The quick answer
A GST tax invoice connects supplier identity, recipient details, the supplied items, taxable value and tax treatment in one numbered document. Its fields must follow the applicable invoice rules; a logo and a total do not make a bill compliant.
The sample below is an illustrative domestic taxable sale by a regular registered taxpayer. Composition, exempt supplies, exports and other special situations need their own treatment. Use the downloadable workbook as an editable starting point, not as an issued or legally certified invoice.
Before you begin
- Valid supplier GSTIN, registration status, address and invoice-number series.
- Customer registration details and the information needed to determine place of supply.
- Correct item classification, unit, rate, taxable value and applicable tax rate.
See how the pieces connect
Identity
Identify supplier, buyer, number and date.
Items
Record descriptions, quantities, units and classifications.
Tax
Calculate taxable value and the correct tax components.
Document
Preview totals and required particulars before issue.
Work through the steps
Identify the document type
Confirm that a tax invoice is appropriate to the supply and taxpayer type. A bill of supply or ordinary bill is a different document. Do not add GST collection to an unregistered seller’s bill.
Set a traceable invoice number and date
Use a financial-year-unique number within the prescribed rules. Maintain the series consistently and retain cancelled-document evidence. Reusing a number makes later reconciliation difficult.
Enter business and recipient particulars
Add the supplier’s name, address and GSTIN, and required recipient information. For registered buyers verify GSTIN and legal details. Capture delivery and place-of-supply information where relevant.
Build the item lines
Describe actual goods or services with quantity, unit and applicable HSN or SAC particulars. Use the required classification detail for your case. Avoid copying the rate or classification of a vaguely similar product.
Calculate values and tax components
Start with the applicable taxable value after valid adjustments. Determine supply treatment before splitting CGST/SGST or applying IGST. Include applicable cess and other required particulars where relevant.
Check and issue the document
Review line calculations, totals, rounding and authorisation requirements. Assess any separate e-invoicing or e-way obligations; a printed invoice alone does not satisfy those systems. Retain the issued copy and linked records.
A worked example
Illustrative intrastate invoice calculation
Assume a valid taxable supply with a hypothetical 18% rate, no discount or cess and a ₹1,000 tax-exclusive value. Verify the actual rate for your item.
| Component | Calculation | Amount |
|---|---|---|
| Taxable value | 2 units × ₹500 | ₹1,000 |
| CGST | ₹1,000 × 9% | ₹90 |
| SGST | ₹1,000 × 9% | ₹90 |
| Invoice total | ₹1,000 + ₹90 + ₹90 | ₹1,180 |
The calculation is only one part of the invoice. Identity, number, date, item details and applicable supply particulars must also be complete.
Download the Excel templateEditable English template (.xlsx). Replace the sample details and verify the tax treatment before issuing a document.
Common mistakes to avoid
- Treating every product as taxable at the sample’s 18% rate.
- Reusing invoice numbers or omitting the financial-year series check.
- Applying CGST/SGST or IGST from a customer’s phone location.
- Assuming a workbook submits government e-invoices or returns.
Questions you might have
Can I edit the template in Excel?
Yes. Replace sample particulars and review formulas, document type and tax treatment. Never issue the illustrative sample as if it described an actual sale.
Can Dukanam create the records instead?
Dukanam supports connected billing and GST preparation on eligible plans. Check the current capabilities and still review classifications and particulars before issue.
Dukanam
A smart, low-cost choice for small-business GST billing
Dukanam brings billing, purchases, stock, customer balances, payments and reports together. It is built for Indian small businesses that want clear records without a complicated setup.
Best suited to shops that want connected everyday billing and bookkeeping, web and mobile access, and nine product languages. Choose the plan that includes the features you need.
GST-aware billing and preparation depend on your plan. Review records before filing on the GST portal; Dukanam does not directly submit GST returns, government e-invoices or e-way bills.
Current plans with GST preparation
- Advanced Plan₹299.00 per month
Check annual prices, limits, applicable taxes and checkout terms. Paid plans do not include a free trial.
Sources and further reading
Official rules and portal screens can change. Use the linked authority for the current requirements; the figures in our worked examples are illustrative.