To generate an e-way bill, log in to ewaybillgst.gov.in with your GSTIN username, password and two-factor OTP, open e-Waybill > Generate New, enter Part A from your invoice (parties, document number and date, HSN, value and tax), enter the vehicle number or transporter ID in Part B, and submit. The portal issues a 12-digit e-way bill number with a QR code to print or share.
Generating an e-way bill takes a couple of minutes once you know where each field comes from. Almost everything is copied from your invoice, and the only extra decision is how the goods will travel. This guide walks through the portal method step by step, then covers the faster options — bulk upload, SMS, the mobile app and generating straight from your billing software — and the errors that trip people up most often.
If you are still unsure whether your consignment needs an e-way bill at all, start with what an e-way bill is and the limit and rules guide.
What do you need before generating an e-way bill?
Keep these ready before you log in. Missing any one of them is the usual reason people get stuck halfway.
| Item | Where it comes from |
|---|---|
| Portal username and password | Your one-time registration on ewaybillgst.gov.in |
| Registered mobile for OTP | Mobile number in your GST registration |
| Document number and date | Tax invoice, bill of supply, delivery challan or bill of entry |
| Recipient GSTIN (or "URP") | Customer master / the invoice |
| Dispatch and delivery PIN codes | Your warehouse and the ship-to address |
| HSN code for each item | Your item master; see how to find HSN code |
| Taxable value and tax amounts | The invoice |
| Approximate distance in km | Route planning; the portal also suggests PIN-to-PIN distance |
| Vehicle number, or Transporter ID | Your driver or the transporter you hired |
Two dates matter. The document must be dated within the last 180 days — GSTN announced that from 1 January 2025 the portal rejects older documents. And the e-way bill must exist before the goods start moving, not after.
How to register on the e-way bill portal (first time only)
If you have never used the portal:
- Go to ewaybillgst.gov.in and click Registration → e-Way bill Registration.
- Enter your GSTIN and the captcha. The portal pulls your business details from the GST system.
- Verify with the OTP sent to the mobile number registered with GST.
- Choose a username (8 to 15 characters) and a password, and submit.
If your mobile number or address has changed, update it on the GST portal first. The e-way bill system reads these from GST records and has an option to refresh them.
How to generate an e-way bill on the portal, step by step
Step 1: Log in with two-factor authentication
Enter your username, password and captcha. The portal states that 2FA is mandatory for all taxpayers and transporters from 1 April 2025, so you will also enter an OTP or use one of the alternative authentication options shown.
Step 2: Open the generate form
From the left menu choose e-Waybill → Generate New.
Step 3: Choose transaction type and sub-type
- Transaction type: Outward if you are sending goods, Inward if you are receiving them and generating as the recipient.
- Sub-type: Supply, Export, Job Work, SKD/CKD/Lots, Recipient Not Known, For Own Use, Exhibition or Fairs, Line Sales, Others, and so on. Pick the real reason for movement.
- Document type: Tax Invoice, Bill of Supply, Delivery Challan, Bill of Entry, or Others.
- Document number and date.
- Transaction type (address): Regular, Bill To – Ship To, Bill From – Dispatch From, or a combination. Use these when the billing address and the physical location differ.
Step 4: Fill the "From" and "To" sections
Your own GSTIN and name fill automatically on the "From" side. Enter the dispatch address and PIN. On the "To" side enter the recipient's GSTIN (or URP for an unregistered buyer), name, ship-to address, state and PIN. The state of the recipient drives whether the tax is IGST or CGST + SGST, which must match your invoice.
Step 5: Enter item details
For each line enter product name, description, HSN code, quantity, unit, taxable value and the tax rates. The portal calculates tax amounts; check them against your invoice. If the invoice has many lines, you can group items by HSN where your process allows, but the totals must still match the document.
Step 6: Enter transporter details (Part B)
- Mode: Road, Rail, Air or Ship.
- Approximate distance: in km. This sets the validity. For a refresher on how distance converts into days, see e-way bill validity.
- Transporter name and ID if a transporter is carrying the goods.
- Vehicle number (for road) or transport document number and date (for rail, air, ship).
You can leave the vehicle number blank and enter only the Transporter ID. The transporter then logs in and fills Part B. Until Part B is filled the e-way bill is not valid for movement, except for the local 50 km leg within the state. The details of the two parts are explained in Part A and Part B of the e-way bill.
Step 7: Submit and print
Click Submit. If everything validates, the portal shows the e-way bill with its 12-digit number, generation date and time, validity date and a QR code. Print it or share the PDF with the driver. The driver can carry the printout, the number, or the e-way bill on a phone.
Worked example: filling an e-way bill from an invoice
A Coimbatore pump manufacturer sells two pump sets to a dealer in Bengaluru.
| Invoice field | Value |
|---|---|
| Invoice number / date | CBE/2026-27/0418, 19 Oct 2026 |
| Taxable value (2 × ₹42,500) | ₹85,000.00 |
| IGST @ 18% | ₹15,300.00 |
| Invoice total | ₹1,00,300.00 |
| Distance (PIN to PIN) | about 365 km |
What goes on the e-way bill:
- Outward → Supply → Tax Invoice, number CBE/2026-27/0418 dated 19-10-2026.
