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Invoices are generally the only evidence of a transaction made between a customer and seller to purchase and sell goods or services. The seller uses these documents to collect assured payments from the buyer as and when it was promised. Thus, an invoice needs to have details like the goods or services that were sold, the quantity of the sold goods or services, price, due payment, tax details, and other terms and conditions, if any. It's not only advisable but also necessary as per the GST law for the taxpayers to issue invoices when they make a sale. Without GST this doesn't help the seller collect a payment
There's not just one but multiple types of invoices that are issued by the taxpayers. The type actually used would depend on the taxpayer, nature of goods or services, terms discussed, business size, etc. Since invoices are so crucial for day-to-day activities ranging from recording sales, preventing fraudulent activities, and, most importantly, collecting input credit, you must know the format for generating these invoices. Knowing the format would make it easier for you to create correct invoices and prevent any smooth business transactions. Here at Vyapar, you'll know the GST Format in Word and Excel.
Download formatsEven though a GST bill book format seems a convenient way of generating GST invoices, there are alternatives that are usually considered better by people. Look at the ones listed below and choose the best
Invoice Template PDF is the easiest way to share an attractive and well-structured invoice to clients. You need to download the GST format and edit the details according to your own company and client details. Then, all you need to do is email or print that invoice to your Customer in PDF format. But, PDF invoices aren't easy to edit if required. Check out the other options for that case.
Microsoft Excel is popular to be used for structured data in tabular form, especially invoices. It avoids the mess that seems unattractive in a PDF or Word form. It also supports multiple formulas that make it easier for you to perform calculations when you prepare the invoice itself. In other cases, you would generally need to perform the calculations yourself.
Some don't use Excel or PDF invoice formats since they prefer using an online invoice generator instead. There, you will have all the features of Excel, Word, and PDF invoice formatsincluded.
What matters the most in a GST Tax invoice format are details that you've entered for your Customer to notice. These details must be accurate and precise so that it's convenient to read.
You should enter the following details in a GST invoice format:
Company details: Name, Address, ZIP code, Phone number, and email
Client details: Name, Address, and contact details
Invoice number as per your records
Goods/Services details: Description, Quantity, Cost, and Amount
due
Applicable GST tax and Total Amount in the end
Bank details: Name, Account Number, and IFSC code
Payment Terms and expected date for payment
All the details mentioned above are very important, and hence you need to add them to a GST Tax invoice
format before forwarding it to your Customer. Without GST Invoice format you cannot forward to your
customer.
Download formats
Download formats
In case you've supplied goods to your Customer, you'll need to issue a GST invoice on the same date or even before the day of delivery of those goods. Whereas, if you've delivered services, you have 30 days to issue a GST invoice to your customers.
You can create a GST invoice format in Excel very easily using the steps
below:
Step 1: Go to Microsoft Excel
When you go to Microsoft Excel, click on the "file" option,
and then click "new." Then, you'll needto double click the 'blank workbook' to be able to open a new
excel sheet.
Step 2: Remove Gridlines.
Simply click the 'view' tab, and uncheck the 'gridlines'
column.
Step 3: Add the company Logo and other Details
Now, to make this excel sheet belong to
your company, add your company's logo and other important details such as name, address, contact
details, etc.
Step 4: Add customer details
You only need to perform this step once since Excel will
remember the customer details the next time. So, edit the sheet and add customer details
Step 5: Enter the Transaction Details
Now, add the transaction details wherein you
describe the goods/services that were sold with their price, quantity, total amount, etc. This way,
the Customer won't have to look into his records to confirm the transactions that were made.
Step 6: Provide Payment Details
Add your Bank details with your preferred payment option
and due date so that the ultimate purpose of the invoice can be served.
To create a GST invoice format in PDF, you need to use a few steps involved
in Word or Excel format. Use the following steps to do so:
Step 1: Go to Microsoft Excel/Word
As told earlier, you'll need Word or Excel to create a GST invoice format in PDF.
Step 2: Edit Columns, Tables, etc.
Insert tables like you did in Excel or Word and adjust it according to the requirements of the
invoice.
Step 3: Enter Company Details
Now, enter the company's name, address, ZIP code, and email address of the company to the invoice.
Step 4: Add company logo
By adding the company Logo, the invoice looks more professional and is received well by the
Customer.
Step 5: Enter Customer Details
Add Customer's name, phone number, email address, company address, and ZIP code to the invoice.
Step 6: Enter transaction details and bank details
Enter the transaction details and your bank account number, IFSC code, etc. to the invoice.
Step 7: Select 'File' and then choose 'download.'
Choose the file from the main menu, and then click download from the drop-down menu that appears.
Step 8: Click on 'PDF Document'
Select 'PDF document' from the menu that appears on the screen.
Your invoice is now downloaded in PDF format in the device you're using.
In the same way that you created a GST invoice format in PDF and Microsoft
Excel, you can do it Microsoft Word as well. You need to follow the steps below:
Step 1: Go to Microsoft Word
You will need to go to Microsoft Word to create a blank word document.
Step 2: Insert Tables
The next step would be to insert tables by simply clicking on the 'insert' tab, and then clicking
on'table.' You're free to change the number of rows and columns as per your invoice requirements.
Step 3: Edit Columns
If your columns have extra space other than the entered details, it will look messy and
unattractive. So, adjust their size as per the details you need to mention
Step 4: Enter Important Details
Start with entering your company details, including its name, address, contact details, zip code,
etc. Then, enter the invoice date, payment due date, order numbers, date of purchase, etc.
Mostimportantly, enter your customer details wherein you mention the transaction details, the
quantity of goods/services sold, applicable GST tax, etc. Remember that you must keep the
calculations in handy since the word doesn't allow you to use formulas. Add your bank details too.
Step 5: Save the Word document
