10 Common Mistakes to Avoid While Generating an e-Way Bill

The digital world has revolutionised the way we handle and monitor our business logistics, and the e-way bill is one such element that has made the movement of goods in India quite easy. It is a system that is created to guarantee transparency and adherence to the GST regulations. Have you ever asked yourself whether you are doing everything as required when generating your e-way bill? Perhaps you have made a mistake, or you have even received a notice from the GST authorities. 

In this blog, we will take you through some of the most common e-way bill errors and how you can prevent them. 

Importance of E-Way Bill in 2025 

To put it simply, it is an electronic document that is needed in the transfer of goods above ₹50,000. It is a requirement of both inter-state and intra-state movement of goods within the Goods and Services Tax (GST) regime. The e-way bill will help in ensuring that goods in transit are being declared properly, hence eliminating fraud and collection of taxes.

Now, let us see the top 10 mistakes you should avoid when generating an e-way bill.

1. Incorrect PIN Code Details

Have you ever made a mistake in the pin-to-pin distance when generating your e-way bill? It is one of the most common errors, but it may cause severe consequences. The origin-destination distance should be correct. Incorrect pin code information may attract a penalty or even rejection of your e-way bill.

Solution: You can use a pin-to-pin distance calculator to calculate an accurate pin-to-pin distance. 

2. Ignoring the Validity of e-Way Bill

The e-way bill is valid depending on the distance. It is valid for one day per 200 kilometres, and after this, you might have to renew it. Most companies fail to monitor the expiry of an e-way bill when in transit. In case your e-way bill expires before delivery to the destination, the goods may be detained.

Solution: Monitor the validity of e-way bills and renew where necessary. This minor effort will help you avoid unnecessary penalties or scrutiny. 

3. Forgetting to Generate an e-Way Bill Altogether

Imagine you are in a hurry, the consignment is urgent, and somehow you forget to generate an e-way bill. Sound familiar? It is like leaving your passport behind before boarding an overseas flight. Your goods cannot legally move without an e-way bill, and you may be penalised or delayed at checkpoints.  

Example: One of the owners of a small business in Mumbai posted on a logistics forum that they had sent a delivery of products worth 2 lakh rupees without an e-way bill, and it was detained at a checkpoint in Gujarat. The result? A hefty fine and a three-day delay.  

Solution: Use accounting software like Munim Accounting & Billing, which now integrates e-way bill generation directly into their platforms, so that it never slips out of your mind. 

4. Failing to Enter the Correct HSN Code

The Harmonised System of Nomenclature (HSN) code is very important when you are generating your e-way bill. The HSN code assists in the classification of goods against GST; however, incorrect use of the code might result in compliance problems. When creating e-way bills, businesses tend to input wrong HSN codes, a move that may provoke penalties.

Solution: You must never miss verifying the HSN code of your goods. The right code will mean the goods will be under the right classification as per the GST regulations.

5. Forgetting to generate the e-Way Bill in Advance

Some companies wait until the last minute to prepare the e-way bill. However, waiting until the goods are ready to ship can result in errors, wrong entries and missed deadlines. The e-way bill is to be prepared prior to the movement of goods.

Solution: Generate e-way bills beforehand to save you the last-minute hassle. This provides you with ample time to go through all the information before settling on it.

6. Missing Out on Transporter Details

The other most common error in generating e-way bills is failing to fill in the details of the transporter. One of the important information that should be contained in the e-way bill is the transporter GSTIN and the vehicle number. Without these details, the e-way bill will become invalid.

Solution: Make sure you enter the right details of the transporter before issuing the bill.

7. Incorrectly Entering the Invoice Details

It is one of the errors that most companies do not take into consideration. In case one of your invoice’s information (e.g value of goods) is faulty, it may cause discrepancies in the inspection. This may not only slow down the delivery but may also result in a penalty.

Solution: Before creating the e-way bill, it is always advisable to check the details of the invoice, such as the value, quantity and nature of goods.

8. Ignoring the GST Compliance Software

Depending on the manual system, it might create more errors in e-way bill generation. Manual systems could suit smaller firms; however, this system is prone to human error, particularly in shipping multiple consignments per day. 

Solution: Invest in reliable accounting software that can automate the e-way bill generation process. Software such as Munim Accounting and Billing software can assist you in making this process efficient and cause a minimum of human error.

9. Ignoring State-Specific Rules

Believe it or not, not all states are the same in terms of e-way bills. As an example, Goa requires e-way bills for only notified goods. You process the shipment without an e-way bill, thinking that your goods do not come under the notified goods. However, in reality, it does come under notified goods and requires an e-way bill. These laws should be followed because a violation may cause an unforeseen fine.  

Solution: Ensure that you comply with the GST regulations in the destination state prior to creation of your e-way bill. 

10. Generating Multiple e-Way Bills for a Single Consignment

The question is, why would anyone create more than one e-way bill for a single consignment? It commonly occurs when companies divide the shipments between vehicles and fail to combine them on a single bill. This may mislead authorities and result in penalties due to duplicate bills.  

Solution: In case your consignment is fragmented into different vehicles, create an e-way bill containing Part B of the e-way bill form for each vehicle.

Final Words 

Creating an e-way bill may sound like an easy task, yet, as you can imagine, it needs attention to detail. Avoiding the mistakes we have addressed, you will not only facilitate your logistics but you will also make sure that you are in compliance with GST regulations.

Therefore, the next time you are going to create an e-way bill, make sure you check all the information twice. It will prevent errors and fines. And even if you are not using accounting software, now it may be time to consider it! We recommend that you consider subscribing to Munim Accounting and Billing software for accounting, as well as to generate e-way bills in such a way that there is less chance of errors, as most of the details come pre-filled.