How to generate an e-invoice with simple steps

Get step-by-step guidance on generating an e-invoice effortlessly and reap GST e-invoicing benefits.
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4 min
08-May-2024

What is an e-invoice?

An e-invoice, or electronic invoice, is a systematised digital invoice format used for a streamlined exchange between a seller and a buyer through an electronic medium. Unlike traditional paper-based invoicing, an e-invoice is generated, transmitted, received, processed, and stored digitally, which significantly speeds up the entire billing process. This digital transformation ensures greater accuracy, immediate delivery, and substantial cost reductions in document handling.

Under the goods and services tax (GST) system in India, e-invoicing has become a regulatory requirement for businesses exceeding a certain turnover threshold. This system aims to curb tax evasion by enabling the pre-validation of invoices on a centralised government portal, which then authenticates these invoices with a unique identification number. Once authenticated, the invoice details are available in real-time to both the business and the tax authorities, thereby enhancing the transparency and efficiency of tax administration.

How to generate an e-invoice?

Generating an e-invoice involves a standardised digital process facilitated by the integration of business software systems with the government's GST portal. This process is designed to ensure that all invoices comply with the GST framework and facilitate smoother tax administration. Here are the general steps to generate an e-invoice:

  1. Invoice creation: The seller prepares the invoice using their enterprise resource planning (ERP) software. This invoice includes all standard transaction details such as supplier and buyer information, goods or services provided, prices, tax rates, and total tax due.
  2. Data conversion: The invoice data is then converted into a JSON format, which is the prescribed format for uploading on the invoice registration portal (IRP).
  3. Uploading data: The JSON file is uploaded to the IRP. The portal can be accessed directly or through integrated GST Suvidha Providers (GSPs).
  4. IRN generation: Once uploaded, the IRP generates an invoice reference number (IRN), digitally signs the invoice, and adds a QR code that contains vital details of the invoice.
  5. E-invoice issuance: The digitally signed invoice with the IRN and QR code is sent back to the ERP software. The seller can then issue this e-invoice to the buyer.

This process ensures that e-invoices are not only standardised according to GST regulations but are also verifiable and secure, reducing the chances of fraud and improving compliance.

Steps to generate an e-invoice

  1. Invoice preparation: Compile all necessary details like customer information, billing details, and transaction descriptors.
  2. Data upload: Transfer the compiled invoice data to the GST or Invoice Registration Portal.
  3. IRN generation: The portal generates an invoice reference number (IRN) to identify each invoice uniquely.
  4. Digital signature: Authenticate the invoice with a digital signature from the GST portal.
  5. QR code addition: A QR code containing key transaction details is attached for quick verification.

Benefits of GST E-invoicing

GST e-invoicing introduces several advantages that streamline business operations and enhance compliance with tax regulations. Here are the key benefits:

  • Error reduction: Automating the invoice process minimises human errors in data entry and calculations, ensuring accuracy in financial records and tax filings.
  • Faster payment cycles: E-invoices facilitate quicker verification and reconciliation of transactions between businesses, leading to faster approval and payment cycles.
  • Improved efficiency: The integration of e-invoicing with ERP systems automates and speeds up the entire billing process, from creation to archiving, saving time, and reducing administrative burdens.
  • Enhanced transparency: Real-time tracking of invoices helps businesses and tax authorities monitor transactions more effectively, increasing transparency and aiding in better tax compliance.
  • Cost savings: Reducing the need for paper-based processes cuts down on printing and storage costs, contributing to overall cost efficiency.
  • Fraud prevention: With unique identification numbers and QR codes, e-invoices are less prone to tampering, helping prevent fraud and ensuring authenticity.

These benefits collectively contribute to a more robust, transparent, and efficient tax system, fostering trust and reliability in business transactions under the GST framework.

Step 1 – Creation of the Invoice on the Taxpayer’s ERP

Creating an invoice within a taxpayer's enterprise resource planning (ERP) system is the first critical step in the e-invoicing process under GST. Here is how it is typically done:

  • Data collection: Gather all necessary transaction details including buyer and seller information, product or service descriptions, quantities, prices, and applicable taxes.
  • Invoice formatting: Format the invoice according to the GST e-invoicing standards, which include specific data fields and structures.
  • Data validation: Ensure that all entered data is accurate and complete to prevent errors in subsequent e-invoice processing steps.
  • Integration: The ERP should be capable of integrating with the invoice registration portal (IRP) to facilitate seamless data transfer.
  • Automation: Utilise ERP functionalities to automate the generation of compliant invoices, improving efficiency and compliance.

