Free E-Way Bill Format to Stay Compliant
Download a ready-to-use E-Way Bill format to prepare supplier, buyer, goods, GST, and transport details before generating the official E-Way Bill. BUSY's free E-Way Bill format gives you a structured template in Excel, PDF, and Word. You can fill supplier details, buyer details, goods information, tax breakup, and transport details before generating the official E-Way Bill on the NIC portal.
This E-Way Bill format is useful for business owners, accountants, dispatch teams, and transporters who need a simple format for preparing E-Way Bill details without missing key fields.
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What is an E-Way Bill?
An E-Way Bill, or Electronic Way Bill, is a GST document required for the movement of goods when the consignment value crosses the prescribed limit. It is generated electronically on the NIC E-Way Bill portal and must be available during goods movement.
E-Way Bills are generally required for inter-state movement, intra-state movement where applicable, stock transfers, job work movement, sales returns, purchase returns, and other movement of goods above ₹50,000.
The E-Way Bill helps match goods in transit with invoice, challan, GSTIN, HSN code, value, and transport details.
Who Is Responsible for Generating the E-Way Bill?
| Scenario | Who Usually Generates It |
|---|---|
| Supplier dispatches goods | Supplier or transporter |
| Buyer arranges transport | Recipient or buyer |
| Transporter moves goods not covered by supplier | Transporter |
| Goods moved by an unregistered person to a registered recipient | Registered recipient |
The responsibility depends on who causes the movement of goods and whether the supplier, recipient, or transporter is registered under GST.
When Is an E-Way Bill Mandatory?
An E-Way Bill is generally required when the consignment value exceeds ₹50,000. This may apply to:
- Tax invoice
- Bill of supply
- Delivery challan
- Stock transfer
- Branch transfer
- Job work movement
- Sales return or purchase return
Some states may prescribe different limits for intra-state movement. Certain notified goods or movement types may also require an E-Way Bill even when the value is below ₹50,000.
E-Way Bill is generally not required for goods moved by non-motorised vehicles, specified exempt goods, empty cargo containers, defence ministry goods movement, and other cases notified under GST rules.
E-Way Bill Format - Part A and Part B Explained
An E-Way Bill has two main parts. Part A captures goods and transaction details. Part B captures vehicle and transport details.
Part A - Goods and Transaction Details
| Field | Description |
|---|---|
| GSTIN of Supplier | 15-digit GSTIN of the consignor |
| Place of Dispatch | Pin code of the dispatch location |
| GSTIN of Recipient | 15-digit GSTIN of the buyer or consignee |
| Place of Delivery | Pin code of the delivery location |
| Document Number | Invoice, bill of supply, or delivery challan number |
| Document Date | Date of invoice, bill, or challan |
| Value of Goods | Taxable value or consignment value |
| HSN Code | HSN code of the goods |
| Reason for Transport | Supply, export, job work, return, branch transfer, etc. |
Part B - Vehicle and Transporter Details
| Field | Description |
|---|---|
| Vehicle Number | Registration number of the vehicle |
| Transport Mode | Road, rail, air, or ship |
| Transporter ID | GSTIN or transporter ID, where applicable |
| Lorry Receipt Number | LR or GR number for road transport |
| Transport Document Date | Date of the transport document |
Part A can be filled first. Part B must usually be updated before goods movement. Without Part B, the document may remain only a Part A slip and may not be valid for movement, except in limited cases allowed under GST rules.
E-Way Bill Validity
E-Way Bill validity depends on distance and cargo type.
| Normal Cargo | Over-Dimensional Cargo |
|---|---|
| Valid for 1 day for up to 200 km | Valid for 1 day for up to 20 km |
| 1 additional day for every additional 200 km or part thereof | 1 additional day for every additional 20 km or part thereof |
Validity starts when the first Part B entry is made. If goods cannot reach the destination within the validity period due to accident, natural calamity, law and order issue, or transhipment delay, the transporter can request an extension on the portal within the permitted time.
What's Included in This E-Way Bill Format?
Editable Format - Excel, PDF, and Word
Use Excel for editable calculations, PDF for printing, and Word for basic customisation.
GST-Compliant Field Structure
The template includes key Part A and Part B fields required for preparing E-Way Bill details.
Goods Details Table
Add product description, HSN code, quantity, unit, taxable value, GST rate, CGST, SGST/UTGST, and IGST.
Transport Details Section
Add transport mode, vehicle number, transporter ID, LR number, and transport document date.
