Bakery and cake bills, done properly
A bakery sells two very different things. Over the counter it sells bread, buns, cookies and pastries — dozens of small sales a day, often weighed. Behind the counter it takes orders for birthday cakes, wedding cakes and party boxes — a single larger sale with a design, a delivery date, an advance and a balance. Both need a bill, and both are often written by hand: a counter slip for the first, a cake order bill for the second.
This bakery bill generator handles both. It keeps the warm, handwritten look customers expect from a local bakery or home baker, and it does the arithmetic: weight × rate, quantity × price, advance and balance, tax if you charge it, and the total in words. Download the bill as an image to send on WhatsApp — where most cake orders are confirmed these days — or as a PDF to print.
Bakery bill format
A clear bakery bill format covers these parts, and the bakery templates have them ready:
- Header: bakery name, a line about what you make ("Fresh cakes · Breads · Cookies"), address, phone or WhatsApp number and GSTIN if registered.
- Order details: order or bill number, order date, delivery or pickup date and time, and the customer's name and phone.
- Items: product, quantity or weight, rate and amount. For cakes, include the flavour, weight and any message or theme — "Chocolate truffle 1 kg, 'Happy 7th Birthday Aarav'".
- Extras: candles, toppers, photo printing, fondant work, delivery charge.
- Totals: subtotal, discount, tax if applicable, total, advance received and balance due.
- Footer: your cake order policy in one or two lines, and a thank-you.
Cake bill format for custom orders
A cake bill format differs from a counter bill because the sale is agreed in advance and paid in parts. The bakery template on this page is laid out as an order bill: it has an order number, the order date and a delivery line with date and time. Write the cake's details on the item line — flavour, weight, shape, tiers and any message — so there is no argument later about what was ordered. Enter the advance in Bill settings; the bill shows the balance due on delivery. Send the bill to the customer as soon as the order is confirmed and keep your own copy; when the cake is delivered and the balance is paid, make a final bill showing "Paid in full".
Cake ka bill kaise banaye
- Template chunein — the bakery templates are ready for cake orders.
- Bakery ka naam, phone aur pata likhein — saved for next time.
- Cake ki details likhein — flavour, weight (0.5 kg, 1 kg, 2 kg), design and message, with the rate.
- Extra items jodein — candles, topper, delivery charge — with Add item.
- Advance likhein in Bill settings; the balance appears on the bill.
- Download karke WhatsApp par bhejein — as a PNG or JPG, or print a PDF.
Cake bill sample
| Item | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|
| Chocolate truffle cake, 1.5 kg, unicorn theme | 1.5 kg | 900 / kg | 1,350 |
| Fondant unicorn topper | 1 | 350 | 350 |
| Number candle "7" | 1 | 40 | 40 |
| Cupcakes (vanilla) | 12 | 45 | 540 |
| Home delivery | 1 | 100 | 100 |
| Total | 2,380 | ||
| Advance received | − 1,000 | ||
| Balance on delivery | 1,380 | ||
Weights can be decimals: type 1.5 as the quantity and 900 as the rate, and the tool calculates ₹1,350. Rename the quantity column to "Kg" if you sell mostly by weight.
Writing a cake order policy on the bill
A short cake order policy printed on the bill prevents most disputes. Keep it to a few clear lines, for example:
- "50% advance confirms the order. Balance on delivery."
- "Changes to design accepted up to 48 hours before delivery."
- "Advance is not refundable for cancellations within 24 hours of delivery."
- "Please refrigerate fresh-cream cakes and consume within 24 hours."
- "Colours and decorations may vary slightly from the reference photo."
Add the policy as a footer note or use the Add tab to place a text note anywhere on the bill. Whatever you write, apply it consistently and tell the customer before taking the advance.
Counter bills: bread, pastries and items by weight
For walk-in sales, a short bakery bill is enough: item, quantity and amount. Items sold by weight — cookies, rusk, namkeen, loose cake — are easiest to bill as weight × rate per kg: "Atta biscuits 0.75 kg @ ₹320". Packaged products show their MRP, and the bill should never charge more than the MRP printed on the pack. For a busy counter, the narrow counter-slip template prints well on an 80 mm thermal printer.
