What is an Invoice Format or Template

The invoice template or format contains all the fields required to create an invoice. It is a pre-defined format that helps businesses easily create bills or invoices. An invoice template remains common for most businesses with common fields like seller name & contact details, buyer’s name and contact information, bill to & ship to columns, fields to enter product description, quantity, price, tax and other fields related to the terms and conditions, bank account details, etc.

Invoice Format – Fields to Include

Below are some of the common fields that are found in an invoice template

• ‘Invoice’ in the title
• Invoice number
• Invoice Date 
• Details of the seller
• Buyer details
• Product/Transaction details
• Cost per unit of product
• Quantity
• Price
• Tax rate
• Total amount to be paid
• Terms and conditions
• Due Date
• Payment Terms

GST Invoice Format – Fields to Include

A GST invoice must be issued by a registered person with the following details – 

• Name and Address of the Supplier
• Goods and Services Tax Identification Number (GSTIN) of the supplier;
• A unique invoice number
• Date of issue
• Name of address of the recipient or the buyer, GSTIN (if registered)
• Delivery Address
• HSN Code
• Detailed description of goods or services
• Quantity or Unit
• Total value 
• Taxable Value
• Rate of Tax (CGST, SGST, IGST, Union Territory or Cess)
• Amount of tax 
• Place of supply 
• Whether the tax is payable on a reverse charge basis
• Signature of the supplier

For a refresher on invoicing, see what is invoicing.

Invoice Templates in Word, Excel, and PDF

An invoice template can be created using various online tools, such as Word, Excel, PDF, Google Docs, and Google Sheets.

Invoice Format in Word

Creating invoice format in Word is one of the easy and simple methods. The invoice format in Word is best for small and medium-sized enterprises as it is an affordable and easy-to-use tool. Anyone with a basic knowledge of using Word can use the software to create an invoice template of their choice.

Click here to get invoice format in Word. 

Invoice format in Excel

The invoice format in Excel is another great way to create invoice templates. Excel has an extra feature compared to Word, as it allows the insertion of formulas to auto-populate data. This feature makes invoice formats in Excel a better alternative for accurate billing.

Click here to get invoice format in Excel. 

Invoice format in PDF

A secure alternative for invoice creation is using invoices in PDF format. The invoices generated in PDF cannot be edited further, so they are secure. In addition, PDF invoice formats look professional so that users can share them directly with customers.

Click here to get invoice format PDF.

Invoice format in Google Docs

Creating invoices in Google Docs is almost similar to creating invoices in a Word document. While MS Word is a paid resource, Google Docs is an open-source available to everyone having a Google account. So, if you don’t have a subscription to Word, you can use Google Docs as an equal alternative. To create an invoice format in Google Docs, follow the similar process used for creating an invoice format in MS Word. For basic invoicing knowledge, refer to what is invoicing.

Invoice format in Google Sheets

Creating invoices in Google Sheets is almost similar to creating invoices in Excel Sheets. While MS Excel is a paid resource, Google Sheets is an open-source available to everyone having a Google account. If you don’t have a subscription to Excel, you can use Google Sheets as an equal alternative. To create an invoice format in Google Sheets, follow the similar process used for creating an invoice format in Excel.

Different Types of Invoice Formats

There are different types of invoices that are used for different purposes in a business. So every invoice requires a unique invoice format to create a professional invoice. Listed here are different invoice formats based on the type of invoice. 

Sales Bill Format 

A sales bill format is used to record a sales transaction between a buyer and a seller. A sales bill can be GST-compliant if produced by a registered seller or non-GST bill if generated by a non-registered supplier. 

Retail Invoice Template

A retail invoice template is generally used by retailers to generate sales invoices. The retail invoice format is tailored to meet the specific requirements of retailers and hence contains a slightly different format from the regular invoices. 

Service Invoice Template

A service invoice template is typically used in the service industry to charge clients based on a project, service, or task. The service invoice formats are usually customised according to service industry standards. 

Credit Note Format

A credit note format is used to create credit notes which are typically issued to sellers against the products they received in return. 

Debit Note Format

A debit note format is used to create debit notes, which are typically issued by a seller to correct any errors related to the total due amount of an invoice. 

Cash Memo Format

A cash memo format is used to create cash memos, which are typically issued by a seller to a buyer as proof of a cash transaction. 

Bill of Exchange Format

A bill of exchange format is used to create a bill of exchange, which is a legal instrument that binds one party to pay a fixed amount of money to another party at a predetermined future date or on demand. 

Delivery Challan Format

A delivery challan format is used to create delivery challans. Delivery challans are created when items are moved from one place to another. They contain all the details related to the shipment. 

e-Invoice Format

An e-Invoice Format is not like regular templates used to create invoices. Named as e-Invoice Schema, it was notified by the CBIC and contains both mandatory and optional fields that must be present on an invoice to make it a valid e-invoice document. 

RCM Invoice Format

An RCM Invoice Format is used to create tax invoices for reverse charge outward supplies or reverse charge mechanism (RCM). As per RCM, the buyer must make the tax payment instead of the seller. 

Export Invoice Format

An Export Invoice Format is used to create export invoices that contain details of a transaction between an exporter and an importer. Export invoices are used in international trade.

Purchase Order Format

A Purchase Order Format is used to create purchase orders that are typically issued by buyers detailing their order requirements. 

Proforma Invoice Format

A Proforma Invoice Format is used to create proforma invoices that are preliminary documents including the deal details. 

Thermal Printer Bill Format

A thermal printer bill format is a bill format designed for bills produced by thermal printers. As thermal printers produce bills of different sizes compared to regular bills, their format also differs. 

Timesheet Invoice Template

A timesheet invoice template is used to produce time sheet invoices that are generally used in service industries to bill clients on a timely basis. 

Recurring Invoice Template

A recurring invoice template is used to generate recurrent invoices for subscription-based services or products that are ordered on a regular basis with the exact same quantities. 

These are the different invoice templates or formats regularly used across businesses. Having a standard invoice template is quite important for every business as it improves brand value and trust among customers.