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August 27, 2024

Shaaransh Sharma

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Basics of GST

GST Invoice Format: Essential Elements and Compliance Requirements

GST (Good and Services Tax) has been a game-changing tax reform in the taxation system of India, as it cuts down on multiple indirect taxes that are imposed by states into one unified form. GST Invoice - The Most Critical Element of GST Compliance on the Part of Businesses is a well-designed GST invoice format that contributes to compliance legality, business continuity regularity, and ceaseless ITC claims.

In this blog, we cover the importance of each element included in a GST invoice format along with its compliance requirement and types such as templates or samples available even for service providers (Excel function)

Understanding GST Invoice Format

GST Invoice commonly known as GST tax invoice is a document issued by a registered supplier to a recipient giving details of goods and services supplied, the value of such goods and services with the amount it may charged against supply accordingly. The ultimate motive of the GST invoice format is to maintain a clear digital record for tax purposes and hence let the recipient claim ITC.

Essential Elements of a GST Invoice

To comply with GST laws, there are certain mandatory details that need to be contained in each and every GST invoice.

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Supplier Details: This includes the name, address, and GSTIN (GST Identification Number) of the supplier.
Invoice Number and Date: Make sure to have a unique, sequential invoice number along with the date of issuance.
Recipient Details: You need the name, address, and GSTIN of the recipient if they are registered.
Description of Goods or Services: Provide a clear description, quantity (for goods), and unit price for the items or services provided.
HSN or SAC Code: Include the Harmonized System of Nomenclature (HSN) code for goods or the Services Accounting Code (SAC) for services.
Total Value: This is the total value of goods or services supplied, excluding tax.
Taxable Value: The value on which GST is levied.
GST Rates and Amount: Indicate the applicable CGST, SGST/UTGST, IGST rates, and the corresponding tax amounts.
Total Invoice Value: The total amount, including tax.
Signature: Don't forget the signature or digital signature of the supplier or an authorized representative.

These things help in making the format of GST invoice as per law, which is beneficial for both (supplier and recipient) parties.

Steps to Create GST Format in Word

Open Microsoft Word and create a new file (not from any saved template)
Next, add Tables: To insert click on "Insert" then choose Table Option and pick the number of rows and columns based on the needs for the GST invoice.
Adjust the column space as needed to avoid an uncluttered invoice. Take the time to modify it per each detail you need.
Insert all the details of your company like Name, Contact information, Address with pin code and GSTIN no etc Next, fill in details of the transaction such as purchase date, invoice number payment due date and order ID. Add the client's information and save the file.

GST Tax Invoice Format in Excel

The invoice format in Excel is simpler to access for businesses that maintain their records by automating them on computers. Excel templates are easily customizable, user-friendly and very flexible allowing a business to adjust them in order to fit their unique requirements.

The basic outline of GST invoice format in Excel:

Header: Company logo, name, and address
Invoice Details: Invoice number, date
Supplier and Recipient Information: Names, addresses, GSTINs
Description Section: Item details, HSN/SAC codes, quantity, unit price
Tax Details: CGST, SGST/UTGST, IGST rates, and amounts
Footer: Total value, terms and conditions, signature

Excel makes it also consistent and manageable for the GST invoices as we can update the sheet often with maintained records.

Steps to Download GST Invoice in PDF

Select the "file" option located in the Excel or Word file, located in the top left corner.
Click the "download" option and choose "PDF document" from the drop-down menu.

Tally GST Invoice Format

Tally, an accounting software solution being utilized in several countries across the globe offers features for generating GST-compliant invoices with ease. Our GST invoice format in Tally is compliant with all your statutory needs and includes features to help you manage computations for depreciations, and tax rates under the scheme of HSN/SAC codes.

Some of the important features within the GST Invoice format in Tally are -

Automated GST calculations as per configured tax rates in India
Invoice templates that are easy to customize
Data flow with inventory and accounting module-assimilation
Validation of GSTIN and HSN/SAC codes in real-time
Sophisticated reporting and compliance tracking

Its user-friendly interface and in-depth features make this a favourite of any business looking to keep invoices and GST compliance efforts on point.

GST Invoice Template for Service Providers

Here, service providers need to fulfil certain conditions for GST invoicing. A service provider GST invoice should contain information related to services specifically like the type of service provided, duration for a specific task, or some cases along with total charges.

Components of a GST invoice format for service providers are :

Service Description: Detailed description of the service performed.
Duration: How long service was provided for
Rate and Amount: Service rate and total service charges
GST Details: Applicable GST rates and tax amounts
Additional Charges: Other possible extras, like processing fees

Service providers can use a customized GST invoice template to ensure they comply with the law and keep their invoicing system both clear and transparent.

GST Invoice Sample

For an example of how this GST invoice format is used in practice, let us look at a sample of the GST Invoice.

XYZ Pvt. Ltd.
123, Business Park, Mumbai, Maharashtra
GSTIN: 27AABCU9603R1ZV

Invoice No: INV/00123
Date: 30-Jul-2024

Bill To:
ABC Enterprises
456, Industrial Area, New Delhi
GSTIN: 07AAACB5345R1Z9

Description	HSN Code	Quantity	Unit Price	Total	CGST (9%)	SGST (9%)	Total Amount
Product A	1234	10	500	5000	450	450	5900
Service B	9987	1	2000	2000	180	180	2360

Total Invoice Value: INR 8,260
Amount in Words: Eight Thousand Two Hundred Sixty Only
Signature: Authorized Signatory

Above is an example of a good and correct GST invoice structure which includes all important details in it to calculate exact tax.

Compliance Requirements for GST Invoice

Adhering to the GST invoice format is crucial for compliance. Businesses must ensure:

Timely invoice generation: Goods Invoice on or before the removal of goods and Service Invoice within 30 days from supply.
Maintenance of Records: proper records (including Tax Invoices) must be maintained for 6 years from the last date file the annual return;
Correct HSN/SAC codes: Use of correct HSN and SAC codes concerning goods, and proper classification regarding tax is mandatory.
Reconciliation: Regularly reconcile invoices with GST returns to prevent mismatches and thereby assist in smooth ITC claims.

Refer to our other article on the Difference between HSN and SAC Codes in GST for a better understanding.

Conclusion

An organized GST invoice is double-advantageous: compliance with the law, and ease in operations for a seller. It enables businesses to perform seamless transactions and adhere to GST laws as long as it has all their categories filled. Filling in the prescribed GST invoice format, with any Excel template or Tally (distributed by the Government of India) etc. and saying no to every big fancy format for service providers will only save legal troubles proving how much are you financially transparent than others!

Keeping the pending GST rules updated and modifying invoicing processes usher you to comply with every norm in your financial operations. If you want to know all the details that are involved in an invoice then use the proper GST Invoice and the format of it is legally okay.

FAQs on GST Invoice Format

What is a GST invoice?

It is a document issued by the registered supplier that contains all details of goods/ services and has to be taken as input credit, which includes place, date & time applicable rate of tax.

What are the mandatory elements of a GST invoice?

It should consist of the supplier and recipient details, invoice number with date, description of goods or services along with HSN/SAC code for each item being invoiced separately, taxable value and tax rates along with amounts (IGST/CGST/SGDT), total invoice value amount along with the supplier’s signature.

Can I use Excel for GST invoices?

Using Excel as the GST invoice is a nice approach. Excel models offer flexible, easy-to-use functionality and you can have built-in tax formulas to avoid mistakes.