Print-Ready Layout
The format is easy to print, share with transporters, or use as a reference while generating the official E-Way Bill.
How to Use the E-Way Bill Format
Download the Format
Download Excel, PDF, or Word format based on your editing or printing needs.
Enter Part A Details
Enter supplier and recipient GSTIN, invoice details, HSN code, value, tax rate, reason.
Fill Part B Details
Fill vehicle number, transport mode, transporter ID, LR/GR number, and transport document date.
Verify the Details
Verify GSTIN, HSN code, invoice value, dispatch place, delivery place, and vehicle details carefully.
Generate on NIC Portal
Use completed template as reference to generate official E-Way Bill on NIC portal.
How to Generate an E-Way Bill on the NIC Portal
Log In to the Portal
Log in to the NIC E-Way Bill portal using GST credentials.
Select Generate New
Go to E-Way Bill and select Generate New.
Select Transaction Type
Select transaction type, such as outward or inward.
Select Sub-Type
Select sub-type, such as supply, export, job work, return, or branch transfer.
Fill Part A
Fill Part A using invoice or challan details.
Fill Part B
Fill Part B using vehicle and transporter details.
Submit the Form
Submit the form to generate the E-Way Bill number.
Print or Share
Print or share the generated E-Way Bill with the driver or transporter.
Sample E-Way Bill - Filled Example
| Field | Sample Value |
|---|---|
| E-Way Bill Number | 331400XXXXXXXXXX |
| Generated Date | DD/MM/YYYY |
| GSTIN of Supplier | 07AAACB2230M1Z3 |
| GSTIN of Recipient | 29AAACK1543N1ZX |
| Place of Dispatch | Delhi - 110001 |
| Place of Delivery | Bengaluru - 560001 |
| Document Number | INV/00547 |
| HSN Code | 8471 |
| Product | Laptops 15.6 inch |
| Quantity | 10 Units |
| Taxable Value | ₹80,000 |
| GST Rate | 18% |
| IGST | ₹14,400 |
| Total Invoice Value | ₹94,400 |
| Transport Mode | Road |
| Vehicle Number | DL 1C 1234 |
| Distance | 2,150 km |
| Validity | 11 Days |
E-Way Bill vs E-Invoice vs Delivery Challan
| Document | Purpose | When It Is Used |
|---|---|---|
| E-Way Bill | Tracks movement of goods in transit | Goods movement above the prescribed limit |
| E-Invoice | Digitally authenticated tax invoice registered on IRP | Eligible B2B and notified transactions |
| Delivery Challan | Document for movement without tax invoice | Job work, approval, branch transfer, or non-sale movement |
If an e-invoice is generated, Part A details of the E-Way Bill may be auto-populated from invoice data. Part B still needs vehicle or transport details before goods movement.
Penalty for Not Carrying an E-Way Bill
| Offence | Possible Impact |
|---|---|
| Goods moved without E-Way Bill | Penalty may apply |
| Incorrect E-Way Bill details | Goods and vehicle may be checked or detained |
| Expired E-Way Bill during transit | Movement may be questioned |
| Missing invoice or transport document | Detention or additional verification may apply |
For taxable goods moved without required documents, penalty can be ₹10,000 or the tax sought to be evaded, whichever is higher. Goods and vehicle may also be detained until the issue is resolved.
How to Cancel an E-Way Bill
An E-Way Bill can be cancelled within 24 hours of generation if the goods have not been verified in transit by a tax officer. Cancellation may be needed when goods were not dispatched, wrong details were entered, the order was cancelled, or movement did not take place.
To cancel an E-Way Bill, log in to the NIC E-Way Bill portal, open the cancellation option, enter the E-Way Bill number, select the reason, and submit the request.
Benefits of Using BUSY for E-Way Bill Generation
E-Way Bill Generation
Generate E-Way Bills directly from invoice data, reducing manual work and errors.
GSTIN and Invoice Details
Automatically pulls GSTIN and invoice details directly from accounting records.
Part B Update
Faster transport and vehicle detail updates using system-driven data flow.
Bulk Generation
Supports creation of multiple E-Way Bills for multiple invoices efficiently.
Error Reduction
Minimizes manual entry mistakes through structured and validated data flow.
E-Invoice Integration
Automatically links E-Invoice data with E-Way Bill workflow for consistency.
Reporting Integration
Connects dispatch, billing, and accounting records in a single system view.