Creating and managing e-way bills

An e-way bill is generally needed before you move goods worth more than ₹50,000. SmartLedger generates it directly on the government e-way bill system using your e-way bill API credentials, and keeps the e-way bill number (EBN) and validity with your records.

Before you start

• E-way bills are part of the Pro plan. Each e-way bill you generate counts towards your plan's yearly e-way bill allowance.
• Create API credentials on ewaybillgst.gov.in under API Registration. The first time you open the form, SmartLedger asks for them in E-Way Bill API Credentials: GSTIN, EWB API Username and EWB API Password. Click Save. To change them later, click Update on the credentials banner at the top of the form.

The e-way bills list

Go to GST → E-Way Bills. Tiles show Active Bills, Generated Today, Expiring Soon (validity ending in the next 48 hours), Total This Month and Cancelled. Use the All, Active, Expiring, Expired and Cancelled tabs, the search box, or the download icon for a CSV. The row menu has View, Edit Draft (drafts and failed bills only) and Delete.

Generate an e-way bill

1. Click + Generate E-Way Bill.

2. Under Transaction Details, choose the Transaction Type (Outward or Inward), Sub-Type and Document Type.

3. In Document Number, type the number, or start typing a sales invoice number and pick the invoice.

   Picking an invoice fills in the date, both parties and the goods for you. See Creating an e-way bill for a sales invoice.

4. Check the Document Date.

5. Fill in From (Consignor) and To (Consignee): GSTIN, Name, Address, City, Pincode and State.

6. Under Goods Details, enter each line's Product, HSN, Qty, Unit, Taxable Value and Tax Rate%. Click Add Item for more lines.

7. Under Transport Details (Part B), choose the Transport Mode and enter the Approximate Distance (KM).

   A Vehicle Number (for example KA01AB1234) is required for road transport. Add the Transporter ID and Transporter Name if a transporter carries the goods.

8. Click Generate E-Way Bill.

To finish later, click Save as Draft. The draft is kept in SmartLedger but not sent to the e-way bill system. Open it and click Generate Now when you're ready.

The form tells you whether this movement needs an e-way bill, for example that a services-only invoice doesn't. It also warns you if the invoice already has an active e-way bill.

View and download

Click a bill to open it. You see the EBN with a QR code, Valid From and Valid Until, Shipment Details - Part A, Goods Details and Transportation Details - Part B. Click Download PDF for a copy to give the transporter.

Extend validity

1. Open an active bill and click Extend Validity.
2. Enter the New vehicle number.
3. Check the New validity date. SmartLedger suggests it from the distance.
4. Enter a Reason for extension, such as goods still in transit.
5. Click Confirm Extension.

Cancel an e-way bill

You can cancel a bill within 24 hours of generating it, as long as it hasn't been verified in transit. After 24 hours the option no longer appears.

1. Open the bill and click Cancel E-way Bill.
2. Choose a Reason and add an optional Comment.
3. Tick the confirmation box.
4. Click Yes, Cancel E-Way Bill.

Cancellation can't be undone.

Tips

• Only drafts and failed bills can be edited. Choose Edit Draft, then click Save Changes or Generate E-Way Bill.
• Delete removes a bill from SmartLedger only. It does not cancel a generated e-way bill on the e-way bill system, so cancel first.

Related articles

• Creating an e-way bill for a sales invoice
• Your GST summary