An e-way bill is required when goods above a threshold value move between places, and moving goods without one where it applies can mean detention and penalty. Vyapar can generate e-way bills directly from an invoice once your portal credentials are connected, which saves re-entering the same data on the government site. Confirm the current threshold for your state and consignment type before relying on any figure — limits differ between intra-state and inter-state movement and are revised periodically.
Steps
Register on the e-way bill portal: You need an account on the government e-way bill portal linked to your GSTIN. If you have not registered, do that first — Vyapar connects to the portal, it does not replace it.
Generate API credentials on the portal: On the e-way bill portal, create API access credentials for a GSP or for third-party software. These are separate from your normal portal login and are what allows Vyapar to submit on your behalf.
Connect the credentials in Vyapar: Enter the API username and password in Vyapar's e-way bill settings. Test the connection before you need it in a hurry — credentials that were entered wrongly typically fail silently until the first real consignment.
Check whether the consignment needs a bill: Confirm the consignment value against the current threshold for your movement type. Inter-state and intra-state limits differ, and some goods are exempt. Generating an unnecessary bill is harmless; missing a required one is not.
Create the invoice first: Raise the sale invoice in Vyapar as normal, with correct GSTIN, HSN codes and values. The e-way bill draws its data from the invoice, so anything wrong on the invoice will be wrong on the bill.
Add transport details: Enter the transporter name and ID, vehicle number, distance and mode of transport. Vehicle number is the field most often entered wrongly — check it against the actual vehicle rather than the paperwork, because a mismatch at a checkpoint is treated as a discrepancy.
Generate and share the bill: Generate the e-way bill from the invoice. Vyapar submits to the portal and returns the e-way bill number. Send it to the driver — as a printout or on the phone — because it must be available during transit if the consignment is stopped.
Track validity and extend if needed: E-way bills expire based on distance, and an expired bill on a consignment still in transit is a problem. If a vehicle is delayed, extend validity before it lapses rather than after. Cancel bills for consignments that do not travel, within the permitted window.
Frequently Asked Questions
Can Vyapar generate e-way bills directly?
Yes, once you have connected e-way bill portal API credentials in Vyapar's settings. It pulls the invoice data, adds the transport details you enter, submits to the portal and returns the e-way bill number — so you are not retyping the same consignment on the government site. You still need your own registration and credentials on the portal.
When is an e-way bill required in India?
When goods above the applicable value threshold move between locations. Thresholds differ between inter-state and intra-state movement, some states set their own intra-state limits, and certain goods are exempt. Check the current limit for your state and consignment type rather than working from a figure you remember — the rules are revised periodically.
How long is an e-way bill valid?
Validity is based on the distance the consignment travels, with longer distances getting longer validity. If the vehicle is delayed and the bill will expire in transit, extend it before it lapses — an expired e-way bill on a moving consignment is treated as non-compliance, and extending after expiry is not always possible.
What happens if the vehicle number on the e-way bill is wrong?
A mismatch between the e-way bill and the actual vehicle can lead to detention of the consignment at a checkpoint. If the vehicle changes mid-journey — a breakdown or transhipment — update the vehicle details on the portal before the goods continue. This is the most common practical error and it is avoidable by checking the number against the vehicle itself.
We supply Vyapar with INR billing and a GST invoice, plus setup and data migration. WhatsApp +91 98119 98370.