Pharmacy Invoice Generator: Complete Guide for Medical Stores
Running a pharmacy or medical store requires precise invoicing that complies with healthcare regulations. A pharmacy invoice generator helps you create compliant invoices with medicine details, batch numbers, expiry dates, and GST calculations—ensuring accuracy and regulatory compliance.
Why Pharmacies Need Specialized Invoices
Regulatory Requirements:
1. Medicine Information
- Generic name
- Brand name
- Dosage and form (tablet, syrup, injection)
- Quantity and units
2. Batch Tracking
- Batch/Lot number
- Manufacturing date
- Expiry date
- Required for recalls and audits
3. Prescription Details
- Prescription number (for Schedule H, X drugs)
- Doctor's name and registration
- Patient name (for controlled substances)
4. Tax Compliance
- Different GST rates for different medicines
- 0%, 5%, 12%, or 18% GST
- CGST/SGST breakdown
5. Regulatory Compliance
- Drugs and Cosmetics Act
- Narcotics and Psychotropic Substances Act
- Pharmacy Council regulations
Essential Elements of a Pharmacy Invoice
1. Pharmacy Details
- Pharmacy name and registration number
- Drug license number (DL No.)
- GST registration number (GSTIN)
- Address and contact information
2. Patient/Customer Details
For Prescription Medicines:
- Patient name
- Age (for pediatric dosing verification)
- Doctor's name and prescription number
For OTC (Over-the-Counter):
- Customer name (optional)
- Phone number (for follow-up)
3. Medicine Details
For each medicine:
- Brand name and generic name
- Dosage form (tab, cap, syr, inj)
- Strength (mg, ml, etc.)
- Quantity dispensed
- Batch number
- Expiry date
- MRP (Maximum Retail Price)
- Discount (if any)
- GST rate
4. Prescription Information
- Prescription date
- Doctor name and registration number
- Diagnosis (optional)
- Dosage instructions
5. Tax and Total
- Subtotal
- GST breakdown (CGST + SGST or IGST)
- Total amount payable
Pharmacy Invoice Template Examples
Retail Pharmacy Invoice
MEDICAL INVOICE
HealthCare Pharmacy
123 Medical Center Road, City Name
DL No.: 20B/21B-12345, 21B-12346
GSTIN: 29ABCDE1234F1Z5
Ph: (555) 123-4567
Invoice #: PH-2025-00123
Date: January 15, 2025
Time: 10:30 AM
CUSTOMER: Mr. Rajesh Kumar
Phone: +91-98765-43210
Prescription #: RX-45678
Doctor: Dr. Sharma (Reg# MED-12345)
MEDICINES DISPENSED:
SNo Medicine Name Batch# Exp Qty MRP GST% Amount
-------------------------------------------------------------------
1 Paracetamol 500mg BT1234 12/26 10 ₹2.00 12% ₹20.00
(Generic: Para)
2 Amoxicillin 500mg BT5678 10/26 15 ₹8.00 12% ₹120.00
(Strip of 10)
3 Cough Syrup 100ml BT9012 08/26 1 ₹85.00 18% ₹85.00
(Vicks Formula)
SUBTOTAL: ₹225.00
CGST (6%): ₹13.50
SGST (6%): ₹13.50
TOTAL: ₹252.00
Payment Mode: Cash
Amount Paid: ₹252.00
DOSAGE INSTRUCTIONS:
- Paracetamol: 1 tablet thrice daily after meals
- Amoxicillin: 1 capsule twice daily for 7 days
- Cough Syrup: 2 teaspoons thrice daily
NOTE: Complete the full course of antibiotics.
Keep medicines out of reach of children.
Thank you for visiting HealthCare Pharmacy
Get well soon!
