Medical store bill format (pharmacy bill in Excel, Word and PDF)

Quick answer

A medical store bill must meet two laws. GST Rule 46 asks for GSTIN, serial number, HSN, taxable value and tax. Rule 65 of the Drugs and Cosmetics Rules asks for your sale licence number, the drug name and quantity, and for prescription drugs the patient, the prescriber, batch, expiry, manufacturer and a registered pharmacist's signature.

Excel + Word + PDFFree · WhatsApp number to downloadGST rates from 22 Sep 2025

The expired batch is blocked and the batch that expires first goes on the bill

Preview: Medical store / chemist bill format

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Free. Excel and Word ask for your name and WhatsApp number once; Print / Save as PDF and Fill online need nothing. The Excel file works out taxable value, CGST, SGST or IGST and the total as you type. Fill online opens the free GST invoice generator with these sample items.

SAMPLE: Your shop name

Address: Shop address, City, PIN

Phone: 98xxxxxxxx

GSTIN: 24AAAAA0000A1Z5

State: Gujarat (24)

Drug licence no. (Form 20/21): XX-XXX-20/21-0000

TAX INVOICE

ORIGINAL FOR RECIPIENT

Invoice no.: INV/26-27/001
Date: 16-10-2026
Place of supply: Gujarat (24)
Reverse charge: No

Bill to

Customer name: Customer name

Address: Customer address

GSTIN (if registered): -

State: Gujarat (24)

Patient: Patient name

Prescribed by: Dr. name, address

#	Description	HSN	Batch	Expiry	Mfr.	Qty	Unit	Rate (₹)	Disc. %	Taxable value (₹)	GST %	CGST (₹)	SGST (₹)	Amount (₹)
1	Paracetamol 650 mg tab (15)	3004	PCM2409	08/27	Sample Pharma	2	strip	28.57	-	57.14	5%	1.43	1.43	60.00
2	Amoxicillin 500 mg cap (10) Sch. H	3004	AMX1123	11/26	Sample Labs	1	strip	95.24	-	95.24	5%	2.38	2.38	100.00
3	Cough syrup 100 ml	3004	CS0525	05/27	Sample Pharma	1	btl	104.76	-	104.76	5%	2.62	2.62	110.00
4	Digital thermometer	9025	-	-	Sample Devices	1	pcs	190.48	-	190.48	5%	4.76	4.76	200.00

Amount in wordsRupees Four Hundred Seventy Only

Medicines sold on prescription: dispensed by or under the supervision of the registered pharmacist signing below.

Taxable value: 447.62
CGST: 11.19
SGST: 11.19
Total: ₹470.00

Registered pharmacist

Authorised signatory

Sample rows and rates for the layout (rates from 22 Sep 2025). Check the GST rate for your own HSN. Free format from richdaddy.in/bill-format/medical-store

What a medical store / chemist bill must show

Every tax invoice needs the Rule 46 fields in the table further down. On top of those, a medical bill needs:

What to print	Why / source
Name, address and sale licence number of the dealer; serial number; name and quantity of the drug	Drugs and Cosmetics Rules 1945, Rule 65(4)(3): every retail supply of a drug is against such a cash or credit memo, with carbon copies kept
Batch number, expiry and manufacturer for Schedule C, H and H1 drugs sold on prescription	Rule 65(3)(1)(f); a shop that opted for a cash or credit memo book instead of a prescription register enters these on the memo
Name and address of the patient and of the prescriber	Rule 65(3)(1)(c)-(d), for drugs supplied on prescription
Signature of the registered pharmacist	Rule 65(3)(1)(g); Rule 65(2): prescription sales only by or under a registered pharmacist
GST rate of 5% on most medicines	GST Council FAQ 22: all drugs and medicines at 5% except those at nil, from 22 Sep 2025

The shop columns in this format

Batch: Needed for recalls, returns to the distributor and the Rule 65 record.
Expiry: Printed as MM/YY. Never bill a batch that has expired.
Mfr.: The manufacturer's name, recorded for scheduled drugs.
Patient and Prescribed by: Header fields for prescription sales.

