Create Professional GST Invoices in Minutes - Free Template Guide

Creating professional, GST-compliant invoices is essential for every registered business in India. Whether you're a freelancer, small business owner, or running a large enterprise, proper invoicing ensures legal compliance, maintains financial records, and builds trust with clients.

In this comprehensive guide, you'll learn everything about creating professional GST invoices—from understanding legal requirements to generating beautiful, compliant invoices in minutes using free online tools. No accounting software needed!

What is a GST Invoice?

A GST (Goods and Services Tax) invoice is a legally valid document issued by a GST-registered business to a buyer. It serves as proof of sale and contains specific details mandated by the GST law in India, including tax calculations, supplier and buyer information, and a unique invoice number.

GST invoices are mandatory when:

• Selling goods or services to other businesses (B2B transactions)
• Transaction value exceeds ₹200 (for B2C transactions)
• Buyer requests a tax invoice regardless of transaction value
• Goods are being exported

Mandatory Elements of a GST Invoice

To be legally valid, a GST invoice must include the following mandatory elements as per Section 31 of the CGST Act:

1. Invoice Details

• Invoice Number: Unique, sequential number (e.g., INV-2025-001)
• Invoice Date: Date when the invoice is issued
• Place of Supply: State where goods/services are delivered

2. Supplier Information

• Business name and legal entity name (if different)
• Complete business address
• GSTIN (15-digit GST identification number)
• State name and state code

3. Customer Information

• Buyer's name (business or individual)
• Billing address with state and PIN code
• Customer's GSTIN (if registered)
• Shipping address (if different from billing)

4. Product/Service Details

• Description of goods or services
• HSN/SAC codes (Harmonized System of Nomenclature)
• Quantity and unit of measurement
• Rate per unit
• Total value before tax

5. Tax Calculation

• Taxable amount (subtotal)
• GST rate applicable (5%, 12%, 18%, or 28%)
• CGST amount (for intra-state supply)
• SGST amount (for intra-state supply)
• IGST amount (for inter-state supply)
• Total invoice value (including all taxes)

6. Additional Information

• Signature or digital signature
• Terms and conditions (payment terms, delivery conditions)
• Bank details for payment
• Reverse charge statement (if applicable)

Types of GST Invoices

Depending on your business type and transaction nature, different invoice formats are used:

Tax Invoice

The standard format for B2B and B2C transactions above ₹200. Includes full GST details and tax calculations.

Bill of Supply

Used by composition scheme taxpayers or when selling exempt goods. No GST is charged.

Revised Invoice

Issued to correct errors in previously issued invoices. Must reference the original invoice number.

Credit Note

Issued to reduce the value of a previously issued invoice, typically for returns or discounts given after sale.

Debit Note

Issued to increase the value of a previously issued invoice, usually when additional charges apply.

Step-by-Step: Creating a GST Invoice with PixelWebP

PixelWebP's free invoice generator makes creating professional, GST-compliant invoices simple and quick. Here's how:

Step 1: Access the Invoice Generator

Navigate to PixelWebP and select the Invoice Generator tool from the Financial Tools section. The tool loads instantly in your browser—no downloads or registration required.

Step 2: Add Your Company Logo

Click the logo upload area to add your company logo. This adds a professional touch and strengthens your brand identity. Recommended logo size is 200×80 pixels in PNG or JPG format.

Step 3: Enter Company Details

Fill in your business information:

• Company name as registered under GST
• Complete business address
• 15-digit GSTIN
• State name and code
• Contact information (phone, email)

Step 4: Add Customer Information

Enter your customer's details:

• Customer name (business or individual)
• Billing address with PIN code
• GSTIN (if B2B transaction)
• Shipping address (if different)

Step 5: Add Invoice Details

Specify invoice-specific information:

• Invoice number (system suggests sequential number)
• Invoice date
• Place of supply (determines tax calculation)
• Due date (for payment terms)

Step 6: Add Line Items

For each product or service:

• Enter description
• Add HSN/SAC code
• Specify quantity and rate
• Select applicable GST rate

The tool automatically calculates amounts, taxes (CGST/SGST or IGST based on supply location), and totals as you enter information.

Step 7: Add Payment Terms

Include bank details, payment terms, and any additional notes or terms and conditions.

Step 8: Preview and Download

Review your invoice for accuracy. The preview shows exactly how your PDF will look. Once satisfied, click "Download PDF" to save your professional, print-ready invoice.