Hospital Pharmacy Invoice
PHARMACY BILL
City Hospital Pharmacy
Hospital Complex, Main Road
DL No.: 20B-67890, 21B-67891
GSTIN: 27WXYZ5678H1K2
Bill #: HP-2025-456
Date: January 15, 2025
IPD/OPD: IPD - Ward 3A
PATIENT DETAILS:
Name: Mrs. Priya Patel
Age: 45 Years
Patient ID: PID-123456
Doctor: Dr. Mehta (Cardiology)
Room: 305-A
PRESCRIPTION DATE: 15/01/2025
MEDICINES:
Medicine Name Batch# Exp Qty Rate GST Amount
----------------------------------------------------------------------
Aspirin 75mg B1234 06/26 30 ₹1.50 12% ₹45.00
Atorvastatin 10mg B5678 09/26 30 ₹3.00 12% ₹90.00
Metoprolol 25mg B9012 11/26 30 ₹2.50 12% ₹75.00
Pantoprazole 40mg B3456 08/26 15 ₹4.00 12% ₹60.00
SURGICAL ITEMS:
Surgical Gloves (Pair) S7890 12/25 5 ₹10.00 12% ₹50.00
Syringes 5ml S2345 03/26 10 ₹3.00 12% ₹30.00
SUBTOTAL: ₹350.00
Discount (5%): -₹17.50
Net Amount: ₹332.50
CGST (6%): ₹19.95
SGST (6%): ₹19.95
TOTAL: ₹372.40
Insurance: Covered under policy #INS-987654
Patient Co-pay: ₹100.00
Insurance Pays: ₹272.40
Payment: Patient paid ₹100.00 (Cash)
Balance for insurance claim.
Dispensed by: Pharmacist Name (Reg# PH-54321)
Verified by: Dr. Mehta
Wholesale Pharmacy/Distributor Invoice
TAX INVOICE
MediSupply Distributors Pvt. Ltd.
Wholesale Pharmaceutical Distribution
456 Industrial Area, City
DL No.: 20B-11111, 21B-22222
GSTIN: 36PQRS7890M3N4
Invoice #: WS-2025-789
Date: January 15, 2025
Terms: Net 30
BILL TO:
ABC Pharmacy & General Stores
Shop #45, Market Complex
DL No.: 20B-55555, 21B-66666
GSTIN: 29GHIJ1234O5P6
SUPPLY OF MEDICINES:
Code Medicine Name Pack Batch# Exp Qty Rate Amount
--------------------------------------------------------------------
M001 Paracetamol 500mg 10x10 B1111 12/26 500 ₹1.20 ₹600.00
(Generic)
M002 Amoxicillin 500mg 10x10 B2222 11/26 300 ₹5.00 ₹1,500.00
(Capsules)
M003 Metformin 500mg 10x10 B3333 10/26 400 ₹2.50 ₹1,000.00
(Tablets)
M004 Cough Syrup 100ml 1x48 B4444 09/26 100 ₹45.00 ₹4,500.00
(Bottle)
M005 Insulin Injection 1x5 B5555 08/26 50 ₹180.00 ₹9,000.00
(Cartridge)
SUBTOTAL: ₹16,600.00
Trade Discount: -₹1,660.00
Net Amount: ₹14,940.00
CGST (6%): ₹896.40
SGST (6%): ₹896.40
Round Off: -₹0.80
TOTAL: ₹16,732.00
Payment Terms: Net 30 Days
Due Date: February 15, 2025
Bank Details:
ABC Bank, Account: 1234567890
IFSC: ABCD0001234
E-way Bill #: EWB123456789 (If applicable)
Authorized Signatory
For MediSupply Distributors Pvt. Ltd.
GST Rates on Medicines in India
0% GST (Nil Rated):
- No GST applicable on specific essential medicines
- Check with tax authority for current list
5% GST:
- Lifesaving drugs
- Drugs for rare diseases
- Blood and blood components
12% GST:
- Most common medicines
- Standard pharmaceutical products
- Generic medicines
- OTC medicines
18% GST:
- Cosmetic medicines
- Wellness products
- Some ayurvedic preparations
- Medical equipment
Important: GST rates change. Always verify current rates!
