSTIN Number

(b) Consecutive Number Series

(c) Date of Issue

(d) Name, Address & GSTIN/UIN of the recipient. (If Registered)

(e) Other details of Unregistered recipient.

(f) HSN code

(g) Description of Goods and Services

(h) Quantity of goods

(i) Total Value

(j) Taxable Value

(k) Rate of Tax

(l) Amount of Tax Charged

(m) Place of Supply

(n) Address of Delivery

(o) If reverse Charge Applicable

(p) Signature or Digital Signature

(q) Nature of document

(r) Serial Number & Date of Tax invoice

Consecutive serial number should not exceed 16 characters for a tax invoice and one or multiple series shall be maintained for the financial year

A consolidated revised tax invoice can be issued for all taxable supplies made to an unregistered person.

In the case of inter-state supply, where the value of a supply does not exceed Rs. 2.5 Lacs a consolidated revised tax invoice may be issued separately in respect of all unregistered recipients located in a state.

Once the invoice is issued as per GST law, GST is payable even if no payment is received from the recipient.

In case of the value of goods and services or both supplied is less than Rs. 200 then no need to issue a tax invoice in case of Business Consumer transactions.

Now let us understand important concepts, regarding GST invoices issuance in the case of a supply of goods and services and in other cases.

The time of supply is the most important factor to be considered regarding the issue of an invoice. It is the time up to which an invoice should be issued and such date would be counted as the time when tax becomes payable to the government.

Time of Supply of an Invoice in case of goods and services

Time of Supply is different in goods and services and in reverse charge cases. We will discuss each one by one.

Normal Provisions relating to the issue of GST invoice

According to Section 31(1), a GST invoice should be issued on or before if the movement of goods involved at the time of removal and in other cases at the time of delivery of goods or goods made available to the customer.

According to Section 31(2), GST invoice should be issued on or before the provision of services but not beyond 30 days after completion of services and 45 days in case of Banks, Financial institutions, Nonbanking financial companies, and Insurer.

Special Provisions relating to different cases

In case of continuous supply of goods, according to section 31(4), the invoice shall be issued before or at the time of,

(a) Each such statement is issued

(b) Each Such payment is received.

In case of continuous supply of services, according to Section 31(5), the invoice shall be issued on or before,

(a) If the due date is ascertainable in the contract, then on such date.

(b) If the due date is not ascertainable then the date of payment received.

(c) In case of events are fixed in the contract, then the last date of completion of such event.

In case of supply on approval basis, according to Section 31(7), the invoice shall be issued,

(a) Before or at the time of supply

(b) Six months from the date of removal of goods by the supplier

whichever is earlier in (a) or (b).

In case of cessation of supply of services, According to Section 31(6), Where a supply of service ceases under a contract before the completion of the supply, the invoice shall be issued at the time when supply ceases and such invoice shall be issued to the extent of the supply made before such cessation.

Examples on Time of Supply on Issue of Invoice

To develop an understanding of when should we issue an invoice, we need to read a few examples, which will provide a clear-cut idea.

Example:  ABC Ltd entered into a contract with XYZ Ltd to sell moulds and dies of machines on 8th September. The moulds and dies were to be delivered on 30th September. ABC Ltd removed the finished spare parts from its factory on 29th September.

Determine the date by which an invoice must be issued by ABC Ltd under GST Law?

Here, As per the provisions of Section 31, an invoice shall be issued before or at the time of removal of goods for supply to the recipient, where the supply involves movement of goods. Accordingly, in the given example, the invoice must be issued on or before 29th September.

What is a Bill of Supply in GST?

A bill of supply is issued by the taxpayers who are not required to issue tax invoices. In GST, there are cases where a tax invoice cannot be issued since there is no burden of the tax and GST need not be recovered from the customer. In those cases, a Bill of Supply is issued such as

(a) On the supply of exempt goods or services,  A bill of supply can be issued. Since the supply is exempted there is no need to levy GST. For example, a supplier of agricultural produce like Milk, Wheat, and for the exemptions mentioned in Section 11 of CGST Act.

