🧭 Moving goods with an e-way bill
From deciding whether an e-way bill is needed to printing it with the invoice and cancelling or extending it: the full routine for every outgoing consignment.
Why and when you use it
Goods stopped on the road without a valid e-way bill can be detained and penalised. This routine helps the dispatch clerk and accountant handle every consignment the same way: check the value, prepare the e-way bill from the invoice, get the number, send it with the driver and deal with changes. Use the e-Way Bills desk (JSON upload) or, if your administrator has connected a GSP / NIC API, generate directly from the invoice.
Before you start
- Sales invoice saved
- Vehicle or transporter details known
- Access to the e-way bill portal or a working e-Invoice & e-Way Bill connection
Step by step
- 1. Decide if it is neededGenerally an e-way bill is needed when the consignment value is above ₹50,000. Some states differ for movement within the state; check with your CA. The e-Way Bills desk marks invoices Required or Optional.
- 2. Create from the invoiceOpen 🚛 e-Way Bills, filter Needs e-Way Bill and open the invoice. Fill Part A (from and to PIN, state, address, Approx. distance km) and Part B (Mode, Vehicle type, Vehicle number or transporter).
- 3. Download and upload JSONPress Validate & download JSON and upload it on ewaybillgst.gov.in under Generate, Bulk. With an API connection, use Generate e-Way Bill from the invoice's IRN panel instead.
- 4. Record the numberEnter the 12-digit EWB no. and generated date and time. Check the validity shown: 1 day per 200 km, or 1 day per 20 km for ODC.
- 5. Print with the invoicePrint the invoice from Sales Invoices and give the driver the invoice with the EWB number.
- 6. Vehicle changeIf goods move to another vehicle, update Part B on the portal, or use Update vehicle (Part-B) if you have the API connection.
- 7. Cancel if the trip is called offCancel on the portal (or Cancel e-Way Bill via the API) within the time allowed, then press Remove EWB no. (cancelled on portal) in the desk.
- 8. Extend if delayedIf the trip will take longer than the validity, extend it on the portal before it expires and note the new validity.
Worked example
Patel Engineering Works sends a ₹3,40,000 consignment from Rajkot to a customer in Pune (about 1,000 km) by road on 12 Nov 2026 in truck GJ03AB4521.
- Invoice saved for ₹3,40,000; the desk shows Required.
- Part A: Rajkot PIN to Pune PIN, distance 0 so the portal computes it; Part B: Road, Regular, GJ03AB4521.
- Validate & download JSON, upload under Generate, Bulk on the portal.
- Record the 12-digit EWB no.; validity shows 5 days for about 1,000 km.
- Print the invoice and hand it to the driver.
- On day 2 the truck breaks down in Vadodara; Part B is updated to GJ06TT1234 on the portal.
Result: The consignment travels with a valid e-way bill, the vehicle change is recorded, and the invoice in Stockivio shows the EWB number for later checks.
💡 Tips
- Check the desk each evening for JSON downloaded – EWB no. pending.
- Keep transporter IDs saved on your notes for repeat transporters.
- Brief drivers to call the office if they will be late, so you can extend in time.
⚠️ Common mistakes
- Generating the e-way bill before the invoice is final. If the invoice changes, the e-way bill will not match.
- Not removing a cancelled EWB number in Stockivio, so reports show a bill that no longer exists.
Questions
Is an e-way bill needed for a delivery challan?
It can be when goods move, even without a sale. Challans store e-way bill details too; check with your CA for your case.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Invoice above ₹50,000 marked Required.
- Scene 2: Part A and Part B filled.
- Scene 3: Validate & download JSON and portal upload (narrated).
- Scene 4: Record the EWB no. and show validity.
- Scene 5: Print the invoice for the driver.
- Scene 6: Vehicle change and Remove EWB no. explained.