Free templates
Free quotation, estimate and GST invoice formats
Four formats Indian small businesses send most, each as a real Word and Excel file with a filled-in sample. The Excel versions do the GST themselves: taxable value after discount, then CGST + SGST inside your state or IGST across states, decided by the place of supply.
Quotation format in Word
Price a job or an order before the customer commits. GSTIN, HSN and tax split already in place.
Word + Excel
Estimate format in Word and Excel
For work where the final figure depends on measurement: painting, repairs, fit-outs, fabrication.
Word + Excel
GST invoice format in Excel and Word
A tax invoice with every Rule 46 field. The Excel file splits CGST/SGST or IGST from the place of supply.
Excel + Word
Proforma invoice format in Word and Excel
Collect an advance or get a purchase approved before you dispatch. Clearly marked as not a tax invoice.
Word + Excel
Which one do you need?
| Document | When you send it | Is it a tax document? |
|---|---|---|
| Quotation | Before the customer agrees, when you can name a firm price | No |
| Estimate | Before the work, when the final figure depends on measurement or what you find | No |
| Proforma invoice | After agreement, before supply, usually to collect an advance | No, and it should say so |
| Tax invoice | At supply: goods at dispatch, services within 30 days | Yes. Goes into GSTR-1; the buyer can claim credit |
What every format here gets right
- Tax on the value after discount. A line discount reduces the taxable value before the GST is worked out. Several free templates online apply the rate to the list price and overcharge.
- The CGST/SGST or IGST split follows the place of supply, compared with the first two digits of your GSTIN, and the rate never changes between the two.
- An HSN/SAC summary grouped by code and rate on the tax invoice and proforma, the grouping your GST return uses.
- Sample GSTINs with a valid check digit. They are fictional, but they pass the same checksum a real one does, so you can see what a correct number looks like.
The sample HSN/SAC codes and rates are illustrative. Rates for many goods changed in September 2025, so check yours on the CBIC rate finder or with your accountant before you send anything.
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