Transport Bill Format
Deliver professional, branded transport bills with neat layouts and readable taxes in INR—perfect for shippers, transporters, and logistics partners handling multi-stop consignments.
With myBillBook’s digital billing solution and editable Word, Excel & PDF templates, quickly add consignor/consignee, HSN/SAC, freight, handling/detention, e-way references, and payment terms—then export to PDF for sharing.
Download Transport Bill Format Templates (Word, Excel & PDF)
Edit, print, and share professional transport bills covering freight, handling, detention, and surcharges with bill number, date, party details, GST fields, items, totals, and signature.
Explore Luxury Transport Bill Formats
Features of myBillBook Transport Bill Format
GST Invoicing
Create GST-compliant transport invoices with HSN/SAC, CGST/SGST/IGST breakup, customer details, and place of supply. Prevent manual errors and keep every bill audit-ready, printable, and professional.
e-Way Bill
Generate e-way bills for eligible consignments from invoice details. Capture transporter, vehicle, and distance information to stay compliant with GST movement rules and avoid penalties.
Custom Fields
Add vehicle number, LR/GR number, route, and driver notes as custom fields. Tailor transport bill layout while preserving branding, mandatory particulars, and A4 print margins.
Freight Charges
Itemise freight, loading, unloading, fuel surcharge, detention, and other add-on charges. Auto-calculate totals and taxes, reflect discounts, and show payable amounts clearly in INR accurately.
Serial Numbering
Define financial-year series with prefixes and auto-increment. Keep unique sequences per branch or route, improve traceability, simplify reconciliation, and speed month-end closing for accounts smoothly.
WhatsApp Sharing
Export transport bills to PDF and share via WhatsApp or email. Reduce counter delays, confirm details quickly, and store digital copies securely for future reference.
What is a Transport Bill Format?
A Transport Bill Format is a standardized template used by transporters/logistics firms to raise GST-compliant bills for freight and related services. It structures essentials like consignor/consignee, HSN/SAC, freight and add-ons, CGST/SGST/IGST breakup, totals in INR, and payment terms. Using a consistent format improves readability, prevents calculation errors, and keeps records audit-ready across branches and routes.
Transportation is the backbone of any logistics operation, and the transport bill is the document that keeps it all moving. But, in today’s fast-paced business environment, manually preparing transport bills can take time and effort. That’s where Transport Bill Format in Excel comes in.”
A transport bill, also known as a transport invoice, is a document issued by a service provider to request payment for their services. The transport bill format in Excel is a tool that helps standardise transportation billing operations. This article will discuss the different parts of a transport bill format in Excel and provide a step-by-step guide on creating one.
Sample of Transport Bill Format
Steps to Create a Transport Bill Format
1. Branding & Header
Set page size (A4), margins, and logo. Add business name, address, GSTIN, phone/email, and website.
2. Bill Metadata
Add bill number (unique FY series), date, place of supply, and optional e-way bill/LR-GR reference.
3. Parties
Capture consignor and consignee details: names, addresses, and GSTINs (if registered).
4. Charges Table
Create a line-item table for freight, loading/unloading, fuel surcharge, detention, and other add-ons with HSN/SAC, quantity/unit, rate, and amount.
5. Taxes & Totals
Calculate GST (CGST/SGST/IGST as applicable), show subtotal, discounts, tax amounts, grand total in INR, and amount in words.
6. Payment Terms
Include due date, payment mode (cash/bank/UPI/cheque), bank/UPI details, and any credit terms or late-fee notes.
7. Transport Details
Optional fields: vehicle number, route, driver notes, distance, and delivery instructions.
8. Authorisation
Space for authorised signature/seal and concise terms & conditions.
9. Output & Records
Set tidy print areas, export to PDF for sharing, and retain numbered copies for audits. Periodically review against current GST rules.
Tips for an Effective Transport Bill Format
Tailor the fields
Include only what you need: consignor/consignee, route/vehicle, charges, taxes (if applicable), payment terms, and authorization—avoid clutter.
Keep formatting consistent
Use a clear type scale, aligned columns, uniform spacing, and predictable section order so counters can read and fill fast.
Use structured inputs
Replace free text with picklists, checkboxes, and date/number formats (e.g., service type, payment mode) to cut typos and ambiguity.
