How to Make a Bill in Excel
Published: November 10, 2026
Source: Microsoft Excel Help & Support
Build a simple shop bill with totals, GST and a clean, ready-to-share layout.
Before you start
- Keep your bill details ready: your shop or business name, the bill number and date, the customer’s name, and the list of items with their quantity and price.
- If you charge GST, check the GST rate that applies to your items before you start — the rate depends on the category, so do not guess it.
Set up the columns
Open Excel and start a new blank sheet. At the top, type your shop or business name and the bill details — bill number, date and customer name — on separate lines. Then, a few rows below, type your column headings in one row: Item in column A, Qty in column B, Rate in column C, and Amount in column D. Make the heading row bold so it stands out from the items below it.
Now widen the columns so nothing is cut off: double-click the line between two column letters at the top to fit the widest item, and do the same for the other columns. Check that each heading sits above the right kind of entry — Item for names, Qty for numbers, Rate for the price of one item — because the formula in the next step depends on this order.
Add the amount formula
Click the first Amount cell — if your first item is in row 2, that is cell D2 — and type the formula =B2*C2, then press Enter. This multiplies the quantity in B2 by the rate in C2, so the amount is worked out for you instead of by hand. Check the answer against a quick calculation of your own for this first row, so you know the formula is right.
Now copy the same formula down to the other Amount cells. Click the small square at the bottom-right corner of the cell you just filled and drag it down over the other rows, or copy the cell and paste it into the rows below. Excel will change the row numbers for you — D3 will use B3 and C3, and so on. If an amount looks wrong, click that cell and check which two cells its formula is using, and make sure Qty and Rate were typed as plain numbers, not as text.
Total and GST
Below your last item, leave one blank row if you like, then write “Subtotal” in column A and, in the Amount column, type a total formula such as =SUM(D2:D5) — changing D5 to your own last item row. Press Enter and check that the total matches the amounts above it. This subtotal is the total of the items before any tax is added.
On the next row, write “GST” and add the tax in the Amount column. The rate depends on your items’ category, so use the rate that applies to you — for example, if your rate is 18%, type =subtotal cell*18% using your own subtotal cell, such as =D7*18%. Some bills split GST into CGST and SGST instead of one line — follow what your business normally uses. Then, on the last row, write “Grand Total” and add the subtotal and GST together, such as =D7+D8 using your own row numbers, and check the final figure once before you send the bill.
Save as your template
First save this file as your blank template, before you fill in a real customer’s bill. Click File, then Save As, and name it something clear such as Bill_Template. Keep this copy blank — no customer name, no items — and do not type a real bill into it. This is your master copy, and every new bill starts from it.
Each time you need a bill, open the template and at once click File, then Save As, and save it under a new name with the bill number and date, such as Bill_101. Then fill in the customer and items, check the total, and save again. That way your blank template stays clean, and every bill has its own file. If you need to share the bill, you can save it as a PDF — our guide on how to make a PDF on mobile shows the steps.
Tips
- Lock the formula cells so they are not typed over by mistake.
- Keep one blank template file, and always start a new bill with Save As — never type over the template itself.
- Check the total with a calculator once before you send or print the bill. A quick check catches a wrong quantity or rate.
Keep in mind
- Cross-check the GST rate for your category before sending the bill.
- Double-check the quantity and rate in every row. One wrong digit changes the total, and it is easy to miss.
- Check the customer’s name and the bill number before you send the bill. A bill with the wrong name looks careless and is hard to fix later.
- Keep a copy of every bill you send, in the same folder, so you can find it again if the customer asks about it later.
FAQs
Can I print it as PDF?
Yes — Print → Save as PDF keeps the layout fixed. You can also use our guide on how to make a PDF on mobile if you are working from your phone. Check the PDF once before you send it, to make sure no column is cut off.
What if a formula shows an error or the wrong total?
First, click the cell and look at the formula at the top — check it is using the right rows. Then check that Qty, Rate and Amount were typed as plain numbers, not as text with spaces or symbols. If a number was typed as text, retype it as a plain number and the formula should work.
Do I need to add GST to every bill?
Not always — whether you charge GST, and at what rate, depends on your business and the category of items. If you are not sure, check what your business normally charges or ask your accountant before you send the bill, rather than guessing a rate.
Can I make a bill on my phone in Excel?
Yes — the Excel app on your phone uses the same formulas, such as =B2*C2 and =SUM, so a bill made on a computer will work there too. Typing and checking totals is easier on a computer, so use the phone mainly for small edits or to check a bill you already made.
