Bills for stationery shops, xerox centres and print shops
A stationery shop near a school or college sells in two very different ways. In June, parents arrive with a book list and leave with forty items — notebooks, covers, pens, a geometry box, a school bag. The rest of the year, students drop in for a few photocopies, a spiral binding, a printout and a project file. Offices order paper and toner in bulk and want a proper bill for their accounts. Each of these needs a bill, and each is slightly different.
This stationery bill generator handles them all with a clean, handwritten-style bill: items or pages × rate, binding and lamination lines, bulk discounts, tax where it applies, and the total in words. Download it as a PDF for an office's accounts, as an image for a parent on WhatsApp, or print it at the counter.
Stationary vs stationery — a quick note
Stationery (with an e) means writing materials: paper, pens, notebooks, envelopes. Stationary (with an a) means not moving. A handy way to remember: stationery has an e as in envelope. So it is a "stationery bill", a "stationery shop" and "stationery expenses" — a mistake many printed bill books still make.
Stationery bill format
- Header: shop name, address, phone, and GSTIN if registered. Many shops add "Stationery · Xerox · Printing · Lamination".
- Bill details: bill number, date, and customer name — for schools and offices, the institution's name and department.
- Items: item with brand and specification ("Notebook 172 pages, single line"), quantity, rate and amount.
- Services: photocopies (per page, single or double side, black-and-white or colour), printouts, spiral binding, lamination, scanning.
- Totals: subtotal, bulk or school discount, tax if applicable, total and amount in words.
- Footer: payment mode and short terms, such as "Book-list orders: exchange of unused items within 7 days with bill."
Xerox bill format
A xerox bill format is mostly about pages. Write each job on one line with the page count as the quantity and the rate per page: "B/W photocopy A4, single side × 240 @ ₹1", "Colour print A4 × 12 @ ₹10", "Spiral binding × 2 @ ₹30". For offices and institutions that photocopy all month, keep a running register of jobs and make one monthly bill listing each job's date and pages. That is the format most offices expect, and it is easy to check against their own records.
Stationery bill kaise banaye / photocopy ka bill kaise banaye
- Template chunein aur dukaan ka naam likhein — browser mein save rehta hai.
- Saamaan ke liye — har item ka naam, quantity aur rate likhein.
- Photocopy ke liye — pages ki ginti quantity mein aur rate per page likhein: 240 × ₹1.
- Binding, lamination alag lines mein jodein.
- Discount ya GST Bill settings mein, phir download, print ya WhatsApp karein.
Stationery bill sample (school book list)
| Item | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|
| Notebook 172 pp, single line | 10 | 45 | 450 |
| Notebook 172 pp, square line (maths) | 3 | 45 | 135 |
| Brown paper cover roll | 2 | 60 | 120 |
| Geometry box | 1 | 150 | 150 |
| Gel pens (pack of 5) | 2 | 50 | 100 |
| Pencils (box of 10) | 1 | 60 | 60 |
| Name labels (sheet) | 2 | 20 | 40 |
| Subtotal | 1,055 | ||
| School discount 5% | − 52.75 | ||
| Total | 1,002.25 | ||
Prices are illustrative. Add a small round-off line to bring it to ₹1,002 if you prefer.
Does stationery have GST?
It depends on the item, and rates changed in September 2025. Under the revised rates, many school items — exercise books and notebooks, pencils, crayons, erasers and sharpeners, among others — were made exempt, while other stationery items carry their own rates. Photocopying, printing, binding and lamination are services and are taxed as such (commonly 18%). So a stationery bill with GST may have exempt lines, goods at one rate and services at another; ask your accountant how to show them, and check current rates. Shops below the registration limit or under the composition scheme must not add GST.
Stationery for offices: bills, accounts and TDS
Offices buying stationery need a bill that fits their accounts: the company's name, the order or indent number if given, items with quantities, and, if they are GST-registered and you are too, both GSTINs. For students of accounting, two common questions:
- Is stationery an expense? Yes — it is an indirect business expense, usually recorded under "Printing and stationery" in the profit and loss account.
- Journal entry for a stationery bill paid by cheque: Printing & Stationery A/c Dr. To Bank A/c — with the bill number and date in the narration.
