How to Generate E Way Bills on the E-Way Bill Portal?

The ewaybill (EWB) portal provides a seamless gateway to generate eWay bills (single and consolidated options), change vehicle number on the already generated EWB , cancel generated EWBs and many more… 

Eway bills in EWB-01 can be generated by any of the following-

1. On the Web
2. Via SMS
3. Through e-Invoicing

This article focuses on the step-by-step process of generating the e-way bills on the e way bill portal (web-based).

Latest GSTN Advisory: Improvements in E-Way Bill System

GSTN issued an advisory on 20 May 2026 regarding two major developments introduced into the e-way bill system. All entities, including taxpayers, transporters, ERP/API providers, and other stakeholder companies, need to be informed of this development and ensure their systems are ready for the changes. Recently, GSTN has extended this deadline to 1st August 2026. Here's the official advisory.

Modification 1: "Ship To GSTIN" becomes mandatory for bill-to/ship-to transactions

Whenever there is a bill-to/ship-to transaction, the "Ship To GSTIN" must be entered as part of the data when generating the e-way bill. If an unregistered person is acting as the consignee, enter "URP" in the Ship To GSTIN field.

Modification 2:Voluntary facility to close e-way bill

A new e-way bill closure facility has been launched by GSTN voluntarily. The user can close an e-way bill after delivering the goods.

Who can close the e-way bill?

The following persons can initiate the closure of the e-way bill:

• Supplier
• Recipient
• Driver/Authorised person having a mobile number for closure

Closure via Portal Login (for registered users)

For suppliers, receivers, and carriers, the option to close their e-way bill via the portal login is available under the 'e-way bill' option. Such users can do e-way bill-wise closure or date-wise closure.

Closure using Mobile Number (for driver or any authorised person)

The closure of an e-way bill via mobile number can be done by using the search function on the e-way bill common portal. The list of all active e-way bills associated with that mobile number will be displayed, and the authorised person can close them from there.

The mobile number can be entered while generating the e-way bill, especially for the purpose of closure. The users can update the mobile number for closure of the e-way bill in case of:

• Vehicle Update
• Consolidated E-way Bill Operation
• Validity Extension

When can you close an e-way bill?

You may close an e-way bill on the same day that delivery is made, or on the succeeding day immediately after.

Closing through API (ERP/API users/system integrators)

NIC has provided the new API changes for your consideration in the Sandbox environment. Deployment to production is planned by 15 June 2026. You will need to obtain the latest API specifications, test in the Sandbox environment, and implement the changes in your systems before deployment to production.

For closing via the API, the following information is needed:

• Number of the E-Way Bill
• Date of Closing
• Remarks

Your action plan

Ensure the Ship To GSTIN is required as a mandatory input for all transactions.

ERP partners, GSPs, ASPs, and systems integrators must familiarise themselves with the updated API specs, complete their sandbox testing, and make all required configuration changes before going live on or before 15 June 2026.

Educate your team on the new rules for data entry and the closure workflow.

Adjust your internal process accordingly.

Prerequisites for e-Way Bill Generation

There are some prerequisites for generating an eway bill (for any method of generation):

1. Registration on the EWB portal
2. The Invoice/ Bill/ Challan related to the consignment of goods must be in hand.
3. If transport is by road – Transporter ID or the Vehicle number.
4. If transport is by rail, air, or ship – Transporter ID, Transport document number, and date on the document.

Steps to generate e-Way Bill on the e-Way Bill portal

Here is a step by step Guide to Generate EWay Bill (EWB-01) online:

Step 1: Login to the eway bill system.

Enter the Username, password and Captcha code, Click on ‘Login’.

Step 2: Click on ‘Generate new’ under ‘E-waybill’ option appearing on the left-hand side of the dashboard.