GST Tax Calculation Made Easy

Understanding GST calculation is crucial for accurate invoicing:

Intra-State Supply (Within Same State)

When supplier and buyer are in the same state:

• CGST: Central GST (half of total GST rate)
• SGST: State GST (other half of total GST rate)

Example: For 18% GST rate on ₹10,000:

• Taxable Amount: ₹10,000
• CGST @ 9%: ₹900
• SGST @ 9%: ₹900
• Total Invoice: ₹11,800

Inter-State Supply (Different States)

When supplier and buyer are in different states:

• IGST: Integrated GST (full GST rate)

Example: For 18% GST rate on ₹10,000:

• Taxable Amount: ₹10,000
• IGST @ 18%: ₹1,800
• Total Invoice: ₹11,800

PixelWebP's invoice generator automatically detects whether to apply CGST+SGST or IGST based on the supplier and buyer locations you enter.

Common HSN/SAC Codes

HSN (Harmonized System of Nomenclature) codes classify goods, while SAC (Services Accounting Code) classifies services:

Popular HSN Codes for Goods

• 8471: Computers and laptops
• 8517: Mobile phones
• 6403: Footwear
• 6109: T-shirts and clothing
• 8528: Television sets

Popular SAC Codes for Services

• 998314: IT consulting and software services
• 998311: Web design and development
• 998313: Digital marketing services
• 998212: Accounting and bookkeeping
• 998399: Professional services

Best Practices for Invoice Management

1. Maintain Sequential Numbering

Never skip invoice numbers or use duplicate numbers. Maintain a strict sequential order for all invoices in a financial year.

2. Keep Digital and Physical Copies

Store both digital PDFs and printed copies for at least 6 years as per GST regulations. Use organized filing systems (folders named by month/year).

3. Issue Invoices Promptly

Issue invoices within the prescribed time limit (usually within 30 days of supply). Delayed invoicing can create compliance issues.

4. Record in Books Immediately

Enter invoice details in your accounting books or software immediately after generation to maintain accurate financial records.

5. Send Invoices Professionally

Email invoices as PDF attachments with a professional message. Follow up on overdue payments systematically.

6. Backup Regularly

Maintain secure backups of all invoice records. Consider cloud storage for additional safety.

Common Invoicing Mistakes to Avoid

1. Incorrect GSTIN

Double-check both your and your customer's GSTIN. Incorrect numbers can cause input tax credit issues for buyers.

2. Wrong Place of Supply

Ensure you correctly identify the place of supply, as it determines whether CGST+SGST or IGST applies.

3. Missing HSN/SAC Codes

HSN/SAC codes are mandatory above certain turnover thresholds. Check current requirements based on your annual turnover.

4. Calculation Errors

Manual calculation errors can lead to tax discrepancies. Use automated tools like PixelWebP's invoice generator for accurate calculations.

5. Incomplete Information

Missing any mandatory field makes your invoice legally invalid. Always verify all required elements are included.

Frequently Asked Questions

Can I create invoices without GST registration?

Yes, but you cannot charge GST or issue a tax invoice. You would issue a simple bill of supply without GST details.

How long should I keep invoice records?

GST law requires maintaining records for at least 72 months (6 years) from the due date of annual return filing.

Can I edit an invoice after sending it?

No. Once an invoice is issued, you cannot edit it. If corrections are needed, issue a revised invoice, credit note, or debit note as appropriate.

Is digital signature mandatory on invoices?

Digital signatures are not mandatory for normal invoices, but e-invoicing (mandatory for businesses with turnover above ₹5 crore) requires digital signatures.

What happens if I don't issue an invoice?

Non-issuance of invoices is a punishable offense under GST law, with penalties starting from ₹25,000.

Can I use the same invoice format for all transactions?

The format can be the same, but ensure you correctly apply CGST+SGST or IGST based on whether it's intra-state or inter-state supply.

Conclusion

Creating professional, GST-compliant invoices doesn't have to be complicated or expensive. With PixelWebP's free invoice generator, you can generate legally valid, professionally formatted invoices in minutes—complete with your company branding, automatic tax calculations, and instant PDF downloads.

Proper invoicing is more than just a legal requirement; it's a reflection of your business professionalism and helps build trust with clients. By following the guidelines in this guide and using reliable tools, you can ensure your invoicing process is efficient, accurate, and compliant.

Start creating professional GST invoices today with PixelWebP—no registration required, completely free, and secure with client-side processing ensuring your business data never leaves your device!