How to Create GST Bill Format in Excel with Formula: 4 Methods

Method 1 – Create Outline of GST Bill Format

  • Create a basic dataset of the products, like the image below.

Creating Outline to Create GST Bill Format in Excel with Formula

  • We need to create another dataset of the Company Details like the one below in another sheet.

Creating Outline to Create GST Bill Format in Excel with Formula

  • Create the basic outline of the GST invoice for the seller. We created the basic outline for The Blue Door Book Store.

Creating Outline to Create GST Bill Format in Excel with Formula

  • Give some basic fixed inputs in the required places. Fill up the indicated cells first.

Creating Outline to Create GST Bill Format in Excel with Formula

  • Type 2 as Invoice No, ON as State Code (code for Ontario), and for having today’s date, we used the TODAY function.

  • Fill in the banking details.

  • Use your desired A/C Name and A/C No. (we used Michael James and 0034567).


Method 2 – Make Dropdown List

  • Make a dropdown list for the GSTIN numbers of the companies to whom the products will be supplied.

Making Dropdown List to Create GST Bill Format in Excel with Formula

  • Select cell C9 where you want to have the dropdown list.
  • Go to the Data tab >> Data Tools Group >> Data Validation option.

Making Dropdown List to Create GST Bill Format in Excel with Formula

  • The Data Validation dialog box will open.
  • Select the List option in the Allow field.
  • Select cells ($B$5:$B$10) in the Source box and press OK.

Customer is the sheet name, and ($B$5:$B$10) is the range containing the GSTIN numbers in that sheet for different companies.

Making Dropdown List to Create GST Bill Format in Excel with Formula

  • Get the dropdown sign in our desired cell and now we can choose any of the numbers from this list. We selected the GSTIN number ONFSDCXXXX5D1ZR for this example at first.

Making Dropdown List to Create GST Bill Format in Excel with Formula

  • The selected number will appear in cell C9.

Making Dropdown List to Create GST Bill Format in Excel with Formula

  • Use the GSTIN number to look for the values of the Company Name in the Customer sheet and then have this value in the indicated region.

Making Dropdown List to Create GST Bill Format in Excel with Formula

  • Type the following formula in the selected region and press Enter:
=IFERROR(VLOOKUP($C$9,Customer!$B$5:$E$10,2,FALSE),"")
  • Get the Company Name, Z, for the GSTIN number ONFSDCXXXX5D1ZR.

$C$9 is the lookup value, Customer!$B$5:$E$10 is the table array where Customer! is the sheet name, 2 is the column number of which we want the values and FALSE is for an exact match. If sometimes the VLOOKUP function returns an error then the IFERROR function will convert it into a Blank.

  • Use the following formula and press Enter to get the Area of the company:
=IFERROR(VLOOKUP($C$9,Customer!$B$5:$E$10,3,FALSE),"")

  • Type the following formula and press Enter in the following region to get the Contact No. of the company:
=IFERROR(VLOOKUP($C$9,Customer!$B$5:$E$10,4,FALSE),"")

  • See that we have the following Company Name, Area and Contact No. for the corresponding GSTIN number ONFSDCXXXX5D1ZR.

  • Change the GSTIN number by using the dropdown list of the corresponding Company Name, Area, and Contact No. will also be changed.


Method 3 – Apply Excel Formula to Modify GST Bill Format

Now we will use some Excel formulas for making an automated GST bill format.

  • Type the Serial Numbers and HSN Codes of your products in the Serial and HSN Code columns.

Applying Excel Formula to Create GST Bill Format in Excel with Formula

  • Use the HSN Code to look for the values of the Product Name in the Product sheet and then have this value in cell D13.
  • Type the following formula in cell D13 and press Enter.
=IFERROR(VLOOKUP(C13,product!B5:F9,2,FALSE),"")

C13 is the lookup value, product!B5:F9 is the table array where product! is the sheet name, 2 is the column number of which we want the values and FALSE is for an exact match. The VLOOKUP function returns an error then the IFERROR function will convert it into a Blank.

Applying Excel Formula to Create GST Bill Format in Excel with Formula

  • Drag the Fill Handle tool down. Get the Book Names in the Book Name column.

Applying Excel Formula to Create GST Bill Format in Excel with Formula

  • Type the following formula in cell F13 and press Enter.
=IFERROR(VLOOKUP(C13,product!B5:F9,3,FALSE),"")

Applying Excel Formula to Create GST Bill Format in Excel with Formula

  • Drag the Fill Handle tool down. Get the Unit Prices in the Unit Price column.

Applying Excel Formula to Create GST Bill Format in Excel with Formula

  • Type the number of your products in the Qty column.

