Free GST Invoice Template in Excel (Auto-Calc)

⬇ Download the free GST invoice template (Excel) — no sign-up

Last updated: 27 June 2026

A GST invoice in Excel auto-calculates CGST, SGST and IGST from a single taxable-value column — pick the rate (5%, 18% or 40%), enter the buyer's state, and the template applies the right tax type and amount without manual arithmetic. The template below is free to download, no sign-up, and follows all mandatory fields under Rule 46 of the CGST Rules, 2017.

Key takeaways

The template uses data-validation dropdowns for GST rate (Nil / 5% / 18% / 40%) — updated to the post-September 2025 slab structure.
CGST + SGST applies for intra-state; IGST applies for inter-state — controlled by a single Place of Supply dropdown.
HSN/SAC column included; 4-digit for turnover ≤ ₹5 crore, 6-digit for above.
Invoice number auto-increments via a Config sheet.
Works in Excel 2010 and later — no macros required for the base version.
Free to download, no sign-up.

Fact box. GST slabs effective 22 September 2025 are Nil, 5%, 18% and 40% only. The 12% and 28% slabs are abolished. Any template still showing 12% or 28% is legally incorrect for invoices issued after that date. (Source: CBIC notifications 09–17/2025-CTR, effective 22 Sep 2025.)

What does the template include?

The free Excel GST invoice template contains three sheets:

Sheet 1: Invoice

Supplier block: name, address, GSTIN, logo placeholder
Invoice number (pulled from Config sheet), invoice date, due date
Buyer block: name, address, GSTIN, state (place of supply)
Line-item table with: description, HSN/SAC, quantity, unit, rate, discount %, taxable value, GST rate dropdown, CGST %, CGST ₹, SGST %, SGST ₹, IGST %, IGST ₹, line total
Summary block: totals by rate, grand total taxable value, total tax, invoice total
Amount in words (formula-based)
Bank details and terms section
Signature line

Sheet 2: Config

NextInvoiceNo — increment here after each issue
SupplierState — your state code (e.g. 27 for Maharashtra)
FinancialYear — used in invoice number prefix
BusinessName, GSTIN, Address — pulled into Invoice sheet by reference

Sheet 3: HSN Lookup

A table of your 10–20 most common HSN/SAC codes with descriptions and default rates
The Invoice sheet's HSN column uses VLOOKUP to pre-fill the description and default rate

How do I set up the template?

Follow these steps once after downloading:

Fill the Config sheet. Enter your business name, GSTIN, address, state code, and starting invoice number (e.g. ANK/2026-27/001).
Add your HSN codes. In the HSN Lookup sheet, list your most common codes, descriptions and default rates. You can add rows freely.
Set the financial year prefix. Change FinancialYear in Config to 2026-27.
Test the Place of Supply logic. On the Invoice sheet, set Place of Supply to your own state — CGST and SGST amounts should populate; IGST should be zero. Change to another state — IGST should populate instead.
Print-preview. Set the print area to rows 1–50 (or as needed) and check that all columns fit on one A4 page. Use Page Layout > Scale to Fit if needed.

How does the CGST/SGST vs IGST formula work?

The key decision is whether the buyer's state (Place of Supply) matches your state (Supplier State). Excel handles this with an IF:

CGST amount for one line:

=IF($SupplierState=$PlaceOfSupply, H13 * I13 / 200, 0)

Where H13 = taxable value, I13 = GST rate (e.g. 18).

SGST amount (identical to CGST):

=IF($SupplierState=$PlaceOfSupply, H13 * I13 / 200, 0)

IGST amount:

=IF($SupplierState<>$PlaceOfSupply, H13 * I13 / 100, 0)

Using named ranges (SupplierState and PlaceOfSupply from Config/Invoice header) keeps the formula readable and easy to audit.

How do I auto-increment the invoice number?

In the Config sheet, store NextInvoiceNo as a number (e.g. 1). In the Invoice sheet, the invoice number cell uses:

=Config!$B$2&"/"&Config!$B$4&"/"&TEXT(Config!$B$3,"000")

This produces: ANK/2026-27/001.

After printing or saving the invoice as PDF, manually increment Config!B3 by 1. For a macro-driven approach (one button increments, saves PDF, opens a blank invoice), see Auto-Incrementing Invoice Number in Excel ».

Important: GST requires invoice numbers to be consecutive and non-repeating within a financial year. Never delete or skip a number. If you cancel an invoice, issue a credit note rather than reusing the number.

How do I handle multiple GST rates on one invoice?

If a single invoice covers line items at different rates (e.g. some at 5%, others at 18%), you need a rate-wise summary in the footer of the invoice. The GST portal requires rate-wise breakup in GSTR-1 Table 12.

Use SUMIF formulas in the summary zone:

=SUMIF(I13:I30, 5, H13:H30)   ' total taxable at 5%
=SUMIF(I13:I30, 18, H13:H30)  ' total taxable at 18%

Then apply the rate to each subtotal for CGST/SGST or IGST.

See the dedicated guide: Invoice with Multiple GST Rates »

How Ankeshan helps

How Ankeshan helps: Ankeshan automates the Config-sheet setup, keeps GST rate dropdowns current, and handles IRN capture for e-invoice businesses — all inside Excel. Launching soon — join the waitlist.

Frequently asked questions

Is a free Excel GST invoice template legally valid? Yes. The law requires specific fields (Rule 46, CGST Rules), not specific software. An Excel invoice is as valid as one from paid software, provided all mandatory fields are present.

What GST rates should I put in my Excel dropdown? As of 22 September 2025: Nil, 5%, 18%, 40%. Also add 3% (gold/silver) if relevant to your business. Remove 12% and 28% — those slabs no longer exist.

Can I use the same template for services and goods? Yes. For services, replace the Quantity/Unit columns with a description of the service and its value. Use SAC codes instead of HSN. The tax calculation remains the same.

How do I add a QR code for e-invoicing? If your turnover exceeds ₹5 crore, you must generate an IRN from the IRP and print the returned QR code on the invoice. Most IRP portals return a QR code image you can paste into the invoice before printing.

Where do I put the reverse-charge field? Add a row in the header area labelled "Reverse charge applicable: Yes / No". Most B2B supply is "No". Set to "Yes" only for notified categories under RCM.

Sources

CBIC CGST Rules 2017, Rule 46 — mandatory invoice fields — cbic-gst.gov.in
CBIC rate notifications 09–17/2025-CTR, effective 22 September 2025
GSTN e-invoice portal — einvoice.gst.gov.in

General information, not professional advice. Verify invoice fields against CBIC before sending. Reviewed by a Chartered Accountant; last updated 27 June 2026.