E-Commerce Invoice Format: Sample, GST Details & PDF Guide

An e-commerce invoice records the financial details of a sale made through an online store, website, social-commerce channel, or marketplace.

It helps identify the seller, customer, products purchased, quantities, prices, taxes, payment information, and total amount.

For small businesses and online sellers, using a consistent invoice format can make order documentation and bookkeeping easier.

A typical e-commerce invoice can include:

Seller details

• Seller or business name
• Business address
• Contact information
• GSTIN where applicable
• Business logo

Customer details

• Customer name
• Billing address
• Shipping address where applicable
• Contact details where required

Invoice and order details

• Invoice number
• Invoice date
• Order reference
• Store, website, or sales channel
• Payment method

Product details

• Product description
• Quantity
• Unit price
• Discount where applicable
• Applicable tax
• Line total

The invoice should always reflect the actual seller and actual transaction.

A simple e-commerce invoice can look like this:

ABC Online Store

Invoice Number: INV-2026-1024

Invoice Date: 15 September 2026

Customer: Rahul Mehta

Payment Method: UPI

Products

• Wireless Keyboard - Qty 1 - Rs 1,200
• Mouse Pad - Qty 2 - Rs 300 each

Subtotal: Rs 1,800

Discount: Rs ___

Taxable Value: Rs ___

Applicable Tax: Rs ___

Final Amount: Rs ___

The seller should calculate the actual totals and applicable taxes based on the real order rather than relying on example values.

Where a GST tax invoice is required, the invoice may need to include additional business and tax information.

Depending on the transaction, this can include:

• Supplier name, address, and GSTIN
• Invoice serial number
• Invoice date
• Recipient details where applicable
• Product or service description
• Quantity
• Total and taxable value
• Applicable GST rate
• Tax amount
• Place of supply where applicable

Businesses should use their actual GST registration and transaction information rather than copying details from sample invoices.

E-commerce businesses often produce several documents during an order lifecycle.

Order confirmation

Confirms that the store has received the customer's order.

Invoice

Records the financial details of the sale and identifies the seller, customer, products, amounts, and applicable taxes.

Shipping document

Contains information needed to fulfil or deliver the order.

Payment receipt

Confirms that a payment has been received.

These documents may contain some of the same information, but they serve different purposes.

Step 1: Enter seller details

Add your business name, address, logo, and applicable tax details.

Step 2: Add customer information

Enter the customer's name and billing or shipping information required for the order.

Step 3: Add invoice and order details

Enter the invoice number, date, sales channel, and relevant order reference.

Step 4: Add products

Enter the product description, quantity, price, discount, and applicable tax information.

Step 5: Add payment information

Specify the payment method used for the order.

Step 6: Review the invoice

Check customer details, product quantities, prices, taxes, and totals before generating the document.

Step 7: Export the PDF

Save the invoice as a PDF for sharing, printing, or business records.

A reusable invoice template helps online sellers maintain a consistent structure across orders.

Instead of designing every invoice from scratch, the seller can update only the information that changes, such as:

• Customer details
• Order number
• Products
• Quantities
• Prices
• Discounts
• Taxes
• Payment method

This can be useful for smaller online businesses that need professional documentation without maintaining a complex invoicing workflow.

PDF is one of the most useful formats for e-commerce invoices because it preserves the layout across devices.

A PDF invoice can be:

• Emailed to the customer
• Downloaded after an order
• Stored with accounting records
• Printed when required
• Attached to internal order documentation

Before exporting the invoice, verify that the product details, totals, customer information, and seller details are accurate.

An invoice should clearly identify the actual seller responsible for the transaction.

If a sale took place through a marketplace, do not create a document that falsely presents itself as an invoice issued by the marketplace or another merchant.

Similarly, another company's logo, GSTIN, address, invoice number, or tax details should not be copied into a newly generated invoice unless you are authorised to issue documents on behalf of that entity.

Use an invoice generator for genuine sales and legitimate record keeping.

• Missing or duplicate invoice numbers
• Incorrect seller details
• Wrong customer or shipping address
• Product quantity not matching the actual order
• Incorrect discounts
• Incorrect tax calculations
• Missing payment method
• Copying another seller's GSTIN or branding
• Creating an invoice for a transaction that did not occur

Review every invoice before sending it to a customer or storing it as an accounting record.

What is an e-commerce invoice?

It is a document recording the financial details of a sale completed through an online sales channel.

Can I create an e-commerce invoice online?

Yes. You can enter seller, customer, order, product, payment, and applicable tax information and generate a PDF.

Can an invoice include GSTIN?

Yes, where GST information applies to the seller and transaction. Always use the genuine GSTIN belonging to the actual supplier.

Do I need a different invoice for every marketplace?

Not necessarily. The required format depends on how the transaction is structured and who is responsible for issuing the invoice.

Can I add my store logo?

Yes. A seller can add their own business logo to the invoice.