Hotel Bill Format with GST
A free hotel bill format for India that fills itself in. Enter your hotel, guest and room details and the generator builds a GST tax invoice with SAC codes, the right room slab, the CGST and SGST split and the total in words. Print it, save it as a PDF, or download it for Word or Excel. No sign-up, and nothing you type leaves your browser.
Your hotel
Bill and stay
Guest
Room charges
Food and other services
Payment
To save a PDF, choose "Save as PDF" as the printer in the print window. The Excel download is a CSV file that opens in Excel, Google Sheets and LibreOffice.
What a Hotel Bill Must Contain
A hotel bill that charges GST is a tax invoice, and the GST rules list what a tax invoice has to carry. There is no prescribed layout, which is why one hotel bill format looks different from the next, but the fields below are not optional. The generator above prints all of them in the order most Indian hotels use.
| Field on the bill | What to write |
|---|---|
| Hotel name, address, GSTIN | The name and address on your GST registration, and the 15-character GSTIN. |
| Invoice number and date | A running serial number, unique within the financial year and no longer than 16 characters, with the date the bill is issued. |
| Guest name and address | The person or company being billed. For a business stay, add the company's registered name and GSTIN so it can claim input credit. |
| Stay details | Room number, arrival and departure dates and number of nights. Customary on every hotel bill, and what the guest's accounts team looks for first. |
| Description and SAC code | Each service on its own line: room, food and beverage, laundry and so on, each with its service accounting code. |
| Taxable value | The amount charged after discount and before tax, for each line. |
| GST rate and amount | The rate for each line, with CGST and SGST shown as separate amounts. |
| Place of supply | The state where the hotel is located, with its state code. |
| Total in figures and words | The invoice total, any advance received and the balance payable. |
| Signature | The signature or digital signature of the hotel's authorised signatory. |
General position as understood at the time of writing. This page is not tax advice. Confirm your own invoice format, SAC codes and rates with your chartered accountant.
How GST Is Shown on a Hotel Bill
The room slab. From 22 September 2025, a room charged at up to ₹7,500 a night carries 5% GST without input tax credit, and a room above ₹7,500 carries 18%. Bills dated before that day carry 12% in the lower slab. The test is the amount actually charged per night after discount, so a stay can carry two rates if the rate crossed ₹7,500 on one of the nights.
CGST and SGST on a hotel bill, never IGST. A hotel stay is taxed where the hotel stands. A guest from Delhi staying in Jaipur, billed to a company registered in Mumbai, still gets a bill with CGST and SGST of Rajasthan. Hotels in a union territory show CGST and UTGST. Each is half of the GST rate, so a 5% room shows 2.5% and 2.5%.
Food and other services. Restaurant and room-service charges are at 18% in a hotel classed as specified premises and 5% elsewhere. Laundry, spa, transfers and most extras are at 18%. Liquor is outside GST and is billed under state tax, usually on a separate bill. Keep each of these on its own line; a single figure for "room and extras" is the most common reason a corporate accounts team sends a hotel GST bill back.
To check the tax on a bill before you print it, use the hotel GST calculator. For the rules behind the rates, read the GST billing guide for hotels.
Hotel Bill Format in Excel, Word and PDF
Most small hotels start with a hotel bill format in Excel or Word: one file, copied for each guest, with the tax typed in or worked out by a formula. It is a valid way to bill, because the rules fix what the bill says and not what it is made with. The three downloads above give you the same hotel bill format in each form: a PDF for the guest, a Word file you can restyle with your logo, and an Excel-ready file for your records.
The format is rarely what goes wrong. The trouble with billing from a spreadsheet shows up in the things a file cannot enforce:
Invoice numbers. Nothing stops two bills carrying the same number, or a number being skipped, when two people bill from two copies of the file.
The slab. A formula written for one rate keeps applying it after the rate changes, or when a festival tariff crosses ₹7,500.
Edits after printing. A bill can be changed after the guest has left, and the copy in the file no longer matches the copy in the guest's hand.
Month end. Every bill has to be typed again into a summary for GSTR-1, which is where most mismatches with the guest's records begin.
E-invoices. A hotel above the e-invoicing turnover limit needs an IRN and QR code on business invoices, which a spreadsheet cannot produce.
Once a property raises more than a handful of bills a day, it is safer to let the front desk system issue them. Exceed HMS numbers every bill in sequence, decides the slab from the rate charged each night, posts restaurant and laundry charges to the room automatically, locks the bill at check-out and exports GSTR-1 ready data at month end. See how it works on the hotel billing software with GST page, or book a free online demo.
Five Mistakes That Get a Hotel Bill Sent Back
Corporate guests need the bill for their own GST credit and expense claim. These are the errors their accounts teams reject most often.
Company GSTIN missing or wrong
Without the company's correct GSTIN and registered name on the bill, the stay does not appear in its GST records and it cannot claim the credit. Ask for it at check-in, not at check-out.
IGST charged to an out-of-state guest
A hotel stay is always billed with CGST and SGST of the hotel's own state. An IGST bill has to be cancelled and raised again.
One rate for the whole stay
If the room was ₹6,800 on weeknights and ₹8,200 on Saturday, the weeknights are at 5% and Saturday is at 18%. The slab is tested night by night.
Invoice numbers out of sequence
Repeated, skipped or restarted numbers are the first thing an auditor looks for. Keep one series for the financial year and never reuse a cancelled number.
Room, food and extras in one line
Each service has its own SAC code and may have its own rate. A single lump sum hides both, and the guest's company cannot tell what it is claiming credit on.
More Free Tools for Hoteliers
Frequently Asked Questions
Common questions about the hotel bill format and GST
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What is the format of a hotel bill with GST?
A hotel bill with GST is a tax invoice. It shows the hotel's name, address and GSTIN, a serial invoice number and date, the guest's name and address, and the guest's GSTIN for a business stay. Each charge sits on its own line with its SAC code, taxable value, GST rate and the CGST and SGST amounts. The bill ends with the total in figures and words and the hotel's signature.
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Does a hotel bill show CGST and SGST, or IGST?
CGST and SGST, or CGST and UTGST in a union territory. Accommodation is taxed where the hotel is located, so the supply is within the hotel's own state whichever state the guest or the paying company comes from. Charging IGST to an out-of-state guest is a common mistake on hotel bills.
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What GST rate goes on a hotel room bill?
From 22 September 2025, a room charged at up to ₹7,500 a night is taxed at 5% without input tax credit and a room above ₹7,500 at 18%. Before that date the lower slab was 12%. The slab is decided on the amount actually charged per night after discount. The bill generator picks the slab automatically and lets you change it.
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Is the hotel's GSTIN mandatory on the bill?
Yes, for a GST-registered hotel. A bill that charges GST without the hotel's GSTIN is not a valid tax invoice, and a business guest cannot claim input credit on it. A hotel below the registration threshold cannot charge GST at all and issues a plain bill without tax.
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Can I make a hotel bill in Excel or Word?
Yes. GST rules fix what a tax invoice must contain, not the software it is made in, so a bill made in Excel or Word is valid when every required field is present. The weakness is control: nothing stops a repeated or skipped invoice number, a wrong slab or a bill edited after printing, and the month's GSTR-1 has to be typed up again. Hotels above the e-invoicing turnover limit also need an IRN on business invoices, which Excel cannot produce.
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Which SAC code is used on a hotel bill?
SAC 996311 for room accommodation, 996332 for food and room service supplied by the hotel, and 996334 for banquet and event catering. Other services such as laundry carry their own codes. The number of digits required depends on the hotel's turnover, so confirm the codes you print with your chartered accountant.
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