Tally Invoice Format (2026): GST Sample, Excel & PDFÂ
A customer calls and asks for a copy of last week’s invoice. You open TallyPrime, find the sale, and send the bill. A few minutes later, the customer calls again. The GSTIN is missing, the bank details aren’t printed, or the invoice has spilled onto two pages.
These are small issues, but dealing with them repeatedly takes up time.
The Tally invoice format determines how your sales details appear on the bill you share with customers. TallyPrime provides ready-to-use invoice layouts, along with settings for changing their appearance and the information displayed.
If you’re looking for a GST bill sample, an invoice format in Excel or PDF, or instructions for changing the default TallyPrime invoice, you’ll find those details below. We’ll also look at the difference between changing an invoice’s appearance and correcting the accounting information behind it.
What is a Tally invoice format?
A Tally invoice format is the arrangement of information on a sales invoice generated through Tally accounting software.
It shows details such as the seller’s name, customer information, invoice number, products or services sold, applicable taxes, and final amount payable.
Suppose a stationery wholesaler sells 100 registers to a retailer. The transaction needs to be recorded in the accounts, but the retailer also needs a bill showing what was purchased and how the amount was calculated.
TallyPrime handles both tasks. It records the sale and uses the available information to prepare an invoice for printing or sharing.
The two parts serve different purposes:
- Sales voucher: Contains the transaction recorded in the accounting system.
- Invoice format: Controls the appearance of that transaction when presented as a bill.
This distinction is useful when something needs correcting.
If the customer’s GSTIN is incorrect in the transaction, changing the invoice design won’t solve the problem. The underlying details must be corrected.
On the other hand, if the information is accurate but your logo appears too large, you’re dealing with a formatting issue.
Businesses often use the standard Tally bill format initially and make changes once they understand what their customers need to see.
Tally invoice format sample with GST calculation
The easiest way to understand an invoice layout is to look at a sample.
A typical GST sales invoice has three main parts: the seller and buyer details at the top, the description of goods or services in the middle, and the tax calculation and final amount below.
Here is a simplified example.
Sample Tally GST invoice
TAX INVOICE
ABC Office Supplies
Karol Bagh, New Delhi, Delhi – 110005
GSTIN: Supplier GSTIN (illustrative)
Invoice Number: ABC/2026-27/001
Invoice Date: 15 October 2026
Bill To:
XYZ Enterprises
Connaught Place, New Delhi
GSTIN: Customer GSTIN (illustrative)
Item Description | Quantity | Rate | Amount |
Office Register | 20 | ₹150 | ₹3,000 |
File Folder | 50 | ₹40 | ₹2,000 |
Total Taxable Value |  |  | ₹5,000 |
Tax Particulars | Amount |
CGST @ 9% | ₹450 |
SGST @ 9% | ₹450 |
Invoice Total | ₹5,900 |
Amount in Words: Five Thousand Nine Hundred Rupees Only
Payment Terms: Payment within 15 days
For ABC Office Supplies
Authorized Signatory
This is an illustrative layout, not a complete statutory invoice. Actual invoices must include the applicable prescribed particulars, including valid GSTINs, HSN/SAC information and other required fields.
How is GST calculated in this invoice?
The total taxable value is ₹5,000.
Assuming all the items attract 18% GST and the sale qualifies as an intra-state supply, the calculation is:
- CGST at 9% = ₹450
- SGST at 9% = ₹450
- Total GST = ₹900
- Final invoice amount = ₹5,900
For a transaction where IGST applies, the tax would appear under IGST instead of CGST and SGST. The example uses an assumed tax rate. Actual GST rates must be checked against the classification of the goods or services and the applicable rules.
Tally invoice format in Excel and PDF
People often search for a Tally invoice format in Excel because they want a bill they can open, edit, and use as a reference.
Others need a PDF sample to understand how their printed invoice should look.
Both formats have their uses, although they work differently from the invoice templates built into TallyPrime.
Tally invoice format in Excel
An Excel invoice can be useful for preparing a basic bill manually or planning a new layout. For example, a small business might prepare a spreadsheet with columns for item description, quantity, rate, taxable amount, and GST.
Formulas can calculate the item value and tax. Changing the quantity from 10 to 15 can automatically update the total if the formulas are set correctly.
