If your business regularly transports goods, generating e-way bills can become another task for the accounts and dispatch teams. The invoice may already be created in your accounting system, but the transportation details still need to be entered into the GST e-way bill system.
Zoho Books E-Way Bill module brings this process into the accounting workflow. Once the required setup is completed, businesses can generate e-way bills from Zoho Books using information from invoices, credit notes and delivery challans.
Zoho Books E-Way Bill module also provides options to manage existing e-way bills, update transportation information, extend validity, cancel e-way bills and associate e-way bill numbers generated outside Zoho Books.
This can be particularly useful for businesses that generate e-way bills regularly and want to avoid entering the same transaction information separately on the GST portal.
The important point is that Zoho Books does not change the GST rules governing when an e-way bill is required. It provides the tools to manage the process more conveniently from the accounting system.
What Is Zoho Books E-Way Bill Module?
Zoho Books E-Way Bill Module is a feature that allows businesses to create and manage e-way bills from within Zoho Books.
The feature can be used with several types of transactions, including:
- Invoices
- Bills of Supply
- Credit Notes
- Delivery Challans
The relevant transaction information can be used while preparing the e-way bill, reducing the need to enter the same details again.
Zoho Books also maintains the e-way bill status and validity information within the system after an e-way bill has been generated. For businesses already using Zoho Books for invoicing, this creates a more connected workflow between billing and transportation documentation.
What Does Zoho Books Do for E-Way Bills?
The main advantage of Zoho Books E-Way Bill is that businesses can manage much of the process from the same system where they create their invoices.
Depending on the transaction and configuration, Zoho Books can help businesses:
- Identify transactions requiring an e-way bill based on the configured threshold.
- Create an e-way bill from a transaction.
- Enter transportation and Part B details.
- Generate the e-way bill through the connected GST e-way bill system.
- View e-way bill status and validity.
- Cancel an e-way bill.
- Regenerate a cancelled e-way bill.
- Extend the validity period.
- Associate an e-way bill generated externally with a Zoho Books transaction.
- Fetch updated e-way bill details from the GST portal.
- Download or print e-way bills.
This makes Zoho Books more than simply an invoicing system when it comes to managing the movement of goods.
Does Zoho Books Automatically Generate an E-Way Bill?
Not every invoice created in Zoho Books becomes an e-way bill automatically.
The business first needs to enable the e-way bill feature and complete the required connection with the GST e-way bill system. Zoho Books can then identify transactions that meet the configured threshold and make them available for e-way bill generation. The actual e-way bill is generated only when the required information is available and the user completes the generation process.
This distinction is important because creating an invoice and generating an e-way bill are two separate steps.
How to Set Up Zoho Books E-Way Bill
The initial setup involves connecting Zoho Books with the GST e-way bill system.
The broad process is:
Enable E-Way Bills → Register Zoho Corporation as GSP → Connect Zoho Books → Configure the Threshold → Start Generating E-Way Bills
Let’s look at these steps.
Step 1: Enable E-Way Bills in Zoho Books
Before generating an e-way bill, the feature needs to be enabled in the organisation.
In Zoho Books, go to:
Settings → Organisation Settings → E-Way Bills under Taxes & Compliance
The e-way bill module can then be enabled from the relevant settings page. Once enabled, the e-way bill functionality becomes available within Zoho Books.
Step 2: Register Zoho Corporation as the GSP
To generate e-way bills directly from Zoho Books, the organisation needs to register Zoho Corporation as its GST Suvidha Provider (GSP) on the e-way bill system.
This is a one-time registration.
The process is completed through the GST e-way bill portal. The user logs into the e-way bill system, goes to the GSP registration option, verifies the registered mobile number using an OTP and adds Zoho Corporation as the GSP.
Once this registration is completed, Zoho Books can be connected to the e-way bill portal using the relevant credentials.
Step 3: Connect Zoho Books With the E-Way Bill Portal
After the GSP registration, the organisation can connect Zoho Books with the e-way bill portal.
In Zoho Books, the connection is available under:
Settings → Organisation Settings → E-Way Bills
The organisation enters its GSTIN and the credentials used while registering Zoho Corporation as the GSP and then validates the connection.
Once the connection is successful, e-way bills can be generated directly from Zoho Books.
This is generally a one-time setup rather than something that needs to be repeated for every e-way bill.
