luckpandaHow to use the car rental bill format
- Enter the rental company name, address and GSTIN.
- Add the customer, with the company GSTIN for corporate hires.
- Bill the package days, then extra km, extra hours and driver allowances, quoting opening and closing km.
- Add tolls and parking at actuals, check the GST rate, then save.
Car rental bill format
- Rental company name, address, GSTIN and phone
- Bill number and date; contract or booking number
- Customer name and GSTIN; name of the person who used the car
- Car model and registration number; driver name for chauffeur hires
- Hire dates, opening and closing km, start and end times
- Package: days or months, with the km and hours included
- Extra km and extra hours at the agreed rates
- Driver night and outstation allowances
- For self-drive, a refuelling charge if the car comes back short
- Tolls, parking and state permits at actuals
- GST rate and amount; deposit held and its refund
Chauffeur-driven or self-drive
Rates shown are those in force from 22 September 2025; confirm them against current notifications before you bill.
| Chauffeur-driven | Self-drive | |
|---|---|---|
| Usually priced by | Package of hours and km per day, or per month | Per day or per hour, with a km limit or unlimited km |
| Fuel | Included in the rate | Customer refuels, or pays a refuelling charge |
| Deposit | Rare for corporate accounts | Usual, refunded after return |
| GST | 5% without credit, or a higher rate with credit | Same rate as the car: 18% or 40% |
Worked example
A company hires an MPV with driver for 5 days on an 8 hours / 80 km package at ₹3,200 a day (₹16,000). The car runs 464 km against 400 included, so 64 extra km at ₹18 (₹1,152), plus 3 extra hours at ₹250 (₹750) and 2 nights of driver allowance at ₹300 (₹600). Taxable value ₹18,502, GST at 5% ₹925.10, plus ₹860 of tolls and parking at actuals: ₹20,287.10.