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Make an e-way bill from an invoice

On the issued invoice, bill of supply or delivery challan, click Download for the e-way bill portal and upload that file on ewaybillgst.gov.in under Bulk Generation. Then click Record e-way bill and enter the number, date and validity. The number prints on the document.

In EaseDesk: Sales → invoice → E-way bill. Log in or start a free trial.

Steps

  1. 1 Open the issued tax invoice, bill of supply or delivery challan for the goods.
  2. 2 In the E-way bill panel, click Download for the e-way bill portal.
  3. 3 Enter the Distance (km) and how the goods go (road, rail, air or ship). By road, add the Vehicle number, or the transporter's ID and name if they will add the vehicle later.
  4. 4 Add the transport document where you have it, such as the lorry receipt (LR) by road, the railway receipt (RR) by rail, the airway bill (AWB) by air or the bill of lading by ship, and click Download file.
  5. 5 Sign in on the e-way bill portal (ewaybillgst.gov.in), open Bulk Generation → Upload & Generate, upload the file and generate the e-way bill.
  6. 6 Back on the document in EaseDesk, click Record e-way bill and enter the 12-digit E-way bill number, the Date and the Valid until date shown on the portal, with the distance and vehicle as generated.
  7. 7 Click Save. The panel shows the number, the distance, the vehicle and the valid until date, and the number prints on the document.

How it works

EaseDesk prepares the e-way bill for you in the portal’s bulk generation format, with the goods, values, HSN codes and addresses taken from the document, and the distance, mode, vehicle, transporter and transport document you enter. You generate the e-way bill on the portal with your own login, and record the number it gives you. Either way the e-way bill number and its validity print on the document.

Part B: how the goods move

Part B says how the goods travel: the vehicle by road, or the railway receipt, airway bill or bill of lading by rail, air or ship. It can be added or changed after the e-way bill is made.

  • Transporter adds the vehicle. When a transporter moves the goods, you can prepare the file with their transporter ID and leave the vehicle out. The panel then shows vehicle to be added. Once the vehicle is on the portal, click Add Part B in EaseDesk and enter it. The validity starts from that point.
  • Goods change vehicle, or the rail, air or ship document arrives. Update Part B on the portal, then click Update Part B in EaseDesk. Choose how the goods go under By, enter the Vehicle number or the document’s number and date, and where the goods are now under Goods are now at.

The transport document, such as the LR, RR, airway bill or bill of lading, prints with the e-way bill number on the invoice and on the delivery challan, so the driver’s copy and yours carry the same details.

Rules to know

  • One document has one active e-way bill at a time. To make another, cancel the first on the portal and record the cancellation in EaseDesk.
  • Keep PIN codes on your branch and the delivery address, since the portal uses them to check the distance.
  • The E-invoice and e-way bill status report under Reports lists every document with its e-way bill.

Who can do it

Downloading the file and recording, updating and cancelling e-way bills needs the e-invoice permission, which the Owner and Admins have. You can add it to a custom role for your dispatch staff. See the GST compliance page for more.

Questions

When is an e-way bill needed?

As of September 2026, generally when goods worth more than ₹50,000 move, whether on a sale, a transfer or a delivery on approval. Some states set a different limit for movement within the state, and some goods are exempt. EaseDesk shows a note on any document with goods over ₹50,000 that has no e-way bill.

How long is an e-way bill valid?

For normal cargo, one day for every 200 km, counted from when the vehicle is entered. Enter the valid until date the portal shows when you record the e-way bill.

The vehicle changed on the way. What do I do?

Update Part B on the e-way bill portal with the new vehicle and where the goods are now. Then click Update Part B on the e-way bill in EaseDesk and enter the same details, so your records match.

The goods go by rail, air or ship. What goes in Part B?

Instead of a vehicle, the transport document. The railway receipt (RR) by rail, the airway bill (AWB) by air, or the bill of lading by ship, with its number and date. Choose the mode under By in Part B and EaseDesk asks for the right document.

Can I cancel an e-way bill?

Yes, on the e-way bill portal within 24 hours of making it. After 24 hours the portal does not allow cancellation. Once you have cancelled it there, click Cancel on the e-way bill in EaseDesk to record it.

I e-invoice. Can I make the e-way bill from the IRN instead?

Yes. Once the invoice has its IRN, you can generate the e-way bill on the e-invoice portal from that IRN, then click Record e-way bill in EaseDesk to store the number.

Still stuck? WhatsApp or call +91 91525 20552 or write to support@easedesk.com. Updated 29-09-2026.