Configuring the E-Way Bill Threshold
The e-way bill threshold for intra-state transactions can vary between States and Union Territories.
Zoho Books therefore allows the organisation to configure the applicable threshold for its GSTIN. For inter-state transactions, the applicable central GST rules determine the threshold. This is particularly useful for businesses operating in more than one State because the threshold applicable to one GST registration may not necessarily be the same as that applicable elsewhere.
The threshold configuration should therefore be checked carefully during setup.
Generating an E-Way Bill From Zoho Books
Once the e-way bill setup is complete, generating an e-way bill from Zoho Books is fairly straightforward.
The process starts with the transaction rather than with a separate e-way bill form. For example, if an invoice requires an e-way bill, the user can open the invoice and select the option to generate an e-way bill. Zoho Books uses the information already available in the transaction and then asks for the transportation details required to complete the e-way bill.
This avoids entering the invoice details again on the GST e-way bill portal.
What Information Is Required to Generate an E-Way Bill?
The information required will depend on the transaction and mode of transportation.
The invoice or other underlying document provides much of the information automatically. The user may then need to provide transportation-related details such as:
- Mode Of Transport
- Transporter Details
- Transport Document Number
- Vehicle Number
- Distance
- Other Applicable Transport Information
For road transportation, the vehicle number is particularly important because it forms part of the Part B information.
The information should be checked before generating the e-way bill. Zoho Books can transfer information from the transaction, but the business remains responsible for ensuring that the underlying information is correct.
Generating an E-Way Bill From an Invoice
For an invoice that requires an e-way bill, the user can open the invoice and select the relevant e-way bill option.
Zoho Books displays the information available from the invoice and allows the required transportation details to be entered. After the details have been reviewed, the e-way bill can be generated through the connected GST e-way bill system. Once successful, the e-way bill number and related information are associated with the transaction in Zoho Books.
This makes it easier for the accounts team to identify which invoices have already been processed for e-way bills.
Can E-Way Bills Be Generated for Delivery Challans?
Yes. Zoho Books supports e-way bill generation for delivery challans as well as invoices and other supported transactions.
This is useful because not every movement of goods takes place against a sales invoice. Goods may be sent for job work, repairs, testing or other business purposes where a delivery challan is the appropriate document.
The underlying GST requirement should first be established, after which the relevant document in Zoho Books can be used to generate the e-way bill.
Can Zoho Books Generate E-Way Bills for Bills of Supply and Credit Notes?
Zoho Books supports e-way bill workflows for supported transaction types beyond standard invoices.
Where an e-way bill is required for a particular movement, the relevant transaction can be used to initiate the e-way bill process from Zoho Books. The exact applicability depends on the GST rules and the nature of the movement. Zoho Books provides the functionality to generate the document; it does not determine the legal requirement for every transaction.
This distinction is useful when configuring the process because the accounts team should first identify which types of transactions require e-way bills.
What Happens After the E-Way Bill Is Generated?
Once the e-way bill is successfully generated, Zoho Books records the e-way bill number and relevant details against the transaction.
The user can then view information such as the e-way bill number, status and validity period from within Zoho Books. This provides a useful connection between the accounting transaction and its transportation documentation.
The business can also print or download the e-way bill where required.
Can You Generate an E-Way Bill in Zoho Books for an E-Way Bill Created Elsewhere?
Yes. There may be situations where an e-way bill has already been generated outside Zoho Books. For example, a transporter may have generated the e-way bill, or the business may have used the GST portal directly.
Zoho Books allows businesses to associate an externally generated e-way bill with the relevant transaction. This is useful for businesses where responsibility for e-way bill generation is shared between the accounts team and transporters. It also avoids creating a second e-way bill simply because the transaction is recorded in Zoho Books.
Updating Vehicle Details
Transportation arrangements can change after an e-way bill has been generated. For example, a vehicle may break down or goods may be transferred to another vehicle during transit.
Zoho Books provides functionality to update the relevant transportation details for supported e-way bills. The updated information is then reflected in the e-way bill system.
Businesses should make sure that vehicle changes are updated promptly rather than relying on the original vehicle information after the goods have been transferred.
Can an E-Way Bill Be Cancelled From Zoho Books?
Yes. Zoho Books allows eligible e-way bills to be cancelled from within the application, subject to the applicable GST rules and cancellation period.