A useful Excel billing template should include fields for:
- Seller and customer details
- Invoice number and date
- Product or service description
- Quantity, rate, and taxable value
- GST rates and amounts
- Total payable amount
- Payment information
One limitation is worth understanding: downloading an Excel invoice does not give you a ready-made TallyPrime print template.
You can use the spreadsheet as a design reference, but changes made in Excel don’t automatically appear in the invoices generated by TallyPrime. If your sales are already recorded in TallyPrime, generating bills from those transactions avoids entering the same information again in a spreadsheet.
Tally invoice format in PDF
PDF is generally the more practical format for sharing a completed invoice. The recipient can open it on a phone or computer, and the page arrangement is normally preserved.
Businesses use invoice PDFs for emailing bills, sharing copies with customers, maintaining digital records, and printing documents later. TallyPrime supports PDF export, so you can create the document directly from a saved transaction.
If you’re using a downloaded Tally invoice format PDF as a sample, check every field before adapting it for actual billing. A visually correct format may still be missing information required for your type of transaction.
Different invoice formats used in TallyPrime
The details a business wants to display often depend on what it sells.
A wholesale invoice may contain dozens of products. A service invoice might have only two lines but require a detailed description of the work performed.
There are also two things to distinguish here: the type of invoice you issue and the print template used to display it.
Common business invoice types
Invoice Type | Where It Is Commonly Used |
Sales Invoice | Recording sales of goods or services |
GST Tax Invoice | Taxable supplies requiring a GST tax invoice |
Retail/POS Invoice | Billing at retail counters |
Service Invoice | Charging customers for services |
Custom Invoice | Business-specific fields and layout requirements |
For instance, a hardware distributor may need item codes, units, quantities, discounts, and transport details. A consultant may prefer a bill that gives more space to service descriptions and payment terms.
Those differences affect what makes a useful invoice layout.
Predefined invoice templates in TallyPrime
TallyPrime Release 7.1 introduced seven predefined invoice templates with different presentation options.
Templates 1 to 4 focus on presentation and field configuration. Template 5 supports multiple logos, Template 6 accommodates multiple addresses, and Template 7 provides a Tally Classic-style layout.
A company operating several brands might find the multi-logo option useful. A business with a registered office and several branches may prefer a layout that accommodates additional addresses.
The features available depend on the TallyPrime release being used. If you have an older installation, your template options and menus may differ from those described here.
What details should a Tally GST invoice contain?
A bill may look perfectly acceptable and still be missing a required tax detail.
For businesses registered under GST, the invoice particulars depend on the nature of the supply and the applicable GST provisions. Rule 46 of the CGST Rules specifies particulars for tax invoices, subject to the relevant conditions and exceptions.
Supplier and customer information
The supplier’s name, address, and GSTIN are among the required particulars of a GST tax invoice.
The recipient’s name, address, and GSTIN or UIN must be included where applicable. Different requirements can apply to unregistered recipients.
Check customer information when creating or updating the customer ledger. If a customer has several registered locations, selecting the wrong registration can affect the invoice.
Invoice number and date
A tax invoice needs a consecutive serial number meeting the applicable numbering requirements and unique for the financial year.
The date of issue must also appear.
A consistent numbering system helps when customers request older bills or when accounting records are being reconciled.
Goods, services, and tax details
A GST invoice generally requires relevant particulars such as the description, HSN or SAC information, quantity where applicable, value, applicable tax rate, and tax amount.
Other details may be required, including the place of supply, reverse-charge indication, delivery information, and signature or digital signature, subject to applicable exceptions.
You should also distinguish a tax invoice from a bill of supply. They are issued in different circumstances and don’t serve identical tax purposes.
The official CBIC invoice rules provide the prescribed particulars.
One more point: exporting an invoice to PDF doesn’t automatically satisfy any applicable GST e-invoicing requirement. Businesses covered by the e-invoicing provisions must meet those requirements separately.
How to create a sales invoice in TallyPrime
Before creating an invoice, check that the basic company configuration is complete.
Your customer ledgers, sales ledgers, stock items or service accounts, and applicable tax details should be correctly maintained.
Once those are ready, you can record the sale.
Step 1: Open the sales voucher
Open TallyPrime and select the company in which the sale needs to be recorded.
