Export invoice format under GST

Two ways to export, two endorsements

Exports are zero-rated under GST. An exporter chooses one of two routes:

• Under a Letter of Undertaking (LUT) or bond, without paying IGST. Input tax credit that piles up can be claimed as a refund. The LUT is filed on the GST portal for each financial year.
• On payment of IGST. The IGST paid is refunded later; for goods, the shipping bill is treated as the refund claim once the export is matched.

Rule 46 of the CGST Rules requires the export invoice to carry an endorsement in capitals. The wording is along these lines:

• SUPPLY MEANT FOR EXPORT ON PAYMENT OF INTEGRATED TAX
• SUPPLY MEANT FOR EXPORT UNDER BOND OR LETTER OF UNDERTAKING WITHOUT PAYMENT OF INTEGRATED TAX

The same rule covers supplies to SEZ units and developers, with SEZ wording. Read GST for exporters and LUT for the LUT process. This is general information, not tax advice.

Fields on an export invoice

The invoice number follows the same 16-character, unique-per-year rule as domestic invoices. A separate EXP/ series keeps exports easy to report.

Currency and exchange rate

The invoice can be raised in the buyer's currency, but GST returns need the value in rupees. For goods, the value for GST is generally converted at the exchange rate notified by CBIC under customs law for the relevant date, which is the same rate the shipping bill uses. Showing both currency and rupee values on the invoice avoids confusion later.

The rate above is an assumption for the example. Use the notified rate for your date of supply.

Match the invoice with the shipping bill

For goods, the refund or LUT export is checked by matching your GSTR-1 export details with the shipping bill filed at customs. Mismatches are a frequent reason refunds get held up. Before the customs broker files the shipping bill, check that:

1. Invoice number and date are identical on both, character for character.
2. GSTIN on the shipping bill is yours.
3. Value and quantity match, allowing for the declared currency.
4. IGST paid or LUT status is the same on both.

In GSTR-1, exports are reported with the shipping bill number, date and port code. See what is GSTR-1.

Other export documents

• Commercial invoice: many exporters use one document for both customs and GST; make sure it carries every GST field above.
• Packing list: marks, packages, net and gross weight. See packing list vs invoice.
• Proforma invoice: sent before the order, often to open a letter of credit.
• E-way bill: may be needed to move goods from your premises to the port.

Export of services

A service export invoice also needs the endorsement, the client's foreign address and the country. For it to count as an export, conditions apply, including that the client is outside India and payment is received in convertible foreign currency or in rupees where RBI permits. Keep the bank's foreign inward remittance proof with each invoice, as it is needed for refunds and audits.

Exporter's checklist

1. LUT filed for the current financial year if exporting without IGST.
2. Endorsement printed on every export invoice.
3. Country of destination and delivery address present.
4. Rupee value at the notified rate shown.
5. Invoice details identical on the shipping bill.
6. If under e-invoicing, export invoices also reported to the IRP.

Doing this with Tally and Cashflow OS

Export invoices are usually prepared in TallyPrime with the export GST settings, and Cashflow OS syncs them like any other sales. The GSTR-1 view in Cashflow OS is prepared from the Tally data and offers JSON download for the GST portal, so you can review export rows on the web app before filing. Proformas for foreign buyers can be made and shared as PDF documents from Cashflow OS.