Cancellation may be required when the movement of goods does not take place or when the original e-way bill needs to be withdrawn. The cancellation should be completed within the permitted period. An e-way bill that has already been verified by a tax officer cannot simply be cancelled through the normal cancellation process.
Zoho Books therefore makes the cancellation process easier to manage, but the business still needs to follow the applicable GST requirements.
Can the Validity of an E-Way Bill Be Extended?
In appropriate circumstances, the validity of an e-way bill may need to be extended. For example, transportation may be delayed because of circumstances beyond the control of the transporter.
Zoho Books provides functionality to extend the validity of an e-way bill where the applicable conditions are met. The request needs to be made in accordance with the GST e-way bill rules and within the relevant time period.
Businesses should therefore monitor the validity of e-way bills, particularly when goods are travelling long distances or when transportation delays are common.
Can Zoho Books Generate E-Way Bills in Bulk?
For businesses generating a large number of e-way bills, generating them individually can still involve considerable administrative work.
Zoho Books provides options for handling e-way bills in bulk for supported transactions, which can be useful for businesses with regular dispatches. Bulk processing can reduce repetitive work, particularly where several invoices are ready for dispatch at the same time.
However, businesses should still have appropriate checks before generating e-way bills in bulk. An error in the underlying invoice or transportation information can otherwise affect multiple transactions.
Viewing and Tracking E-Way Bills in Zoho Books
One of the useful aspects of keeping e-way bills within Zoho Books is that the accounts team can track them alongside the underlying transactions.
Instead of maintaining a separate spreadsheet containing e-way bill numbers, users can refer back to the relevant invoice or transaction in Zoho Books.
This can make it easier to answer questions such as:
- Has The E-Way Bill Been Generated?
- What Is The E-Way Bill Number?
- Is It Still Valid?
- Which Vehicle Is Associated With The Movement?
- Has The E-Way Bill Been Cancelled?
For businesses with a large number of dispatches, having this information connected to the accounting record can make follow-up considerably easier.
Advantages of Using Zoho Books E-Way Bill Module
The biggest advantage is the connection between invoicing and e-way bill generation.
Some of the practical benefits include:
Less Duplicate Data Entry
Invoice information is already available in Zoho Books, reducing the need to enter the same details again on the GST portal.
Connected Transaction Records
The e-way bill remains associated with the relevant invoice, delivery challan or other transaction.
Easier Tracking
Users can view e-way bill details from the accounting system rather than maintaining separate records.
Simpler Transportation Updates
Vehicle and other transportation details can be updated through the connected workflow where supported.
Better Integration With Invoicing
Businesses can incorporate e-way bill generation into their normal invoice and dispatch process.
Useful for Regular Dispatches
Businesses generating e-way bills frequently can benefit more from an integrated workflow than from manually generating every e-way bill on the GST portal.
Zoho Books E-way Bill Module: Limitations to Keep in Mind
Zoho Books can simplify the process, but there are still some things businesses need to manage themselves.
- First, the business needs to determine whether an e-way bill is actually required. The software does not replace the need to understand the GST rules applicable to the transaction.
- Second, the quality of the output depends on the information maintained in Zoho Books. Incorrect GSTINs, invoice details, vehicle numbers or other information can result in problems even when the software connection is working correctly. There can also be situations where the GST e-way bill system or connectivity is temporarily unavailable. An integrated accounting system cannot eliminate issues originating outside the accounting application.
- Finally, businesses using multiple transporters or different processes for different locations need to establish clear responsibility for generating and updating e-way bills.
Using Zoho Books E-Way Bill Module vs Generating E-Way Bills Directly on the GST Portal
Both approaches ultimately use the GST e-way bill system. The main difference is where the business starts the process. With the GST portal, the user enters the relevant transaction and transportation information directly into the e-way bill system.
With Zoho Books, the business starts with the accounting transaction and uses the connected integration to submit the required information. For businesses already using Zoho Books, the second approach can be more convenient because the invoice information is already available.
For a business generating only a few e-way bills, the difference may not be significant. For businesses generating hundreds of transactions, avoiding repeated data entry can make the integration much more valuable.
Is Zoho Books E-Way Bill Module Right for Your Business?
Zoho Books E-Way Bill Module is likely to be most useful for businesses that already use Zoho Books for invoicing and regularly transport goods.