From the Gateway of Tally, open Vouchers and press F8 (Sales).
You can also use Alt+G, select Create Voucher, and choose Sales.
Step 2: Select the invoice mode
TallyPrime supports different sales voucher modes.
If you’re selling goods and want to enter quantities and rates against stock items, use Item Invoice mode.
Press Ctrl+H (Change Mode) and select Item Invoice, if it isn’t already selected.
For service transactions, Accounting Invoice mode may be more appropriate.
Step 3: Enter buyer and item details
Select the relevant customer ledger in the Party A/c Name field. For a credit sale, this is normally the customer’s account. For cash sales, the appropriate cash or bank account can be selected, depending on the transaction.
Enter the dispatch and buyer details as required.Next, select the sales ledger and the items being sold. Suppose a customer purchases 10 office chairs at ₹2,500 each. Enter the item, quantity, and rate. TallyPrime will calculate the item amount from those entries.
Continue adding the remaining products, if any.
Step 4: Check the GST calculation
After entering the items, examine the tax details.
Confirm that the customer’s registration information, item classification, GST rate, and transaction type are correct.
For example, selecting an incorrect customer state or using an incorrectly configured item can affect tax treatment.
TallyPrime calculates tax using the transaction information and settings available in the software. It cannot compensate for inaccurate master data.
Before saving, compare the amounts with the actual sale.
Step 5: Save the invoice
Once the information is correct, press Ctrl+A to accept and save the voucher.
You can then open the invoice for printing.
Press Ctrl+P (Current) to access the printing options and preview the bill.
Check the invoice number, buyer details, item quantities, GST amounts, and final total.
For detailed instructions covering different sales scenarios, Tally provides its official sales invoicing guide.
How to change invoice format in TallyPrime
You don’t have to use the first invoice layout available in the software. In supported TallyPrime releases, you can select another predefined template and configure the fields it displays.
Here’s how the template selection process works in TallyPrime Release 7.1.
Step 1: Open the invoice
Find the sales invoice you want to print.
Press Ctrl+P (Current) to open the printing screen.
Step 2: Change the template
Press Ctrl+H (Change Template).
The Invoice Template screen displays the available formats.
Use the left and right arrow keys to browse through them. You can also press F2 (Template List) to view the list of predefined and saved templates.
Step 3: Select and preview the format
Choose a suitable layout and press Ctrl+A to apply it.
On the Voucher Printing screen, press I to preview the invoice.
Look carefully at the item table and totals.
A format may look good with three products but become difficult to read with 30. If your business regularly prepares long invoices, test the layout with a representative transaction.
Step 4: Save the configured template
You can modify supported settings from the Voucher Printing screen.
After making the changes, use Ctrl+L (Save Template) to save the configured format.
The software also provides options for managing preferred and default templates.
For the complete workflow, refer to TallyPrime’s preferred template instructions.
Remember that these template features belong to supported newer releases. The same shortcuts shouldn’t be assumed to work in every older version of TallyPrime or Tally ERP 9.
How to customize your Tally invoice format
Changing the whole invoice template isn’t always necessary. Sometimes the existing format is fine, except for a missing logo, contact number, or bank account.
Before requesting a completely new design, check whether TallyPrime already supports the change you need.
Adding a company logo
A company logo helps customers identify who issued the invoice, especially when they receive bills from several suppliers.
Supported templates provide options for configuring header images. Use a clear image and check its appearance in print preview. A large logo can take up space that would be better used for item details.
If you print invoices in black and white, examine how the logo appears without color.
Including bank and payment details
Many businesses include bank information on invoices so customers know where to make payments.
Depending on the available configuration, you may be able to display the beneficiary name, account number, IFSC, and related payment information.
Check these details before printing. A wrong account number can cause more difficulty than an incorrectly positioned heading.
Changing field names and appearance
Supported templates allow adjustments to certain field titles and visual settings. For example, a business may prefer “Bill Number” instead of “Invoice Number,” or want the customer details displayed more prominently.
Fonts, colors, and selected field settings can also be adjusted within the supported options.
Keep the invoice readable. Small text and decorative elements may look acceptable on a screen but become difficult to read on paper.
When is advanced customization needed?
Built-in invoice templates have limitations.
If you want an entirely different structure, extra operational fields, or specialized calculations and presentation, standard settings may not be sufficient.
