E-invoice and e-way bill setup and review
GST
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On demand
Billing and dispatch need different GST checks. E-invoicing registers prescribed invoice data and returns an Invoice Reference Number and signed QR code. An e-way bill records a covered movement of goods. TheTaxCo checks both obligations, sets up the data flow and handles document generation, corrections and reconciliation, working with the people issuing invoices and releasing goods.
A business may need e-way bills even when e-invoicing does not apply. The two tests are recorded separately, including exceptions relevant to your business and journeys.
When each system applies
E-invoicing applies to the notified class of taxpayers and covered documents. The turnover threshold was reduced to more than ₹5 crore from 01-08-2023; turnover history and notified exclusions must be checked before concluding that a GSTIN is covered. For a covered person, rule 48 requires the prescribed invoice-generation method. Notification 10/2023-Central Tax and CGST Rules, rule 48.
E-way bills generally apply before movement where consignment value exceeds ₹50,000. The rule also contains specified below-value cases and exclusions, while State notifications may affect particular journeys. The consignment value, reason for movement, goods and route all belong in the review. CGST Rules, rule 138.
Choose a workflow your team can operate
The assignment begins with sample invoices, credit and debit notes, dispatch records and accounting exports. We map customer GSTIN, invoice number, date, place of supply, product codes, tax values and transporter details between the source system and the required data fields.
We review the existing setup, prepare the field map, coordinate with your software provider and train the staff who handle billing and dispatch. API integration and automatic generation depend on the software and agreed implementation work. They are not assumed to be available because a billing package has an e-invoice menu.
Testing includes a routine sale, a credit note, a rejected document and a cancellation or transport change relevant to your operation. We agree who corrects masters, who may generate or cancel documents, and who checks exceptions before dispatch. Staff should know where to find the issued invoice, IRN response and transport record for the same transaction.
What you receive
Separate applicability conclusions for e-invoicing and e-way bills.
A data-field map and list of source-system corrections.
A tested operating checklist for billing and dispatch, within the agreed implementation scope.
Instructions for handling rejected data, cancellations and permitted transport updates.
A reconciliation routine comparing issued documents with the sales register and GST reporting.
You provide turnover history, GST registrations, transaction samples, software details and typical transport routes. The number of entities, warehouses, billing systems and unusual movements determines the implementation timetable. We plan training, software-provider tasks and continuing transaction support around your dispatch cycle.
Dispatch documents and validity
An e-way bill does not replace the invoice, bill of supply or delivery challan required for the underlying movement. A movement on a delivery challan still needs that challan when the rules call for it. The person in charge must have the documents and e-way-bill particulars prescribed for the journey. CGST Rules, rule 138A.
Ordinary e-way-bill validity is one day for every 200 km or part. Over-dimensional cargo, and multimodal shipments with at least one leg by ship, use one day for every 20 km or part. We check validity against the planned journey and permitted extension procedure. A vehicle change must be handled through the permitted update process rather than an informal note on the document. CGST Rules, rule 138.
Questions from billing teams
Can we issue an ordinary PDF now and obtain the IRN later? A covered invoice must meet rule 48 at issue. From 01-04-2025, taxpayers with aggregate annual turnover of ₹10 crore or more face a 30-day reporting limit for covered e-invoice documents. This portal limit is not permission to issue a non-compliant invoice first. Official IRP reporting advisory.
Is the invoice number the same as the IRN? No. Keep your invoice identifier and the portal reference in separate fields so reconciliations can use both.
Can a wrong e-way bill be edited? Some transport particulars have permitted updates. Errors in other particulars can require cancellation and a new bill, subject to the rules and system limits. E-way bill system FAQ.
We already generate documents through our software. What would a review add? We test the applicability conclusion, rejected and cancelled items, staff permissions and reconciliation to issued invoices. A functioning upload alone does not show that every covered transaction was handled correctly.
See GSTR-1 sales reporting, GST registration and GST notice support.
Email TheTaxCo, message us on WhatsApp or book a call. Share your turnover range, billing software, number of dispatch locations and the error or setup problem you need resolved.