Automate calculations
Add formulas/rules for subtotals, taxes, discounts, and grand total; auto-derive “amount in words” where your tool allows.
Lock what matters
Protect static headers/branding and formula cells; leave only data cells editable to prevent accidental changes.
Standardize numbering
Define a financial-year prefix and consecutive serials (per branch/route if needed) for traceability and faster audits.
Optimize for print
Set A4 margins, legible font sizes (11–12 pt), and tested page breaks; ensure it exports cleanly to PDF.
Attach references
Provide fields or attachment space for LR/GR, e-way references, POD, or supporting documents to strengthen the audit trail.
Version & backup
Keep a master template under version control, maintain backups, and document who changed what and when.
Review for compliance
Periodically recheck legal/tax requirements; have a finance/legal reviewer validate fields and wording before rolling out updates.
Mistakes to Avoid when Creating a Transport Bill Format
- Missing mandatory fields – Omit consignor/consignee, bill no./date, GST breakup, or payment terms, and compliance suffers.
- Inconsistent numbering – No FY-based, sequential series per branch/route makes reconciliation and audits painful.
- Cluttered layout/poor fonts – Tiny text, cramped tables, and inconsistent spacing reduce legibility at counters.
- Manual math everywhere – Relying on hand calculations invites errors; use formulas/rules where your tool allows.
- Unstructured inputs – Free-text for service type, taxes, or payment mode increases typos; prefer picklists/validated fields.
- Wrong tax treatment – Ignoring HSN/SAC, place of supply, or CGST/SGST/IGST logic leads to compliance issues.
- No print optimization – Unset A4 margins, page breaks, and headers cause misaligned, multi-page prints.
- Missing references – Skipping LR/GR, e-way bill, vehicle/route notes weakens the audit trail.
- No approvals or signatures – Bills without authorization or digital sign-offs lack validity in reviews.
- No versioning/backups – Overwriting masters and losing change history creates inconsistencies across branches.
Types of Information Used in a Transport Bill Format
There are several types of information used in a transport bill format, including:
- Company information, such as the company name, address, phone, email, and website
- Customer information, such as the customer’s name, company, address, phone, and email
- Transportation information, such as the type of transportation, the date and time, and the cost of transportation services.
- Additional details include service tax, paid amount, and total due amount.
Frequently Asked Questions
What is a transport bill format in India?
A transport bill format is a standardized template to raise GST-compliant bills for freight and related services, capturing parties, charges, taxes, and payment terms in INR.
Is GST applicable on transport bills?
Yes—subject to service category and exemptions. When GST applies, show HSN/SAC and CGST/SGST/IGST breakup on the bill and follow the latest GST notifications.
Do I need an e-way bill along with a transport bill?
If the consignment value crosses the applicable GST threshold, generate an e-way bill and carry it with the supporting documents during movement.
What details should a transport bill format include?
Bill no./date, consignor/consignee details, service description, freight and add-ons (loading/unloading, fuel surcharge, detention), applicable GST breakup, totals, payment terms, and authorization.
What’s the difference between a transport bill and a consignment note/LR?
A transport bill is for billing services; a consignment note/LR acknowledges receipt of goods for carriage and supports movement compliance
How should I number transport bills across branches or routes?
Use a financial-year prefix with consecutive serials (optionally branch/route coded). Keep sequences unique for traceability and simpler audits.
Which format is best: Word, Excel, or PDF?
Word for branding/layout control, Excel for auto-totals and duplication, PDF for fixed, print-ready output. Many teams design in Word/Excel and export to PDF.
Can I add LR/GR number, vehicle number, and route on the bill?
Yes. Include LR/GR no., vehicle no., route, driver notes, and any e-way reference as custom fields to strengthen documentation and reconciliation.
How are add-on charges like detention or fuel surcharge shown?
List them as separate line items under charges, then compute tax and totals as per applicability. Clear itemization reduces disputes and speeds approvals.
How do I determine place of supply and GST type for transport services?
Follow the GST place-of-supply rules for your service category and recipient status/state. Apply CGST/SGST for intra-state and IGST for inter-state, as applicable.
Know More About Bill Formats