Tally Definition Language (TDL) is used for more advanced Tally customization. The template-based approach introduced in TallyPrime Release 7.1 also provides developers with additional ways to extend supported invoice layouts.
For a specialized requirement, such as adding industry-specific information to an invoice, TallyMantra can help assess your TallyPrime invoice customization needs.
Explain which fields you need, where they should appear, and how the final invoice will be used. That makes it easier to determine whether standard configuration is enough or custom development is required.
How to print or export a Tally invoice as PDF
Once the transaction and layout are correct, the invoice can be printed or exported.
Printing the invoice
Open the saved sales invoice and press Ctrl+P (Current).
Review the printing configuration, including the selected printer, paper size, and other relevant settings.
Use the preview option before printing.
If your invoices contain many rows, check that the item list and tax totals remain readable across pages.
Saving the invoice as PDF
To export an invoice, open the relevant voucher and use the available export options, including Ctrl+E (Current) in supported workflows.
Select PDF as the export format, specify the destination and filename, and complete the export. Open the saved PDF to check the result.
If you’re sending it to a customer, confirm that the invoice is complete and that no company, customer, or tax details have been cut off.
It’s also helpful to use recognizable filenames. For example, including the invoice number makes the document easier to locate later.
Common Tally invoice formatting problems
An invoice doesn’t always print the way it appears during voucher entry. The cause may be a missing transaction detail, a template setting, or a printer configuration.
Here are some common problems and what to check first.
Problem | Possible Cause or Check |
GST amounts are missing | Review GST configuration, tax details, and the selected voucher |
Company logo doesn’t appear | Check the header-image settings and selected template |
Invoice prints on two pages | Review paper size, margins, and the amount of content |
Bank details aren’t visible | Check the configured bank information and print-field options |
Invoice layout changes unexpectedly | Confirm which template is selected |
Required extra fields are unavailable | Check template capabilities and customization options |
Consider an invoice that prints over two pages despite containing only a few products.
The first thing to check isn’t necessarily the font size. It may be that the paper settings are incorrect or a large header is consuming most of the page. Likewise, if GST is missing from the invoice, don’t start redesigning the print format. Open the transaction and confirm that the tax information is correct.
A useful way to troubleshoot is to change one setting, preview the invoice, and see whether the problem remains. That is usually more effective than changing several settings without knowing which one caused the issue.
Frequently asked questions
Can I download a Tally invoice format in Excel?
Yes, Excel-based invoice samples can be used for manual billing or as design references. However, they are separate from TallyPrime’s native print templates, so an Excel file cannot simply be selected as a predefined invoice layout.
How do I change the invoice format in TallyPrime?
In TallyPrime Release 7.1, open the invoice, press Ctrl+P, and then Ctrl+H to access the available templates. Select your preferred format and preview it before printing.
Can I save a Tally invoice as a PDF?
Yes. TallyPrime supports exporting invoices to PDF. Open the transaction, use the export options, select PDF, and save the file.
Can I add a company logo to a Tally invoice?
Supported invoice templates allow you to add header images and configure their appearance. Available settings depend on the template and TallyPrime release.
Is the invoice format in Tally ERP 9 the same as TallyPrime?
The two applications have different interfaces and customization options. While both support sales invoicing, the newer predefined invoice templates and their associated controls aren’t necessarily available in Tally ERP 9.
Can I change the invoice format without changing the sales entry?
Yes. Changing the print template affects the invoice’s presentation. It doesn’t automatically change the recorded transaction amount, customer, or tax details.
Which invoice format is suitable for GST billing?
Use an invoice layout that displays all the particulars required for the applicable GST transaction. A visually attractive template isn’t a substitute for complete and accurate tax information.
Choosing the right invoice format for your business
A useful invoice lets the customer identify the transaction, understand the charges, and make the payment without repeatedly asking for clarification. For many businesses, a standard TallyPrime invoice with the required tax information and payment details is enough.
If you regularly receive requests for missing information, or your invoices are difficult to read when printed, review the current layout before making changes. Start by checking the transaction data, then the print template, and finally any additional customization requirements.
If the built-in options don’t accommodate the fields or layout your business needs, you can contact TallyMantra to discuss a customized TallyPrime invoice format suited to your billing process.