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What should I check on a GST invoice for an online marketplace purchase? Start with the supplier named on the document, then match the invoice number, date, goods or services, values and tax details to your order. A marketplace logo alone does not establish who made the taxable supply.
The correct document may be a tax invoice or a bill of supply, depending on the supply and the seller’s tax status. The fields that must appear also change with the recipient’s registration status and whether the supply is intra-State or inter-State. The checklist below follows the particulars set out by the Central Board of Indirect Taxes and Customs (CBIC).
1. Identify the supplier shown on the invoice
Find the legal name, address and GSTIN printed in the supplier section. These are prescribed tax-invoice particulars under the CBIC invoice rules. Compare that name with the seller or supplier details in your marketplace order record, but do not assume that the platform’s brand or logo is the seller.
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What to record
- Supplier’s complete name as printed.
- Supplier’s address.
- Supplier’s GSTIN as printed on the document.
- The seller identity shown in the order or product page, where available.
If those names differ, the difference may reflect a marketplace fulfilment or invoicing arrangement, but it is a reason to ask the seller or platform for clarification. A printed GSTIN by itself does not prove that the registration is currently active, that the invoice is authentic, or that tax has been remitted.
2. Confirm that you have the right document type
Do not judge an invoice only by whether it has a line labelled “GST.” There are two relevant document cases.
| Document | When it is generally used | Particulars to expect | What is not listed as a required field |
|---|---|---|---|
| Tax invoice | A taxable supply issued in the ordinary tax-invoice context | Supplier name, address and GSTIN; serial number; issue date; recipient details where applicable; description; quantity and unit for goods; HSN code for goods or Accounting Code for services, subject to applicable notifications and exceptions; total and taxable values; applicable tax details; place-of-supply information where required | There is no single universal layout. Fields can be conditional on the transaction. |
| Bill of supply | An exempt supply or a supply from a supplier paying tax under the composition scheme, as described in CBIC guidance | Supplier details, serial number, date, recipient details if registered, HSN or Accounting Code, description and value | A tax rate and tax amount are not listed as bill-of-supply particulars. |
The CBIC’s sectoral FAQ explains the broad distinction, while the invoice rules provide the prescribed fields. An order without a separate GST amount is not automatically erroneous, exempt or composition-rated; first establish which document the seller issued and why.
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3. Check the invoice identity
Invoice serial number
Locate the invoice’s serial number. The rule describes a consecutive number, in one or more series, unique for the financial year. It should not be confused with an order ID, shipment number, payment reference or return authorization number. If several documents are supplied for one order, identify which one is the tax invoice or bill of supply and retain the others as supporting records.
Issue date
Check the date of issue and compare it with the order and delivery timeline. A date printed on a payment receipt or dispatch note is not necessarily the invoice date. Keep the invoice file exactly as issued if you later need the seller to correct an apparent mismatch.
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4. Match what was sold
Description and quantity
Compare every invoice line with the item delivered. Check the product or service description, quantity and unit of measure where the supply is goods. For a service, make sure the description identifies the service sufficiently to connect it to the order.
HSN or Accounting Code
The rules call for an HSN code for goods or an Accounting Code for services, subject to applicable notifications and exceptions. The code should be read alongside the description; it is not a substitute for checking that the item itself is correct. If the marketplace splits one order into multiple supplies, each invoice may describe only the portion supplied by that issuer.
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Read the arithmetic on the invoice rather than relying on the marketplace checkout total. The key comparisons are:
- Total value of the line or invoice.
- Any discount, rebate or abatement shown.
- Taxable value after the stated discount or abatement.
- Applicable tax rate.
- Tax amount, separated as central, state, integrated, union territory tax or cess when applicable.
- Invoice total after adding the applicable tax amounts.
Use the same unit, quantity and discount basis shown on the document when checking the calculation. A checkout price can include shipping, platform charges, coupons or other components that are invoiced separately. The invoice rules establish which values and tax particulars must be shown; they do not let this article determine a category-specific GST rate for an item purchased on a particular date.
How to flag an apparent mismatch
- Save the original invoice PDF or image and the marketplace order page.
- Mark the exact line, quantity, value or tax field that does not agree.
- Ask the supplier named on the invoice for an explanation or corrected document.
- If the platform handles support, include the order ID but identify the supplier and invoice number in your message.
- Do not edit the invoice yourself or infer a tax rate solely from a product category label.
6. Check recipient details and the ₹50,000 condition
If you are GST-registered
For a registered recipient, check that the recipient GSTIN or UIN is shown where required and that the legal name and address correspond to the purchasing entity. A business buying through an employee’s personal account should not assume that the account profile automatically supplies the recipient particulars needed on the invoice.
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If you are not registered
For an unregistered recipient, Rule 46 specifies the recipient’s name and address and the delivery address, including State and State code, when the taxable-supply value is ₹50,000 or more. The CBIC rules page identifies this threshold; the year of the rule page is not stated. The condition concerns the taxable-supply value, not an arbitrary marketplace cart total.
When the transaction is below that threshold, the same recipient fields may not appear as a required tax-invoice combination. Their absence alone is therefore not proof that the invoice is defective. Check the document type and the other mandatory particulars first.
7. Determine whether place-of-supply fields apply
Inter-State supply
For an inter-State supply, look for the place of supply and the State name. This field connects the invoice to the applicable inter-State treatment and should be read with the addresses and tax components printed on the document.