GST rates on the sample items

All drugs and medicines are at 5% except those notified at nil, and medical devices such as thermometers are at 5% (GST Council FAQs 22 and 24, Sep 2025). Medicines usually fall in HSN 3004.

Common mistakes on medical bills

No pharmacist signature line, so a prescription sale has no record of who dispensed it.
Leaving batch and expiry off the bill, then not knowing who bought a recalled batch.
Billing medicines at the old 12% rate. Most moved to 5% on 22 September 2025.
Treating the bill as the Schedule H1 register. H1 drugs need a separate register kept for three years (Rule 65(3)(1)(h)).

How to use this format

Download the format. Choose Excel (.xlsx) for automatic GST totals, Word (.docx) to edit the layout, or Print / Save as PDF to get the A4 sample as a PDF.
Put in your shop details. Replace the sample shop name, address and GSTIN, and add your Drug licence no.
Type over the sample items. Enter each item with its HSN, batch, expiry, mfr., quantity, rate, discount and GST rate. In Excel the taxable value, CGST, SGST or IGST and the total fill in by themselves.
Print, sign and keep a copy. Print on A4 or save as PDF, sign it and keep the office copy with the next invoice number in your series.

Fields every GST tax invoice needs (Rule 46)

Field	Rule
Your name, address and GSTIN	Rule 46(a)
Invoice number: consecutive, up to 16 characters, unique for the financial year	Rule 46(b)
Date of issue	Rule 46(c)
Buyer's name, address and GSTIN if registered; for an unregistered buyer, name and address when the value is ₹50,000 or more	Rule 46(d)-(f)
HSN code of each item	Rule 46(g); digits per Notification 78/2020-CT
Description, quantity and unit	Rule 46(h)-(i)
Taxable value after discount	Rule 46(k)
GST rate and amount: CGST + SGST, or IGST for another state	Rule 46(l)-(m)
Place of supply for inter-state sales; reverse charge yes/no	Rule 46(n), (p)
Signature of you or your authorised person	Rule 46(q)

Composition dealers and shops selling only exempt goods issue a bill of supply instead (Rule 49): change the title and remove the tax columns. Full field-by-field notes: GST invoice format.

FAQ

Medical bill format: questions

What details must a medical bill have?

Your name, address, GSTIN and drug licence number, the bill serial number and date, and for each medicine the name, HSN, batch, expiry, manufacturer, quantity, rate and GST. For prescription drugs add the patient's and doctor's names and the registered pharmacist's signature.

Is a pharmacist signature required on a pharmacy bill?

For drugs supplied on prescription, Rule 65(3) of the Drugs and Cosmetics Rules asks for the signature of the registered pharmacist who supervised the supply, entered in the prescription register or in the cash or credit memo book if the shop chose that option.

Do I have to print batch and expiry on every medicine?

Rule 65 asks for batch and expiry for Schedule C, H and H1 drugs supplied on prescription. Most chemists print them on every line anyway, because it makes returns, recalls and customer questions easy.

What is the GST on medicines now?

5% for almost all drugs and medicines from 22 September 2025, and nil for a notified list of life-saving drugs. Check the rate for each HSN before you bill.

Can I use this format for the Schedule H1 register?

No. H1 drugs need a separate register with prescriber, patient, drug and quantity, kept for three years and open for inspection. The bill is a different record.

Does the bill need the doctor's registration number?

Rule 65(3) lists the name and address of the prescriber. Some states and licence conditions ask for more; follow your drug licence conditions.

Software for this shop

RichPOS tracks batch and expiry per purchase line, picks the batch that expires first at billing, blocks expired batches for staff and prints batch and expiry under the item. It does not keep Schedule H or H1 registers or prescription records, so keep those separately. Billing software for medical stores and chemists →

Bill formats for other shops

Sources

Summary for shop owners, checked against these sources on 16 October 2026. Rules and rates change; confirm your case with the current text or your CA. Not tax or legal advice.

Tired of filling bills by hand?

RichPOS prints this kind of GST bill in seconds from saved items, on thermal 58/80 mm or A4 printers, and keeps your GST reports ready for your CA.

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