E-Way Bill System 2025: Login, Rules, Generation Process & Validity Explained

Introduction

The E-Way Bill system is a critical component of the Goods and Services Tax (GST) framework in India. It ensures seamless transportation of goods while preventing tax evasion. This guide will cover all aspects of the E-Way Bill system in 2025, including login procedures, rules, generation processes, and validity. Whether you are a business owner, transporter, or tax consultant, understanding the E-Way Bill system is crucial for compliance.

What is an E-Way Bill?

An E-Way Bill (Electronic Way Bill) is a mandatory digital document required for transporting goods valued over ₹50,000. It is generated on the GST portal and includes essential details such as:

• Consignor & Consignee Details

• Transporter Information

• Goods Description & Value

The E-Way Bill system ensures GST compliance, prevents tax evasion, and facilitates seamless tracking of goods during transit. It plays a crucial role in ensuring smooth logistics and transparency in business transactions.

How to Log in to the GST E-Way Bill Portal

Logging in to the E-Way Bill Portal on Desktop

1. Visit ewaybill.nic.in.

2. Click on Login at the top-right of the homepage.

3. Enter your Username, Password, and Captcha.

4. Click Login to access your account.

Once logged in, users can generate new E-Way Bills, check the status of existing bills, and manage various settings related to GST compliance.

Logging in to the E-Way Bill Portal on Mobile

1. Open a web browser (Chrome, Safari, Firefox).

2. Go to ewaybill.nic.in.

3. Click Login and enter credentials.

4. Access features such as:

   1. Generate and track E-Way Bills

   2. View reports and manage settings

   3. Cancel or update existing E-Way Bills

Tips for Secure Login:

1. Always use the official portal.

2. Do not share your credentials.

3. Use a secure internet connection.

What to Do If You Forget Your Login Credentials

1. Reset Password: Click on Forgot Password, enter your GSTIN or Transporter ID, and verify via OTP.

2. Recover Login ID: Retrieve it via the GST helpdesk or check your registered email/SMS.

3. Tips:

   1. Use a strong password.

   2. Change it periodically.

   3. Keep credentials confidential.

Step-by-Step Guide to Generate an E-Way Bill

Generating an E-Way Bill involves several steps that ensure accurate documentation of goods movement. The process can be completed via the GST portal, SMS, or API integration.

E-Way Bill Generation on the Portal

1. Log in to the GST E-Way Bill Portal.

2. Click Generate New under the E-Way Bill section.

3. Enter Transaction Details:

   1. Transaction Type (Outward/Inward)

   2. Sub-Type (Sale, Export, Job Work)

   3. Invoice Number & Date

4. Fill in Goods Details:

   1. Product Name & HSN Code

   2. Quantity & Value

   3. Applicable GST Taxes

5. Enter Transporter Details:

   1. Mode of Transport (Road, Rail, Air, Ship)

   2. Transporter Name & ID

   3. Vehicle Number

6. Click Submit to generate a 14-digit E-Way Bill Number (EBN).

This number must be shared with the transporter and accompanying documents for compliance.

SMS-Based E-Way Bill Generation

1. Register your mobile number on the E-Way Bill portal.

2. Send an SMS in the format:

   EWBGEN <GSTIN> <Invoice No.> <Value> <HSN Code> <Mode> <Vehicle No.>

   Example:

   EWBGEN 29ABC1234Z 12345 50000 1001 O KA01AB1234

3. Receive an E-Way Bill Number (EBN) via SMS.

E-Way Bill Generation via API

Large businesses can integrate the E-Way Bill system into their ERP or SCM systems using APIs. This automates bill generation and ensures real-time compliance.

Mandatory E-Way Bill Rules & Compliance

Proper generation and carrying of the E-Way Bill are crucial to avoid penalties and ensure smooth transit of goods.

E-Way Bill Format

Part A (Consignment Details)

• Sold To Details: Name, address, GSTIN, contact number.

• Ship To Details: Name, address, GSTIN, contact number.

• Goods Description: HSN code, quantity, taxable value.

• Value of Goods: Total invoice value.

Part B (Transport Details)

• Transporter Information: Name, transporter number, mode of transport.

• Vehicle Details: Vehicle registration number, estimated distance, expected time of arrival.

Validity of an E-Way Bill

How to Extend Validity:

1. Log in to the E-Way Bill portal.

2. Click Extend E-Way Bill before expiry.

3. Enter Vehicle Number & Reason for Extension (e.g., breakdown, weather delays).

4. Submit the request for approval.

Required Documents for E-Way Bill Generation

• GSTIN (Goods & Services Tax Identification Number)

• Invoice details (Invoice number, date)

• HSN Code (Harmonized System of Nomenclature)

• Consignment Value

• Transporter ID

• Vehicle Number

Penalties for Non-Compliance

1. Fine of ₹10,000 or tax evaded amount (whichever is higher).

2. Additional penalties for repeated offenses.

How to Avoid Penalties

1. Generate E-Way Bills before movement.

2. Ensure correct vehicle and invoice details.

3. Carry copies of the E-Way Bill.

Conclusion

The E-Way Bill system is essential for GST compliance in 2025. By understanding login procedures, generation methods, validity, and penalties, businesses can ensure smooth transportation of goods and avoid legal issues. Using technology for automation and proper documentation will enhance efficiency. Staying updated with regulatory changes and consulting tax professionals can help businesses maintain compliance effortlessly.