Step 3: Enter the following fields on the screen that appears:

1. Transaction Type: Select ‘Outward’ if you are a supplier of consignment Select ‘Inward’ if you are a recipient of consignment.
2. Sub-type: Select the relevant sub-type applicable to you: If transaction type selected is Outward, following subtypes appear:

If transaction type selected is Inward, following subtypes appear: Note: SKD/CKD- Semi knocked down condition/ Complete knocked down condition 

3. Document type: Select either of Invoice / Bill/ challan/ credit note/ Bill of entry or  others if not Listed

4. Document No. : Enter the document/invoice number

5. Document Date: Select the date of Invoice or challan or Document.

Note: The system will not allow the user to enter the future date.

6. From/ To: Depending on whether you are a supplier or a recipient, enter the To / From section details.

Note: If the supplier/client is unregistered, then mention ‘URP’ in the field GSTIN, indicating that the supplier/client is an ‘Unregistered Person’.

7. Ship To GSTIN (for bill-to/ship-to transactions): Enter the GSTIN of the actual ship-to party. Enter "URP" if the consignee is unregistered. (now mandatory as per GSTN advisory dated 20 May 2026)

8. Item Details: Add the details of the consignment (HSN code-wise) in this section:

1. Product name
2. Description
3. HSN Code
4. Quantity,
5. Unit,
6. Value/Taxable value
7. Tax rates of CGST and SGST or IGST (in %)
8. Tax rate of Cess, if any charged (in %)

Note: On the implementation of Eway bills, Based on the details entered here, corresponding entries can also be auto-populated in the respective GST Return while filing on the GST portal. 

9. Transporter details: The mode of transport(Road/rail/ship/air) and the approximate distance covered (in KM) needs to be compulsorily mentioned in this part. Apart from above, either of the details can be mentioned:

1. Transporter name, transporter ID, transporter Doc. No. & Date; or

2. Vehicle number in which consignment is being transported

Format: AB12AB1234 or AB12A1234 or AB121234 or ABC1234.

Step 4: Click on ‘Submit’. The system validates data entered and throws up an error if any.

Otherwise, your request is processed and the eway bill in Form EWB-01 form with a unique 12 digit number is generated.

The eway bill generated looks like this:

Print and carry the eway bill for transporting the goods in the selected mode of transport and the selected conveyance.

Step 5 (New): Close e-way bill after the delivery

Once the consignment reaches the destination, you can optionally close the e-way bill to indicate the delivery is complete.

Option A: Using the portal (applicable for logged-in users)

• Log in to the EWB portal and navigate to the e-way bill tab.
• Select an option for e-way bill closure.
• Close using e-way bill number or generate date.
• Confirm and submit.

Option B: Using mobile number (applicable for driver/authorised person)

• Navigate to the Search tab on the e-way bill common portal.
• Enter the mobile number registered while generating the e-way bill.
• All active e-way bills will get listed against this mobile number. Select the e-way bill which needs to be closed.
• The closure should take place on the delivery date or the next day after the delivery date.

Option C: Using API (applicable for ERP/systems integrator)

Submit the details of the e-way bill number, closure date and remarks using the closure API. NIC has provided API updates in the sandbox portal. Release in production will be effective on or before 15 June 2026.

You can print the eway bill anytime as follows:

Step-1: Click on ‘Print EWB’ sub-option under ‘e-Waybill’ option

Step-2: Enter the relevant eway bill number -12 digit number and click on ‘Go’

Step-3: Click on ‘Print’ or ‘detailed print’ button on the EWB that appears:

ClearTax offers a wide range of services in GST compliances such as Invoicing, Preparation and filing of returns and the latest addition to this list is preparing and generating ‘E-Way Bill’. ClearTax EWayBill helps you:

• Avoid multiple login for separate States & Branch level Access control by providing users with a centralised login for EWB generation
• Accurately estimate distance for e-way bill validity via inbuilt distance calculator with an option to edit also
• Bulk update Transporter details for the documents issued without punching data again
• Avoid errors through in-built validations, improved User experience and Intelligent Reports

For Further Reading and Understanding on E-Way Bill:

1. How to Generate, Modify or Delete E-Way Bill using SMS?
2. What are Consolidated eway bills and how to generate the same?