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For an Indian e-commerce shipment of physical goods, first identify the actual supplier and decide whether the sale calls for a tax invoice or a bill of supply. Then prepare the document with the right recipient, goods, value and tax details; check whether the movement needs an e-way bill under the central rule and any applicable state or Union territory rule; and coordinate who will furnish Part A and transport details in Part B before the goods move. Requirements depend on the seller’s GST status, the supply, route, consignment value and transport arrangement.
Start by identifying the supplier and type of supply
This workflow is for GST documentation for physical goods dispatched through e-commerce in India. It is general guidance, not a determination for a particular seller or shipment. Confirm who is the supplier for the transaction: a marketplace may facilitate a sale without being the seller, and its role does not by itself determine who must issue the invoice or arrange the e-way bill.
Check the seller’s GST registration status and classify the supply before preparing the document. A registered seller generally uses a tax invoice for taxable supplies. A bill of supply applies in the cases specified for exempt supplies and composition taxpayers. An unregistered person cannot issue a GST tax invoice, according to CBIC’s FAQ. The applicable document and obligations depend on the seller and transaction; do not infer them solely from the fact that an order came through a marketplace.
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Tax invoice particulars
CBIC Rule 46 lists the particulars required on a registered person’s tax invoice. Use this as a working checklist, and check the operative rule for any transaction-specific requirements:
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- Supplier’s name, address and GSTIN.
- A consecutive serial number unique for the financial year, and the date of issue.
- Recipient details.
- HSN or accounting code, description of the goods, and quantity and unit for goods.
- Total value, taxable value, applicable tax rate and tax amount. CBIC’s FAQ says tax charged must be shown separately.
- For an inter-State supply, place of supply and the state name.
For a taxable supply to an unregistered recipient valued at ₹50,000 or more, Rule 46 requires the recipient’s name and address, as well as the delivery address with state and code. The rule also contains particulars for special cases, including exports; the list above is not exhaustive for every transaction.
Choose and number the document carefully
Use an invoice-number series that is consecutive, unique for the financial year and compliant with the operative rule. CBIC’s tax-information portal describes a serial number of no more than 16 characters; check current rule text and amendments when setting up the series. For a bill of supply, verify the particulars required by the invoice rules rather than copying a tax-invoice format without checking.
Before issuing the document, verify the product description, HSN, quantity, taxable value, applicable rate and tax amount from reliable product-specific records. Rates and HSN classifications are product-specific; do not assume a rate from a generic example. Also check whether the transaction calls for special details, such as export particulars, a bill-to/ship-to arrangement or e-invoicing. E-invoice applicability depends on factors including turnover, transaction type and current notifications, so verify the seller’s position against current official guidance.
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Decide whether the shipment needs an e-way bill
Under the central Rule 138 text cited by CBIC, a registered person causing movement of goods in relation to a supply, for a reason other than supply, or due to an inward supply from an unregistered person must furnish specified information before movement when the consignment value exceeds ₹50,000. The rule permits an e-way bill below that amount too; the threshold does not mean a lower-value bill is prohibited.
The central rule also addresses movement by an unregistered person and movement from an unregistered supplier to a registered recipient. In the latter case, where the recipient is known when movement begins, the movement may be treated as caused by the recipient. Check the rule’s exceptions and the relevant state or Union territory provisions. Intra-State thresholds and exemptions can differ by jurisdiction, so the central threshold alone does not settle every shipment.
Check what counts toward consignment value
The GST Council/NACIN explainer describes consignment value as the value declared under section 15 in the invoice, bill of supply or delivery challan, including tax and cess charged in that document. Where a document covers taxable and exempt goods, the explainer says the exempt-goods value is excluded.
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The official e-way bill FAQ result surfaces a question about whether e-commerce shipping charges not shown on the merchant’s invoice belong in consignment value, but the answer is not established here. Do not assume that those charges must—or must not—be included; check the current rule and the facts of the transaction before calculating the value.
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Furnish the required e-way bill information before movement begins. The GST Council/NACIN explainer describes Part A as covering supplier and recipient GSTINs, delivery place and PIN code, document type, number and date, value, HSN and reason for transportation. Part B carries transport details, such as a transport document number and road vehicle number. The portal may validate fields or display a different interface, so follow the operative rule and current portal instructions.
- If the supplier or recipient uses its own or a hired conveyance: that party may generate the e-way bill after furnishing Part B.
- If the goods are handed to a transporter: the registered person furnishes transporter information; the transporter generates the e-way bill using the Part A information.
- If an e-commerce operator or courier agency is involved: specified operators or agencies may furnish Part A when authorized by the consignor. Confirm the actual authorization and hand-off. Do not assume the marketplace or courier generates the entire e-way bill for every order.
These allocation rules depend on how the goods are transported. Confirm who is responsible for the remaining information before dispatch rather than relying on the platform’s involvement alone.
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Keep the required documents with the goods and check validity
The person in charge of the conveyance must carry the applicable invoice, bill of supply or delivery challan, and a copy of the e-way bill or its number. The cited rule permits the copy or number physically or through the specified mapped-device method.
CBIC’s current rules page gives these standard validity periods by distance. Validity runs from the date and time the e-way bill is generated; the rule provides for notified extensions for specified categories.
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| Distance | Validity |
|---|---|
| Less than 100 km | One day |
| 100 km or more, but less than 300 km | Three days |
| 300 km or more, but less than 500 km | Five days |
| 500 km or more, but less than 1,000 km | Ten days |
| 1,000 km or more | Fifteen days |
These are the periods listed in the CBIC rules page; check that page and the applicable rule for any notified extension or special category relevant to the movement.
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Handle cancellation and transport changes before the next movement
If an e-way bill has been generated but the goods are not transported, or the movement differs from the details furnished, the cited rule allows cancellation within 24 hours. A bill already verified in transit cannot be cancelled. If a transporter changes the conveyance, the transporter must generate a new e-way bill before further movement.
Final pre-dispatch checks
- Confirm the actual supplier, GST status, supply type and correct document type.
- Check the invoice or bill of supply against the recipient, goods, quantities, values, tax details and applicable place-of-supply information.
- Determine whether the central e-way bill rule, a state or Union territory rule, or an exception applies to this movement.
- Confirm the consignment value using the applicable valuation basis and resolve any uncertain shipping-charge treatment against current law and the transaction facts.
- Agree who will furnish Part A and Part B, and verify that the e-way bill matches the shipment document and transport details.
- Ensure the person in charge has the required document and e-way bill copy or number, and that the validity period covers the route.
E-commerce registration and related obligations can depend on the seller’s category, supply and statutory provisions. CBIC’s sectoral FAQ discusses operator registration and seller obligations for certain supplies, but amendments and notifications can affect those explanations. Verify the current position for the particular seller rather than applying one marketplace rule to all sellers.
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