Free template
Travel bill format: a free tours and travels invoice in Word and Excel
A travel bill is the invoice a tour operator, travel agent or cab operator gives a customer for a trip. It needs the usual tax-invoice details — name, address and GSTIN, an invoice number and date, the customer, the SAC code, the value and the GST — plus the trip itself: dates, route, vehicle or package and number of travellers. This format has all of it, in Word and Excel, with the GST worked out for you.
Download the travel bill format
Free, no sign-up, no email. Opens in Excel, Google Sheets and LibreOffice Calc; the spreadsheet in Word, Google Docs and LibreOffice.
The Excel file does the arithmetic: type a quantity and rate and the taxable value, the tax and the total follow. The Word file is laid out to print on A4. Both hold the same sample.
A filled-in sample
A Pune tour operator billing a Pune company for a two-night staff offsite in Mahabaleshwar for 18 guests, plus a Pratapgad day trip. Both lines are tour operator services at 5%, so the ₹1,26,100 taxable value carries ₹3,152.50 of CGST and ₹3,152.50 of SGST, for an invoice of ₹1,32,405.
TAX INVOICE
Original for recipient
Sahyadri Holidays & Tours
Office 11, Sample Complex, Deccan Gymkhana
Pune, Maharashtra 411004
GSTIN: 27GHJDK3579L1Z8
Bill to
Orchid Precision Components Pvt Ltd
Plot 31, Sample MIDC Phase 2, Hinjewadi
Pune, Maharashtra 411057
GSTIN: 27WXYDA8024B1ZL
State: Maharashtra (27)
Trip details
Staff offsite, Mahabaleshwar
Travel: 24 to 26 Oct 2026
Party: 18 guests
Coach: MH 12 XX 7730
| # | Description | HSN/SAC | Qty | Rate | Taxable | CGST | SGST | Amount |
|---|---|---|---|---|---|---|---|---|
| 1 | Staff offsite package, 2 nights: coach, stay, meals and sightseeing (18 guests) | 998555 | 18 Guest | 6,200.00 | 1,11,600.00 | 2,790.00 @2.5% | 2,790.00 @2.5% | 1,17,180.00 |
| 2 | Add-on: Pratapgad day visit, coach and guide | 998555 | 1 Trip | 14,500.00 | 14,500.00 | 362.50 @2.5% | 362.50 @2.5% | 15,225.00 |
| Total | 1,26,100.00 | 3,152.50 | 3,152.50 | 1,32,405.00 | ||||
Taxable value₹1,26,100.00
CGST₹3,152.50
SGST₹3,152.50
Round off₹0.00
Amount due₹1,32,405.00
In words: Indian Rupees One Lakh Thirty Two Thousand Four Hundred Five Only
The trip details sit on the right, where the customer's accounts team will look for them. The HSN/SAC summary at the foot shows a single code because every line is the same kind of service.
What each field is for
| Field | What to write | Needed |
|---|---|---|
| Trip description | Route, dates and what the package includes: coach, stay, meals, guide. A vague line like "tour charges" starts disputes; one clear line per component does not. | Always |
| Travel dates and party size | Matches the booking and the headcount you are billing for. | Advised |
| Vehicle number and driver | For cab and coach bookings. It should match the duty slip. | Cab and coach |
| SAC code | Tour operator services are classified under SAC 998555. Cab and vehicle hire sit under other codes, so check yours. | Always |
| GST rate | Depends on how you supply the service. The sample uses the concessional 5% rate for tour operators without input tax credit; some operators opt for 18% with credit. | Always |
| Customer GSTIN | Add it for a business customer. It puts the supply in their GST records. | If registered |
| Place of supply | For a registered business customer it is generally their state. Same state as you: CGST + SGST. A different state: IGST. | Always |
| Advance and balance | Show what was paid and what is due. Cancellation rules belong in the terms. | Advised |
| Terms | Cancellation, refunds, exclusions and jurisdiction, in four lines. | Advised |
Tour operator, travel agent or cab operator: one format, three uses
- Tour operator. You sell a package and bill one value for it. The concessional 5% rate without input tax credit is common, with an option of 18% and credit. Pick one and apply it consistently, and ask your CA which suits your costs.
- Travel agent. If you book tickets or hotels on the customer's behalf, what you earn is a commission or service fee, usually billed at 18%. The ticket or room itself is billed by the airline or hotel. Whether you can pass costs through at actuals depends on the pure-agent conditions, which are strict.
- Cab operator. One bill per customer or per month, backed by a duty slip for each trip. The SAC and rate depend on how you supply: a passenger cab with driver and fuel included, billed per trip or kilometre, is classified differently from renting out a vehicle. Confirm yours.
What goes on a duty slip
If you run cabs or coaches, the bill is only as good as the slips behind it. A duty slip should carry:
- Date, customer and the person travelling.
- Vehicle number and driver's name.
- Pick-up and drop points.
- Opening and closing kilometres, and start and end times.
- Toll, parking and permit charges paid on the way.
- The passenger's signature at the end of the trip.
Attach the slips to the bill, or summarise them in the trip details. A customer who can see the kilometres rarely argues about the total.
Toll, parking and entry tickets
Charges you pay on the customer's behalf can be shown separately at cost only if you meet the pure-agent conditions: you act on their behalf, the charge is separately shown, you bill exactly what you paid and you can prove it. Otherwise they are part of your value and attract tax with it. The way a package is quoted decides which applies, so ask your CA before you change how you bill them.
Invoice timing, and deposits
For services, issue the invoice within 30 days of providing the service. Deposits are where many operators slip: tax can fall due when you receive money in advance, so ask your CA how to document advances before you take a booking amount.
Using the files
- Both open in Microsoft Office, Google Docs and Sheets, LibreOffice, and Office or WPS on a phone.
- In Excel, the blue cells are sample data. Type over them. Rows without a quantity stay blank.
- To change the GST rate, overwrite the GST % cell on each line; the CGST, SGST and total follow.
- Save as PDF before sending on WhatsApp.
Rather do it on your phone? EstimateBill makes quotes and invoices for trips and packages on your phone, offline, with no account, and sends them as a PDF. Quote the offsite first, convert it to the invoice in one tap when it is confirmed, and let the invoice number run by itself.
Get EstimateBill, free · Or use the browser invoice generator
Questions people ask
What should a travel or tours and travels bill include?
The operator's name, address and GSTIN, an invoice number and date, the customer's details, a clear description of the trip or package with dates, the SAC code, the value, the GST split, the total, payment terms and a signature.
What SAC code is used for a tour operator bill?
Tour operator services are classified under SAC 998555. Cab and vehicle hire use different codes, so check the one that matches how you supply.
What GST is charged on a tour package?
Tour operators commonly charge 5% without input tax credit, or opt for 18% with credit. Rates have been revised recently, so confirm the current rate and your option with your CA or the CBIC rate notification.
Can I use this format for cab hire?
Yes. Put the route and vehicle in the trip details and one line per trip or per day. The SAC and rate depend on how you supply the cab, so confirm those.
Do I need a GSTIN to issue a travel bill?
Only if you are registered. An operator below the registration threshold issues a plain bill with no GSTIN and no tax. See the bill format for that layout.
Should I show toll and parking separately?
Only if you meet the pure-agent conditions: you act on the customer's behalf and bill the exact cost with proof. Otherwise they form part of your value.