e-Way Bills

Intermediate · 10 min · GST & tax

The e-Way Bills desk lists your sales invoices, shows which need an e-way bill, prepares a JSON file for bulk upload on the e-way bill portal and records the 12-digit EWB number you get back.

Open this screen in Stockivio →

e-Way Bills
Screen layout sketch — the screenshot will appear here once it is added.

Why and when you use it

An e-way bill is an electronic permit for moving goods. It is generally needed when the consignment value is above ₹50,000 (some states have different rules for movement within the state). It has two parts: Part A has the invoice, the from and to addresses and the distance; Part B has the vehicle or transport document. This desk lets your dispatch clerk or accountant prepare e-way bills without typing every detail on the portal, even without an API connection.

Before you start

  • Sales invoice saved for the goods
  • Customer address, state and PIN filled in
  • Login on the e-way bill portal (ewaybillgst.gov.in) for your GSTIN
  • Vehicle number or transporter ID ready

Step by step

  1. Open 🚛 e-Way BillsEach sales invoice shows a status: Required (₹50,000 or more), Optional, JSON ready · no. pending, EWB with its number, or expired.
  2. Filter to what needs workUse All invoices, Needs e-Way Bill, JSON downloaded – EWB no. pending, or EWB generated.
  3. Fill Part AOpen an invoice and check Dispatch from PIN, Dispatch state, Dispatch address, Ship-to PIN, Ship-to state, Delivery address and Approx. distance km. Enter 0 for distance to let the portal compute it.
  4. Fill Part BChoose Mode (Road, Rail, Air or Ship) and Vehicle type (Regular or ODC, for over-dimensional cargo). Add Vehicle number, or Transporter name and Transporter ID (GSTIN or TRANSIN), plus Transport doc no. (LR, RR, AWB or BL) and Transport doc date.
  5. Validate & download JSONPress Validate & download JSON. Fix any error it shows, then save the file.
  6. Upload on the portalOn ewaybillgst.gov.in go to Generate, then Bulk, upload the JSON and generate.
  7. Record the EWB numberBack in Stockivio, enter the 12-digit EWB no. and the generated date and time. The desk shows validity: 1 day per 200 km (ODC: 1 day per 20 km).
  8. If cancelled on the portalIf you cancel the e-way bill on the portal, press Remove EWB no. (cancelled on portal) so Stockivio matches.

Worked example

Sharma Traders sends ₹1,48,000 of goods from Jaipur (PIN 302017) to a wholesaler in Ajmer, about 135 km away, in van RJ14GB2290 on 12 Nov 2026.

  1. Filter Needs e-Way Bill; the invoice shows Required.
  2. Part A: Dispatch from PIN 302017, Ship-to PIN 305001, Approx. distance km 135.
  3. Part B: Mode Road, Vehicle type Regular, Vehicle number RJ14GB2290.
  4. Press Validate & download JSON; status changes to JSON ready · no. pending.
  5. Upload on the portal under Generate, Bulk, and note the 12-digit number.
  6. Enter the EWB no. and date and time; status shows EWB with the number and validity of 1 day.

Result: The invoice is tagged with its e-way bill number and validity, and the driver carries a printed invoice with the EWB number.

💡 Tips

  • Upload the JSON the same day you download it; addresses and vehicles change.
  • Use a distance of 0 if you are unsure; the portal works it out from the PINs.
  • For several invoices going in one van, prepare each one here and upload together.

⚠️ Common mistakes

  • Forgetting to record the EWB no. after upload. The invoice stays at no. pending; filter for it daily.
  • Letting goods travel after the e-way bill is expired. Watch the validity, and extend on the portal before it runs out if the trip is delayed.
  • Assuming ₹50,000 applies everywhere. Some states differ for movement within the state; check with your CA.

सवाल

Does Stockivio generate the e-way bill itself here?

No. This desk prepares the JSON for the portal. If an administrator has set up e-Invoice & e-Way Bill connection, you can generate directly from the invoice instead.

How long is it valid?

Generally 1 day for every 200 km (1 day per 20 km for ODC). The desk shows it once you record the number.

🎬 Video walkthrough (script — recording coming soon)
  1. Scene 1: Open e-Way Bills and filter Needs e-Way Bill.
  2. Scene 2: Fill Part A with PINs and 135 km.
  3. Scene 3: Fill Part B with Road, Regular and the vehicle number.
  4. Scene 4: Validate & download JSON.
  5. Scene 5: Portal: Generate, Bulk, upload (narrated).
  6. Scene 6: Record the 12-digit EWB no. and show validity.
  7. Scene 7: Show Remove EWB no. (cancelled on portal).

Related lessons

सेल्स इनवॉइसe-Invoice & e-Way Bill connectionDispatchesChallansMoving goods with an e-way bill
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