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Download ready-to-use invoice templates in Excel, Word, and PDF. GST-compliant, fully editable, and free for every Indian business.
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Invoice Templates – Free Download
Ready-to-use formats for every Indian business. Filter by file type or business type and download directly.
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WHAT IT IS
What is an Invoice Format?
An invoice format is a pre-designed layout that includes all the fields required to create a professional, legally valid bill. For Indian businesses, a correct invoice format ensures GST compliance, allows the buyer to claim Input Tax Credit, and serves as the primary financial record of a sale. Using a consistent format also builds trust with customers and makes accounting and tax filing significantly easier.
In simple terms, an invoice format, also called a “bill format”, is the structure you follow every time you raise a bill for goods sold or services provided. Whether you run a retail shop, a wholesale business, a service agency, or work as a freelancer, the format you use tells your customer exactly what they bought, what it cost, and how much tax was applied.
Invoice Format vs Bill Format: Is There a Difference?
In everyday business language, invoice and bill are used interchangeably by most Indian small business owners. A shopkeeper calls it a bill format. An accountant or a company calls it an invoice format. Legally, under GST, the document issued for a taxable sale is called a tax invoice. All three terms refer to the same document, a written record of a sale that includes the seller’s details, item list, and the amount due.
If you are GST-registered, your invoice must follow the GST invoice format prescribed under the CGST Act, including your GSTIN, the buyer’s GSTIN for B2B sales, HSN or SAC codes, and a clear CGST, SGST, or IGST breakup. If you are not registered under GST, a simple bill format with your business details, item list, and total amount is enough.
Quick Guide
How to Use an Invoice Format
01
Download Your Template
Choose between Excel, Word, or PDF based on what suits you. Excel is great if you want auto-calculated totals. Word works if you prefer a simple, editable document. PDF is ideal for sending a clean, locked copy to clients. Click the download icon on any template, no login or sign-up needed.
02
Add Your Business Details
Enter your business name, address, phone number, and GSTIN at the top. Add your logo if you have one. If you are GST-registered, your GSTIN is mandatory; without it, your buyer cannot claim Input Tax Credit on the purchase.
03
Add Your Customer’s Information
Fill in your buyer’s name, address, and contact number. For B2B sales, add their GSTIN too. Without the buyer’s GSTIN on the invoice, they cannot claim ITC, which is a common reason buyers reject invoices.
04
List Your Products or Services
Add each item with its description, quantity, unit, and rate. If GST-registered, include the HSN code for goods or SAC code for services. These codes determine the correct GST rate for each item.
05
Apply GST and Calculate Total
For sales within your state, split GST into CGST and SGST equally. For sales to another state, charge IGST as a single amount. Add the GST to your subtotal to get the grand total. Write the total in both figures and words.
06
Save, Print, or Share on WhatsApp
Save a copy for your records. Export as PDF before sending, it looks professional and cannot be accidentally edited. Then print it, email it, or share directly on WhatsApp.
Understanding The Basics
6 Essential Fields Every Invoice Must Include
Business Details
Include your business name, address, contact number, email ID, GSTIN, and company logo to clearly identify the seller on the invoice.
Invoice Number & Date
Add a unique invoice number and invoice date to maintain accurate records, GST compliance, and smooth financial tracking.
Customer Information
Mention the customer’s name, billing address, shipping address, and GSTIN details for accurate billing and tax reporting purposes.
Product or Service Details
List each item separately with description, quantity, unit, rate, HSN/SAC code, and total taxable value for better clarity.
GST & Place of Supply
Include the applicable GST rates, tax amounts, and place of supply to determine the correct GST type on invoices.
Total Amount & Payment Details
Show the final payable amount, discount details, payment methods, and amount in words for complete invoice transparency.
CHOOSING RIGHT FORMAT
Choosing the Correct Invoice for Your Business Type
GST Invoice Format
Use this if your business is registered under GST and you’re selling taxable goods or services. A GST invoice includes GSTIN details, HSN/SAC codes, and CGST, SGST, or IGST tax breakdowns. It is mandatory for taxable sales and helps buyers claim Input Tax Credit.
Simple Bill Format (Non-GST)
Use this if your business is not registered under GST, usually when turnover is below ₹20 lakh. It includes business details, item description, quantity, rate, and total amount without GST fields. Ideal for local shops, small businesses, and home-based service providers.
Proforma Invoice Format
A proforma invoice is a draft bill shared before confirming the actual sale. It helps buyers review pricing and approve orders before delivery. Commonly used by exporters, manufacturers, and businesses requiring advance approval before shipping products or starting work.
Service Invoice Format
This format is used for billing services instead of physical goods. It usually includes SAC codes, service descriptions, hourly or project charges, and tax details without inventory tracking. Commonly used by freelancers, agencies, consultants, accountants, and professionals.
Premium Collection
Premium Invoice Templates
If you want an invoice that makes your business look premium – with custom colours, logos, and modern layouts, download the Vyapar App.
French Elite
Double Divine
Landscape
Go Beyond Templates
Stop Filling Templates Manually. Let Vyapar App Do It.
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Everything you need to run your business
- Auto GST calculations
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Available in Android, iOS, Mac and Windows
Got Questions?
Frequently Asked Questions
Find answers to common questions about Invoice formats
Is this invoice format free to download?
Yes, all Vyapar invoice formats are completely free. There is no sign-up required and no credit card needed. Simply click the Download button on any template card to get your file in Excel, Word, or PDF format.
What is the difference between a GST invoice and a simple bill format?
A GST invoice is used by businesses registered under GST. It must include the seller’s GSTIN, the buyer’s GSTIN (for B2B), HSN/SAC codes, and a breakdown of CGST, SGST, or IGST. A simple bill format is used by businesses not registered under GST – typically with an annual turnover below ₹20 lakh – and does not include GST fields. If you are unsure which applies to you, check with your accountant.
Can I edit the invoice format after downloading?
Yes. All templates are fully editable. Excel files can be opened in Microsoft Excel or Google Sheets. Word files can be opened in Microsoft Word or Google Docs. PDF templates can be filled in with any PDF editor. You can add your logo, change colours, update item names, and adjust the layout to suit your business.
Which invoice format should I use – Excel, Word, or PDF?
Use Excel if you want automatic tax calculations and plan to create many invoices. Excel templates handle the maths for you and are easy to update month after month. Use Word if you want a simple format that is easy to customise visually – good for businesses with a small number of invoices. Use PDF if you want a fixed, professional document that cannot be accidentally edited by the recipient. For most Indian small businesses, the Excel invoice format is the most practical choice.
How is an invoice format different from a quotation or a proforma invoice?
An invoice is a payment demand issued after a sale is confirmed and goods or services are delivered. A quotation (also called an estimate) is sent before the sale to give the buyer an idea of the cost. It has no payment obligation. A proforma invoice sits between the two – it looks like an invoice but is sent before the sale is finalised, often to help the buyer seek approval or arrange payment. All three are available as free templates on Vyapar.
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