(b) A taxpayer who has opted for a composition scheme, A taxpayer whose turnover in the preceding Financial year is less than Rs. 1.5 crores and Rs. 75 lakhs for northeast states including Uttarakhand can opt for a composition scheme. A composition dealer is not allowed to charge GST on an invoice. They have to pay GST at a flat rate of 1% or 5% for Restaurant services from their pockets.

Hence, they are required to issue a “Bill of Supply” and not a tax invoice. However, it is to be noted that, a composition dealer has to mention the words “Composition Taxable Person not eligible to collect GST on supplies”.

In case of electronic Bill of supply, signature, or digital signature shall not be required and Bill of Supply shall have QR code (If E-invoicing is applicable).

Contents of Bill of Supply format in GST

The bill of Supply format in GST shall have the following contents. (1) Name, Address, and GSTN (2) Consecutive Number Series (3)Date of Issue (4) Details of unregistered recipient (5) Name, Address & GSTIN of Registered recipient (6) HSN code (7) Description of goods and services (8) Total Value (9) Signature or Digital Signature. (10) “Composition dealer not eligible to collect GST on supplies”, if applicable.

These are mandatory while if any other information is also there, no problem.

Bill of supply format in Excel & PDF download

Download Bill of Supply format in Excel

Download Bill of Supply format in PDF

Consolidated & Revised Invoice as per Section 31(3)(a)

A revised invoice is issued during the period beginning with an effective date of registration till the date of issuance of a certificate of registration is granted. It shall be issued within one month from the date of issuance of certificates of registration.

A consolidated revised tax invoice is also issued in respect of all taxable supplies made to unregistered persons or interstate supplies where the value of supply to unregistered persons does not exceed two lakh and fifty thousand rupees.

Example on Consolidated Tax invoice

Example: Jain & Sons is a trader dealing in stationery items. It is registered under GST and has undertaken the following sales during the day.

S.No.RecipientsAmount
1Raghav  Traders (Registered Retail Dealer)190
2Dhruv Enterprises (Unregistered trader)358
3Gaurav a Painter(Unregistered)500
4Oberoi  Orphanage (Unregistered Entity)188
5Aaradhya- A student (unregistered)158

None of the recipients requires a tax invoice as Raghav Traders is a Composition Dealer.

Now we have to issue a consolidated tax invoice for the above respective transactions.

In the above example, Jain & Sons can issue a consolidated tax invoice with respect to supplies made to the Oberoi orphanage (Worth Rs. 188) and Aardhaya (worth Rs. 158) as the value of goods supplied to these recipients is less than Rs. 200 as also these recipients are unregistered and don’t require a tax invoice.

The supply made to Raghav traders is also less than Rs. 200. However, Raghav trader is registered in GST. So, a Consolidated tax invoice cannot be issued.

A consolidated tax invoice can also not be issued for supplies of goods made to Dhruv Enterprises and Gaurav although both of them are unregistered. The reason for the same is the value of goods is not less than Rs. 200. 

Export Invoice

An export invoice is similar to a tax invoice but it carries an endorsement which is stated below.

“SUPPLY MEANT FOR EXPORT/SUPPLY TO SEZ UNIT OR SEZ DEVELOPER FOR AUTHORISED OPERATIONS ON PAYMENT OF INTEGRATED TAX”

OR

“SUPPLY MEANT FOR EXPORT/SUPPLY TO SEZ UNIT OR SEZ DEVELOPER FOR AUTHORISED OPERATIONS UNDER BOND OR LETTER OF UNDERTAKING WITHOUT PAYMENT OF IGST”

Letter of Undertaking number also needs to be mentioned below for that year. Also, Mention the following things.

(a) Name and Address of Recipient

(b) Name and Country of Destination

(c) Address of Delivery

In case IGST is charged, the person supplying the same gets an IGST refund and in the case of LUT, no IGST is charged.

Person Supplying Taxable as well as Exempted Supply

If a registered person is supplying taxable supply as well as exempted goods and services or both to an unregistered person, A single “Invoice-cum-bill of supply” may be issued for all such supplies.

Frequently Asked Questions

Persons who make taxable supply and are GST registered are mandatorily required to issue tax invoices and report them in GST returns.

The invoice should contain contents as specified in Section 34 which are provided above and the invoice number should not exceed sixteen characters.

Also, HSN code needs to mentioned. The digits in HSN code will depend upon the turnover. (HSN RULES).

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