GST on bakery and cake bills
In India, the GST that applies depends on what you sell and how you sell it, and the rates were revised in September 2025, so check the current rate for each product with your accountant. In broad terms, packaged branded bakery products have their own rates; a bakery that serves food to eat on the premises like a cafe may be treated as a restaurant for those sales; and a home baker or small bakery below the registration limit (₹40 lakh a year for most suppliers of goods) does not charge GST at all. If you are registered under the composition scheme, do not add GST to your bills. When you do charge GST, show your GSTIN and the CGST and SGST amounts separately.
Bakery bill format in Word, Excel or PDF?
Many bakers look for a bakery bill format in Word or a cake bill format in Excel to send to customers. Templates like these need a computer, break when you add rows and don't calculate advances unless you set up the formulas. With this generator, the bakery bill format and the cake bill format are ready to fill on a phone; the result downloads as a bakery bill format PDF or an image in one tap. If your business is mostly online orders on Instagram and WhatsApp, the PNG export is the quickest way to confirm an order with a proper bill.
Need the bill in Word? Click Word under the bill to download it as a .docx file, at the same A4, A5 or 80 mm thermal size as the PDF. It opens in Microsoft Word and Google Docs. The bill is placed in the file as a picture, so make any changes here and download it again.
Cake shop bill format: counter sale vs. order
A cake shop bill format depends on how the cake was sold. A pastry or a ready cake picked from the display counter is a simple sale: item, weight or quantity, price, total, paid. A custom order is a contract in miniature: it records what the customer asked for, when it will be ready, what they have paid and what remains. Using two different-looking bills — the counter slip for walk-ins and the order bill for custom cakes — helps your staff see at a glance which is which, and helps customers keep the order bill safely until delivery day.
For orders, also note who took the order and how it was confirmed (in the shop, by phone or on WhatsApp). If a reference photo was shared, write "Design as per photo shared on WhatsApp, 22/10" on the item line, so the bill points to the agreed design.
Tracking cake orders: bakery bill format in Excel plus this tool
Bakeries that take many orders before festivals often keep an order list in a spreadsheet — the reason so many people look for a bakery bill format in Excel. A practical routine is to make each customer's bill here, then copy four details into your sheet: order number, delivery date and time, customer phone, and balance due. Sort the sheet by delivery date each morning and you have your production plan; tick off each order as the balance is collected. The bill stays the customer-facing document, and the sheet stays your kitchen planner.
Bakery bill book or digital bills?
A printed bakery bill book or cake shop bill book looks professional and gives you a carbon copy, but you still add up the totals by hand and copies are hard to search later. Some bakeries keep the book for counter sales and use this tool for cake orders, because those need advance and balance and are usually confirmed on WhatsApp. If you want the look of your printed book, choose the bill book template and put your logo in the header with the Add tab.
Tips for home bakers
- Confirm every order with a bill, even for friends — it records the flavour, weight, date and price you agreed.
- Take an advance for custom cakes; it covers ingredients if the order is cancelled.
- State delivery terms — free within a distance, or a fixed charge.
- Add storage advice for fresh-cream cakes and cheesecakes.
- If you have an FSSAI registration, you can add the number to your header; home food businesses usually need at least a basic FSSAI registration.
Cake bill checklist
Before you hand over or send the bill, a ten-second check catches most mistakes:
- Flavour, weight, shape and message spelt exactly as the customer asked.
- Delivery or pickup date and time written on the item line.
- Advance entered, and the balance due shown clearly.
- Delivery charge and extras such as toppers listed separately.
- Your cake order policy printed in the footer.
- Storage advice for fresh-cream and cheesecakes.
Related bill types
Sweet shops and halwais should use the sweet shop bill, which bills mithai by weight; bakeries with seating may prefer the cafe bill; and if you cater parties, the restaurant bill handles large food orders. See all types on the handwritten bill generator page.
Fair use
Make bakery bills for real orders and sales, for practice or for design work. Do not create a bill for a cake that was never ordered or change the amounts on a real bill to claim money back — that is fraud.