Different delivery address
The delivery address is included where it differs from the place of supply. Compare the printed address with the address used at checkout, especially when an order is sent to a workplace, gift recipient, warehouse or another State.
Do not assume that an address shown in the marketplace account is the legally relevant place-of-supply entry. The invoice’s stated fields and the facts of the transaction control the comparison.
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8. Compare tax invoice and bill of supply in practical cases
| Question | Tax invoice | Bill of supply |
|---|---|---|
| Does the document normally show a tax rate? | Yes, where tax is being charged and the rate is applicable. | No tax rate is listed as a prescribed bill-of-supply particular. |
| Does it normally show tax charged? | Yes, the applicable central, state, integrated, union territory tax or cess amount should be stated as applicable. | No tax amount is listed as a prescribed bill-of-supply particular. |
| Supplier identity required? | Supplier name, address and GSTIN. | Supplier details are also required. |
| Serial number and date? | Yes. | Yes. |
| Recipient GSTIN or UIN? | Shown when the recipient is registered, as applicable. | Recipient details are included if the recipient is registered. |
| HSN or Accounting Code and description? | Shown subject to applicable notifications and exceptions. | Shown as prescribed for the document. |
This is a document-type comparison, not a visual-template test. A seller may use a different layout while still supplying the required particulars. Conversely, a polished marketplace PDF is not enough if the substantive fields are missing.
9. Understand the seller–marketplace relationship
Why the logo can be misleading
Marketplace pages commonly combine the platform name, seller name, fulfilment information and payment details. The tax invoice rule places responsibility for issuing the invoice on the registered supplier identified for that supply. Therefore, inspect the supplier block on the actual invoice rather than selecting the most prominent brand on the screen.
When the operator has tax obligations
CBIC FAQs describe circumstances in which an e-commerce operator is liable to pay tax for specified supplies made through it. Those obligations and the seller’s invoicing role can coexist. They do not create a universal rule that every marketplace invoice must name the platform, nor a universal rule that every invoice must name the third-party seller. The transaction structure and applicable notifications matter.
10. Use a repeatable order-to-invoice workflow
- Open the marketplace order and download the invoice or bill of supply supplied for each shipment or seller.
- Identify the document type from its heading and the tax particulars it contains.
- Record the supplier name, address and GSTIN exactly as printed.
- Match the invoice serial number and issue date to the document, not merely to the order number.
- Compare descriptions, quantities, units and HSN or Accounting Code entries with the delivered goods or services.
- Reconcile discounts, taxable value, tax rate, tax amount and final total line by line.
- Check your recipient GSTIN or UIN if registered; if unregistered, check whether the ₹50,000 taxable-supply condition triggers the specified name, address and delivery fields.
- For an inter-State supply, locate the place of supply and State name; verify a different delivery address where relevant.
- Save the invoice with the order confirmation, payment record and delivery details.
- Send a focused clarification request to the supplier named on the document when any field appears inconsistent.
11. Common mistakes and what they mean
“The marketplace name is on top, so it must be the seller”
Not necessarily. The supplier particulars printed in the invoice identify the relevant issuer for that document.
“There is no GST amount, so the seller made an error”
Not necessarily. A bill of supply for an exempt supply or a composition-scheme supplier does not list tax rate and tax amount as required particulars. Confirm the document type before escalating.
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“My GSTIN is printed, so the tax has definitely been paid”
An invoice records prescribed particulars. It is not, by itself, proof that the GSTIN is currently active or that the supplier remitted the tax.
“The checkout receipt is the invoice”
A payment receipt, order confirmation or shipping note may not contain the tax-invoice or bill-of-supply particulars. Download the document explicitly identified as the invoice or bill of supply.
“Every missing field makes the invoice invalid”
Several fields are conditional. Recipient details depend on registration status and, for an unregistered recipient, the ₹50,000 taxable-supply condition. Place-of-supply information is specifically relevant to inter-State supplies, and delivery-address treatment depends on whether it differs from the place of supply.
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First preserve the document and the order evidence. Then separate a simple presentation difference from a substantive mismatch: an abbreviated product description may still identify the same item, while a different supplier, quantity, taxable value or tax treatment requires an explanation.
Contact the supplier named on the invoice with the invoice serial number, issue date, order ID, affected line and a concise description of the discrepancy. Ask whether a corrected invoice, credit note, debit note or other document is appropriate rather than changing the original file. If the supplier directs you back to the marketplace, retain that correspondence and repeat the supplier details so support can route the request correctly.
For complex or disputed transactions, the current rules, notifications and facts of the specific supply may alter the result. The CBIC invoice-rules page is the primary reference for the listed particulars; the Hindi/English sectoral FAQ page provides related explanatory material.
Quick Recap
13. A compact final checklist
- Supplier: name, address and GSTIN match the invoice issuer, not just the marketplace logo.
- Identity: serial number is present and unique for the financial year; issue date is clear.
- Item: description, quantity and unit match what arrived; HSN or Accounting Code is present where applicable.
- Amounts: discounts, taxable value, rate, tax components, cess where applicable and final total reconcile.
- Recipient: registered buyer’s GSTIN or UIN is correct; unregistered-buyer fields are checked against the ₹50,000 taxable-supply condition.
- Place and delivery: inter-State place-of-supply State is shown, and a different delivery address is identified where required.
- Document type: tax invoice or bill of supply fits the stated supply and seller status; absence of a tax line is not judged in isolation.
- Evidence: invoice, order, payment and delivery records are saved together.
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