What is Taxi Bill Format or Taxi Invoice Format?

An taxi bill format is a document to provide a bill for the services the taxi company offers. It includes important details such as the name and contact information of both parties, trip details, fare breakdown, payment terms, and any applicable taxes or additional charges. A detailed and well-designed taxi bill format is important for both the taxi company and the customers for various reasons. Hence travel companies must make sure to provide professional invoices to their clients.

Elements to Include in Taxi Bill Format

Creating a taxi bill format requires including all the necessary details required for both the passenger and the taxi owner. Here are the essential fields to include in a taxi bill format:

• Taxi Company Name, Address, & Contact Information
• Company Logo (optional)
• Invoice Number
• Bill Date
• Customer Name and Contact Details
• Date of Trip
• Pickup Location
• Drop Location
• Pickup Time
• Drop Time
• Distance Traveled (km)
• Fare Calculation:
• Rate per km
• Total Fare (Distance Traveled * Rate per km)
• Waiting Time Charges (if applicable)
• Toll Charges (if applicable)
• Additional Charges (if applicable)
• Subtotal
• GST/Tax (if applicable)
• Grand Total
• Payment Method (Cash, Card, Digital Wallet, etc.)
• Payment Status (Paid/Unpaid)
• Additional Information:
  • Driver Name
  • Vehicle Number
  • Special Notes or Terms and Conditions

The content might change with each travel company. However, if you’re a GTS-registered business it is mandatory to include the information as stated by the GST law.

Sample Taxi Bill Format

A sample taxi bill format provided here gives you a basic understanding of how a taxi invoice template looks like.

Taxi Invoice Format in Excel and Word 

If you would like to create taxi invoices on your own, one of the best choices is to use word processors like Word, Excel, Google Docs, etc. Not only are they readily available, but they are also easy to work with if you have hands-on experience using them. Let us check each method to create taxi bill formats in details. 

Taxi Bill Format in Excel

Creating a taxi bill format in Excel involves setting up a structured layout to include all relevant trip and fare details. Follow these steps for a simple and professional taxi bill format:

1. Open Excel and start with a new blank workbook.
2. In the first few rows, create a Header by entering your taxi service name, address, contact information, and logo (if applicable).
3. Next, create ‘Billing Details’ section by creating fields for Bill Number, Date, and Customer Name/Details in separate rows or columns.
4. Similarly, for ‘Trip Details’ section, insert a table and add columns for Date, Pickup Location, Drop Location, Distance (km), Rate per km, Total Fare, and Additional Charges.
5. Add formulas to calculate the fare (=Distance*Rate per km), to sum up the Total Fare and Additional Charges for the Grand Total.
6. Include a section at the bottom to include ‘Payment Details’ and add different Payment Methods and any relevant notes or terms.
7. Once done, save the sheet as “Excel Template for Taxi Bills”

Taxi Bill Format in Word

Creating a taxi bill format in Word is a simple method. Follow these simple steps to create a professional bill:

• Open a new blank document in Word.
• Insert a Header and Add your company name, address, contact information, and logo (if applicable).
• Below the header, create fields for Bill Number, Bill Date, Customer Name, and Customer Contact Details.
• Insert a Table with Trip Details. Add column headers to include the date of the Trip, Pickup Location, Drop Location, Pickup Time, Drop Time, Distance (km), Rate per km, and Total Fare.
• Below the trip details table, create another table or add rows for Additional Charges like Waiting Time, Toll Charges, and any other applicable fees.
• Create a section for Subtotal, Tax/GST, and Grand Total at the bottom.
• Add a section for Payment Method (Cash, Card, Digital Wallet, etc.) and Payment Status (Paid/Unpaid).
• Include ‘Footer’ and add any terms and conditions, as well as company contact details.
• Save the document as a template “Taxi Bill Word Template” from the file type options.

Using myBillBook to Create Taxi Bill Formats

myBillBook offers user-friendly invoicing software that streamlines taxi service billing and invoicing. With customisable templates, you can easily input your taxi service details, customer information, trip details, fare breakdown, and payment terms. You can generate quick invoices, tracking, and sharing, ensuring efficient and hassle-free billing for taxi service providers.

Professionalism: A well-formatted taxi invoice reflects professionalism and reliability, enhancing your taxi service’s reputation. Below are the features and benefits offered by the billing software for taxi companies. 

Clarity in Billing

An organised taxi bill provides clarity to customers regarding the fare breakdown and total amount due, reducing the chances of disputes.

Record Keeping

Invoices serve as essential records for accounting and tax purposes, ensuring accurate financial record-keeping.

Timely Payments

A clear invoice with specified payment terms encourages customers to make timely payments.

Digital Payment Options

Integrate digital payment options into the app, enabling passengers to pay using credit cards, UPI, mobile wallets, or other electronic methods, promoting cashless transactions.

Digital Record-Keeping

The app keeps a digital record of all invoices issued and payments received. The travel company can access all the invoices generated by different drivers and manage everything from a single account.

24/7 Accessibility

Drivers can access the billing app anytime, anywhere, making it a versatile tool for their on-the-go profession.

Quotation Format in PDF

To create a quotation format in PDF, you should first create a quotation format in Word or Excel using the above-mentioned details.

Once it is ready, you can download it as a PDF to view a quotation format in PDF. However, you cannot make any changes once the file is downloaded. Therefore, fill the quotation format in Word with all the required details, and once you’re sure that the data entered is correct, you can download it as a PDF.

One advantage of using PDF quotations is that the data cannot be edited or changed. Especially when sharing online, quotation format in PDF is safer than quotation formats in Word and Excel. However, any quotation format is fine when taking hard copies, i.e., as printouts.