- From: the manufacturer's GSTIN and factory PIN in Tamil Nadu. To: the dealer's Karnataka GSTIN and shop PIN.
- Item: pump sets, HSN as per the item master, quantity 2, taxable value ₹85,000, IGST 18% = ₹15,300 (inter-state, so IGST, not CGST + SGST).
- Mode Road, distance 365 km, vehicle number of the hired truck.
Validity: the first 200 km gives one day; the remaining 165 km is a "part of 200 km", which adds one more day. So the e-way bill is valid for 2 days. Under rule 138(10), the first day runs from the time of generation to midnight at the end of the following date. So if Part B is entered at 10:30 am on 19 October, day one ends at midnight at the end of 20 October and day two ends at midnight at the end of 21 October. (The portal prints the exact validity, so always check it on the generated form.)
Other ways to generate an e-way bill
| Method | Best for | How it works |
|---|---|---|
| Web portal | Occasional, single bills | The steps above |
| SMS | Field staff without a computer | Register the mobile, then send coded messages to the e-way bill SMS number |
| Mobile app | Transporters and small sellers | Register the device's IMEI on the portal, then use the official app |
| Bulk upload | Dozens of bills a day | Create a JSON file (or use the portal's Excel bulk tool) and upload it |
| API (site-to-site) | Businesses with an ERP or billing system | Your software sends invoice data directly and receives the e-way bill number |
| Through e-invoice (IRP) | Businesses that must issue e-invoices | Send transport details with the e-invoice; the e-way bill is generated using the IRN |
If your business is covered by e-invoicing, the last route avoids keying data twice: when the e-invoice is registered, the IRP passes Part A to the e-way bill system and you only add Part B. See e-invoice vs e-way bill for how the two link.
The official FAQ notes that bulk and API methods reduce duplicate data entry and data-entry mistakes. Billing Software by Betterwork uses this approach: the e-way bill is generated from the saved invoice, so the HSN codes, values and GSTINs come across exactly as billed.
How does the transporter fill Part B?
When the supplier enters only the Transporter ID:
- The transporter logs in to the portal with their own credentials.
- They open e-Waybill → Update Vehicle No. (or "Update Part-B").
- They enter the e-way bill number, mode, vehicle number, place and state of the current location, and the reason (initial entry, transhipment, breakdown and so on).
- On submit, validity begins.
If several e-way bills travel in one truck, the transporter can bundle them into a consolidated e-way bill in Form EWB-02 instead of updating each one. That process is covered in our consolidated e-way bill guide.
Common mistakes when generating an e-way bill
- Wrong transaction sub-type. Choosing "Supply" for goods sent to a job worker, or "Others" without a description, creates confusion during checks. Match the sub-type to the real reason.
- CGST/SGST used for an inter-state move. The tax type must follow your invoice's place of supply. If the states differ, it is normally IGST.
- Vehicle number typos. Enter it without spaces or hyphens in the format the portal expects (for example MH12AB1234). A wrong number means the goods are effectively travelling without a valid e-way bill.
- Inflated or guessed distance. Over-stating distance to get a longer validity is a red flag. The portal compares your entry with PIN-to-PIN distance and limits how far it can exceed it.
- Generating after the truck has left. The e-way bill must be generated before movement commences.
- Old document dates. Documents older than 180 days are rejected; issue a fresh delivery challan if goods move long after the original document.
- Blocked GSTIN. If GSTR-3B (or GSTR-4/CMP-08 for composition taxpayers) is pending beyond the period specified in the rule, generation can be blocked under rule 138E. File returns, then retry.
- Unverified recipient GSTIN. A cancelled or mistyped GSTIN makes the e-way bill fail. Check it first with the GSTIN validator.
What should you do after generating the e-way bill?
- Give the driver the e-way bill number or printout along with the invoice or challan.
- Keep a copy with your sales records; it should tie up with the invoice in your GSTR-1.
- Watch for rejection. The recipient has 72 hours from generation or delivery, whichever is earlier, to reject it; otherwise it is deemed accepted.
- If the goods will not move, cancel the e-way bill within 24 hours — see cancel an e-way bill.
Key takeaways
- Log in at ewaybillgst.gov.in with password plus 2FA, then use e-Waybill → Generate New.
- Part A comes from your invoice; Part B needs the vehicle number or transport document, or the transporter can fill it using your Transporter ID entry.
- Distance drives validity: one day per 200 km (or part) for normal cargo.
- Use bulk upload, API or e-invoice integration if you dispatch frequently — it removes retyping errors.
- Generate before dispatch, use the right sub-type and tax type, and keep your returns filed so generation is never blocked.
This guide is general information, not tax advice. Rules last checked on 20 October 2026; confirm with your tax professional for your situation.