For large printing or photocopying contracts, the paying organisation may deduct TDS under section 194C (numbering of the Income-tax Act, 1961, renumbered in the Income-tax Act, 2025 from April 2026) once payments cross the thresholds (₹30,000 for a single payment or ₹1,00,000 in a year). The bill itself stays the same; the TDS is shown in their payment.
Stationery bill format in Excel or Word
Shops often look for a stationery bill format in Excel, a stationery bill format Word file, or a xerox bill format in Excel "with formula" so pages × rate adds up. This generator does that calculation for every line automatically, on a phone or computer, and downloads a stationery bill format PDF that prints neatly. If you keep a register of monthly photocopy jobs in Excel, use it to prepare the monthly bill here and send it as a PDF.
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.
A xerox bill format in Word is often used by photocopy centres that bill colleges and government offices, because those customers want a typed-looking bill. If a customer wants a more formal look, choose the tax invoice template, whose printed labels look more official, and pick one of the neater handwriting fonts in Bill settings — the layout and automatic totals stay the same.
Stationery bill sample for an office
A typical office order looks like this: "A4 copier paper 75 gsm × 10 reams @ ₹290", "Ball pens blue (box of 20) × 2 @ ₹100", "Box files × 12 @ ₹65", "Stapler pins No. 10 (box) × 10 @ ₹12", and "B/W photocopy × 1,200 pages @ ₹0.80". Group goods and photocopying separately so the office can book them under the right heads.
Stationery bill book
A small stationery bill book is fine for single sales, but book-list orders with forty lines and monthly xerox bills are where hand-adding goes wrong. Use the bill book style here if you like the look, and keep a downloaded copy of each bill instead of a carbon copy — easier to find when a school or office asks for a duplicate at year end.
Stationery bill terms and conditions
- "Exchange of unused, unopened items within 7 days with bill."
- "No exchange on printed, photocopied or customised items."
- "Print jobs: please check files before printing; reprints charged."
- "Orders not collected within 15 days may be cancelled."
Back-to-school season
The weeks before a new school year are the busiest of the year for stationery shops, and the bills are long. A few practices make the rush manageable. Ask schools for their book lists in advance and keep a ready "Class 6 kit" bill for each class, then adjust quantities for each parent instead of typing every line again. Offer a clear package price where you can ("Class 6 complete kit — notebooks, covers, labels, geometry box"), but still list the items so parents can check them. Keep a running count of out-of-stock items and write them on the bill as "To be supplied" with no amount, so the parent knows to come back and you know whom to call when stock arrives.
Monthly bills for offices and institutions
Offices, coaching centres and clinics often buy stationery and photocopying on account and pay monthly. Keep each order's delivery slip or bill number, and at month end make one bill listing the dates, items and amounts, or the bill numbers of each delivery. Show the purchase order number if they gave one, and the name of the person who placed each order. Institutions approve such bills much faster than a pile of small slips, and a single monthly PDF is easy for their accounts team to file.
Printing and project work
Many stationery shops also do visiting cards, letterheads, rubber stamps, project files and thesis binding. For these, the bill works as an order slip: write the job, quantity, paper and finish ("Visiting cards, 300 gsm matte, 2 names × 100"), take an advance, and note the delivery date. Some customers ask how to make a bill on their own letterhead — if you print letterheads for a business, they can use this tool with their logo added from the Add tab.
Tips
- Write specifications — pages, ruling, size — so exchanges are simple.
- Separate goods from services on the bill; they may carry different tax.
- Count pages carefully and write single or double side.
- Give institutions monthly bills with a job list; they pay faster.
Stationery bill checklist
Before you hand over or send the bill, a ten-second check catches most mistakes:
- Specifications for notebooks and paper — pages, ruling, size.
- Photocopies with page counts, sides and colour.
- Goods and services on separate lines.
- School or bulk discount shown clearly.
- Institution name and order number for office bills.
- Exchange terms for book-list orders.
Related bill types
For school and coaching fees, use the school fee receipt or tuition fee receipt; computer and printer sales fit the electronics bill; and the general store bill suits mixed shops. See all types on the handwritten bill generator page.
Fair use
Issue stationery bills only for real sales and jobs. Making a stationery bill for items not bought — for example to claim office expenses or a student allowance — is fraud.