It can be particularly helpful where:
- The Business Generates E-Way Bills Regularly.
- The Accounts Team Also Handles Invoicing.
- Multiple Invoices Are Dispatched Every Day.
- The Business Wants E-Way Bill Details Linked to Its Accounting Records.
- Transport Information Changes During Transit.
- The Business Wants To Reduce Manual Data Entry.
For businesses that rarely transport goods, generating an occasional e-way bill directly through the GST portal may be perfectly adequate.
The benefit of Zoho Books e-way bill module becomes more apparent when e-way bill generation is a regular part of the business’s invoicing and dispatch process.
Common Mistakes When Using Zoho Books E-Way Bill
Even with an integrated system, some basic mistakes can cause problems.
A few common ones include:
- Generating The E-Way Bill Before Confirming The Transportation Details.
- Entering An Incorrect Vehicle Number.
- Not Updating Vehicle Details After A Change.
- Using Incorrect Customer GST Information.
- Generating An E-Way Bill For The Wrong Transaction.
- Forgetting To Cancel An Unused E-Way Bill.
- Not Monitoring The Validity Period.
- Assuming That Every Invoice Automatically Requires An E-Way Bill.
- Giving E-Way Bill Permissions To Users Who Do Not Need Them.
A simple review before generation can prevent most of these problems.
Frequently Asked Questions About Zoho Books E-Way Bill
Can I generate an e-way bill directly from Zoho Books?
Yes. Once the e-way bill feature has been enabled and Zoho Books has been connected with the GST e-way bill system, eligible transactions can be used to generate e-way bills from Zoho Books.
Does Zoho Books automatically generate an e-way bill for every invoice?
No. E-way bill generation depends on the applicable GST requirements and the configuration of the organisation. Creating an invoice does not automatically mean that an e-way bill has been generated.
Can I generate an e-way bill from a delivery challan in Zoho Books?
Yes. Zoho Books supports e-way bill generation for supported delivery challans where an e-way bill is required for the movement.
Can I update vehicle details in Zoho Books?
Yes. Supported e-way bills can be updated with relevant transportation information, including vehicle details, where permitted.
Can I cancel an e-way bill from Zoho Books?
Yes. Zoho Books provides an option to cancel eligible e-way bills, subject to the applicable GST rules and time limits.
Can I extend an e-way bill from Zoho Books?
Yes, where extension is permitted under the applicable rules, Zoho Books provides functionality to extend the validity of an e-way bill.
Can I link an e-way bill generated by a transporter to Zoho Books?
Yes. An e-way bill generated outside Zoho Books can be associated with the relevant transaction in Zoho Books.
Does Zoho Books replace the GST e-way bill portal?
No. Zoho Books connects with the GST e-way bill system and allows businesses to manage the process from their accounting software. The underlying GST requirements continue to apply.
Is Zoho Books E-Way Bill Module useful for small businesses?
It depends on the volume of transactions. A business generating only a few e-way bills may find the GST portal sufficient, while businesses with regular dispatches can benefit more from an integrated workflow.
Conclusion
Zoho Books E-Way Bill Module is primarily useful because it brings e-way bill generation closer to the invoicing process.
Instead of creating an invoice in Zoho Books and then entering the same information separately on the GST e-way bill portal, businesses can use the information already available in their accounting system and provide the additional transportation details required for the e-way bill. The integration also provides a convenient way to track e-way bill numbers, validity, vehicle information and other details alongside the underlying transactions.
However, the software does not replace the business’s responsibility to determine whether an e-way bill is required or to ensure that the information submitted is correct. For businesses already using Zoho Books and regularly moving goods, the integration can reduce repetitive work and make the dispatch process easier to manage. For businesses that generate only occasional e-way bills, the benefits may be less significant.
The right approach ultimately depends on the volume of transactions and how the business manages its invoicing and logistics processes.
Need Help Setting Up Zoho Books E-Way Bill?
Setting up Zoho Books E-Way Bill involves more than simply switching on the feature. GST configuration, GSP registration, user permissions, transaction workflows and transportation processes all need to work together.
We can help businesses configure Zoho Books E-Way Bill, review the invoicing and dispatch workflow, and integrate e-way bill generation into their existing accounting processes.
If you are already using Zoho Books or are considering moving to it, we can help you determine whether the e-way bill integration is appropriate for your business and configure it accordingly.