Applying Excel Formula to Create GST Bill Format in Excel with Formula

  • Get the prices by multiplying the Qty and Unit Price in the Amount column.
=E13*F13

Applying Excel Formula to Create GST Bill Format in Excel with Formula

  • Get the CGST rates by using the values of the HSN Codes by using the following formula:
=IFERROR(VLOOKUP(C13,product!B5:F9,4,FALSE),"")

Applying Excel Formula to Create GST Bill Format in Excel with Formula

  • Get the SGST rates by using the values of the HSN Codes by using the following formula:
=IFERROR(VLOOKUP(C13,product!B5:F9,5,FALSE),"")

Applying Excel Formula to Create GST Bill Format in Excel with Formula

  • Get the CGST Amount by using the following formula:
=G13*I13

Applying Excel Formula to Create GST Bill Format in Excel with Formula

  • We used the following formula for having the SGST Amount.
=G13*K13

  • To calculate the Taxable Amount, we will use the following formula:
=J13+L13

  • By using the following formula, we will sum up the amounts of the products:
=SUM(G13:G17)

The SUM function will add up the values of the Amount column.

  • To get the total CGST Amount, we will use the following formula:
=SUM(J13:J17)

  • To sum the SGST Amount, we will use the following formula:
=SUM(L13:L17)

  • After having all of these amounts, we will sum up them by using the following formula to get the Total Amount.
=SUM(G19:L21)

  • After performing all of these calculations, we will get the following bill form.


Method 4 – Save and Resume Bill Format in Excel

Use two VBA codes to refresh the bill form for performing calculations for new data and saving the bill.

  • Go to the Developer tab >> Visual Basic editor.

Saving and Resuming Bill Format to Create GST Bill Format in Excel with Formula

  • The Visual Basic Editor will open up.
  • Go to the Insert tab >> Module option.

Saving and Resuming Bill Format to Create GST Bill Format in Excel with Formula

  • A Module will be created.
  • Write the following code for resuming the sheet.
Sub resumeinvoice()
Range("D4").Value = Range("D4").Value + 1
Range("C13:C17").ClearContents
Range("E13:E17").ClearContents
Range("C9").ClearContents
End Sub

This code will clear these ranges and add up 1 with the value in the cell.

Using VBA Code to Create GST Bill Format in Excel with Formula

  • Go to Insert tab >> Module Option again.

Saving and Resuming Bill Format to Create GST Bill Format in Excel with Formula

  • Type the following code for saving the code in your desired location.
Sub savegst()
Set ws = Worksheets("Invoice")
ws.Range("A1:L27").ExportAsFixedFormat xlTypePDF, _
Filename:="D:\Shipon\" & ws.Range("D4").Value, _
openafterpublish:=False
End Sub

The Invoice is the sheet name, and (A1:K27) is the range of the sheet you want to save.

Using VBA Code to Create GST Bill Format in Excel with Formula

  • Go to Developer tab >> Insert Group >> Button option.

Saving and Resuming Bill Format to Create GST Bill Format in Excel with Formula

  • A plus sign will appear, and drag down and right this sign like the following figure.

Saving and Resuming Bill Format to Create GST Bill Format in Excel with Formula

  • The Macro name dialog box will open up like the one below.

Saving and Resuming Bill Format to Create GST Bill Format in Excel with Formula

  • Select the resumeinvoice macro name for creating a button for resuming the operation and press OK.

Saving and Resuming Bill Format to Create GST Bill Format in Excel with Formula

  • We edited the name of the button as Resume.

Saving and Resuming Bill Format to Create GST Bill Format in Excel with Formula

  • Create a Save button for saving the bill form as a PDF using the savegst macro name.

  • After pressing the Save button, the bill form will be saved as a PDF displayed below in your desired location.

  • After pressing the Resume button, the Invoice No will be increased by 1, and the values of the indicated boxes will be removed.

  • Give the inputs in the indicated boxes of the previous figure. We can get a new bill form like the one below.


Things to Remember

  • We can increase or remove the number of steps to create a GST bill format according to our needs.
  • In order to save the bill on your pc using the VBA code, you have to clearly mention the path correctly.

Download Practice Workbook

You can download the free template from here.


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Md. Asaduzzaman
Md. Asaduzzaman

Hello! I am Md. Asaduzzaman. Currently, I am working as an Excel and VBA Content Developer and I will be posting my articles related to this here. I graduated from Bangladesh University of Science and Technology(BUET) in 2022. I completed my BSc in Naval Architecture and Marine Engineering. I like to solve real-life problems in Microsoft Excel and share the solutions through articles. I post here regularly. Hope you find the articles helpful.

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