Schedule H, H1, and X Drugs
Schedule H (Prescription Drugs)
Requirements:
- Must have valid prescription
- Record prescription details
- Doctor's name and registration
- Cannot be sold without prescription
Examples:
- Antibiotics
- High blood pressure medicines
- Diabetes medicines
Schedule H1 (Restricted Prescription)
Additional Requirements:
- Stricter prescription requirements
- Must maintain separate register
- Report to authorities
Examples:
- Third-generation antibiotics
- Anti-tubercular drugs
Schedule X (Narcotic and Psychotropic)
Strict Requirements:
- Separate register mandatory
- Prescription retention for 2 years
- Patient details mandatory
- Report to Narcotics Department
Examples:
- Opioid pain relievers
- Sleeping pills (certain types)
- ADHD medications
Invoice Requirements for Schedule X:
SCHEDULE X DRUG SOLD
Medicine: Morphine Sulfate 10mg
Quantity: 10 tablets
Batch: NX-1234, Exp: 06/2026
Patient: Mr. Kumar, Age: 55
Address: [Full address]
Prescription: Dr. Pain Specialist (Reg# 12345)
Prescription Date: 15/01/2025
Pharmacist: [Name] (Reg# PH-67890)
Date: 15/01/2025, Time: 11:00 AM
Common Pharmacy Invoicing Mistakes
❌ Mistake #1: Missing Batch Numbers
Problem: Cannot track medicines for recalls Solution: Always include batch number for every medicine
❌ Mistake #2: No Expiry Date
Problem: Risk of dispensing expired medicines Solution: Print expiry date on invoice for customer reference
❌ Mistake #3: Wrong GST Rate
Problem: Tax compliance issues Solution: Use pharmacy invoice generator with updated GST rates
❌ Mistake #4: Missing Prescription Details
Problem: Legal violation for Schedule H/H1/X drugs Solution: Always record prescription number and doctor details
❌ Mistake #5: Incorrect Generic Name
Problem: Confusion in drug identification Solution: Include both brand and generic names
Best Practices for Pharmacy Invoicing
1. Maintain Drug Ledger
Track stock:
- Opening stock
- Purchases
- Sales
- Closing stock
- Expiry tracking
2. Cross-Check Prescriptions
Before dispensing:
- Verify prescription authenticity
- Check for drug interactions
- Confirm dosage and duration
- Counsel patient on usage
3. Expiry Management
Invoice system should alert:
- Medicines nearing expiry (3 months)
- Expired stock (prevent sale)
- Return to distributor deadlines
4. Insurance Billing
For insurance claims:
- Include patient ID
- Policy number
- Doctor's prescription
- Itemized bill
- Pharmacy stamp and signature
5. Digital Records
Maintain:
- Daily sales register
- Narcotics register (Schedule X)
- Prescription copies (Schedule H/H1/X)
- Stock register
- GST returns data
Using a Pharmacy Invoice Generator
Must-Have Features:
1. Medicine Database
- Pre-loaded common medicines
- Auto-suggest medicine names
- Generic name lookup
2. Batch Tracking
- Batch number field
- Expiry date tracking
- Expiry alerts
3. GST Compliance
- Multiple GST rates
- Automatic tax calculation
- CGST/SGST breakdown
4. Prescription Management
- Prescription number field
- Doctor details
- Patient information
5. Print Formats
- Thermal printer support (58mm, 80mm)
- A4 format for hospitals
- Customizable templates
Integration Capabilities:
- Pharmacy management software
- Stock management system
- Accounting software
- GST filing tools
Legal and Regulatory Compliance
Required Licenses:
1. Drug License
- Form 20B (Retail)
- Form 21B (Wholesale)
2. GST Registration
- Mandatory if turnover > ₹40 lakh
3. Pharmacy Council Registration
- Registered Pharmacist must be present
4. Narcotics License
- If dealing with Schedule X drugs
Documentation Requirements:
Maintain for 3 years minimum:
- Purchase invoices
- Sales invoices
- Prescriptions (Schedule H/H1/X)
- Narcotics register
- Stock registers
Frequently Asked Questions
Do I need to print batch numbers on every invoice?
Yes. It's a best practice and required for Schedule H/H1/X drugs. Helps in tracking for recalls or adverse event reporting.
What if a customer loses their invoice?
You can provide a duplicate copy marked "DUPLICATE" with the same invoice number. Maintain original in your records.
How do I handle medicine returns?
Issue a credit note:
CREDIT NOTE
Original Invoice: PH-2025-00123
Reason: Wrong medicine dispensed
Amount: ₹100.00
Batch returned: BT-1234
Credit valid for 30 days
Can I give discounts on medicines?
Yes, but must be within MRP regulations. Show discount separately on invoice:
MRP: ₹100.00
Discount (10%): -₹10.00
Selling Price: ₹90.00
What GST rate for ayurvedic medicines?
Generally 12%, but some may be 18%. Check HSN code and current GST notifications.
Conclusion
Professional pharmacy invoices are essential for:
- ✅ Regulatory compliance
- ✅ Patient safety (batch tracking)
- ✅ Insurance claims
- ✅ Tax compliance (GST)
- ✅ Legal protection
Use a pharmacy invoice generator to create compliant, accurate invoices that meet healthcare regulations and provide proper documentation for audits.
Create Pharmacy Invoices Now
- Generate Pharmacy Invoice → - GST-compliant medical store billing
- View Sample Templates → - Pharmacy invoice examples
- Learn About Medical Billing → - Complete guide
Last updated: December 2024 Disclaimer: Consult local pharmacy regulations and tax professionals for compliance.