This step is fundamental to ensuring that the information on the e-invoice is accurate and compliant with GST norms, laying a solid foundation for the rest of the e-invoicing process.

Step 2 – Generation of the Unique IRN

The generation of a unique invoice reference number (IRN) is a pivotal step in securing and validating an e-invoice. Here is what this step entails:

  • Data submission: Upload the invoice details from the ERP to the invoice registration portal (IRP) in the required JSON format.
  • IRN generation: The IRP processes the data and generates a unique IRN for the invoice, which acts as an official recognition and timestamp.
  • Validation: The IRP also performs automatic validations to check for duplications or errors, ensuring each invoice's uniqueness and correctness.
  • Confirmation: Once generated, the IRN is attached to the invoice, confirming its validity and registration with the tax authorities.

The IRN is crucial for ensuring that each invoice is unique and traceable in the governmental systems, enhancing security and auditability.

Step 3 – Generation of the QR Code

The final step involves generating a QR code for the e-invoice, which encapsulates the essential details of the transaction. Here are the detailed steps:

  • QR code generation: Once the IRN is generated, the IRP automatically generates a QR code.
  • Inclusion of details: The QR code includes the GSTIN of the supplier, GSTIN of the recipient, invoice number, invoice date, invoice value, number of line items, and the unique IRN.
  • Integration: The QR code is then embedded into the e-invoice, allowing for easy accessibility and verification.
  • Scanning and verification: The QR code can be scanned using any standard QR scanner, providing instant access to the invoice details, which is useful for quick verifications and checks at checkpoints.

This QR code functionality is instrumental in facilitating easy and quick verification of invoices by buyers, tax officials, and during transport of goods.

Conclusion

The implementation of GST e-invoicing marks a significant advancement in India's digital taxation framework, offering numerous benefits such as enhanced efficiency, improved compliance, and reduced transaction costs. By automating and standardising the invoice process, businesses can ensure accuracy, speed up their billing cycles, and enhance transparency across all transactions. This not only aids in better tax administration but also fosters a trustworthy business environment. As companies adapt to this system, they may need to upgrade their technological infrastructure, for which a business loan can provide the necessary financial support, ensuring smooth and efficient integration into their operations.

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Frequently asked questions

How do I create an e-invoice step by step?
To create an e-invoice, first prepare the invoice using your ERP system, ensuring all mandatory details like supplier and buyer information, transaction details, and tax calculations are included. Then, upload this data to the invoice registration portal (IRP) to generate a unique invoice reference number (IRN) and QR code, which are then attached to the invoice for authenticity.
How do I generate an e-way bill if an e-invoice is generated?

When an e-invoice is generated and includes all necessary details for transportation of goods, an e-way bill can be automatically generated through the invoice registration portal (IRP). Simply ensure that the transport details such as vehicle number and transport document number are included in the e-invoice submission to the IRP, which will then facilitate the generation of the e-way bill.

How do I create an e-invoice for a bill to ship?
To create an e-invoice for a bill-to-ship scenario, first prepare the invoice including both the 'bill-to' and 'ship-to' addresses, alongside other mandatory transaction details like product descriptions and tax information, using your ERP system. Then upload this invoice data to the invoice registration portal (IRP) to generate the necessary invoice reference number (IRN) and QR code, ensuring the document meets all regulatory requirements for both billing and shipping.
How many types of e-invoice are there?
There are primarily three types of e-invoices: B2B (business to business) invoices for transactions between businesses, B2G (business to government) invoices for transactions involving government entities, and export invoices for international sales. Each type is tailored to meet the specific regulatory and compliance requirements of the respective transaction environments.
What is the difference between an e-bill and an e-invoice?
An e-bill typically refers to an electronic bill used for requesting payments for utilities, services, or subscriptions, often issued to consumers by service providers. In contrast, an e-invoice is a standardised digital invoice used primarily for business transactions, compliant with tax regulations, and facilitates trade and tax processing between businesses or between businesses and governments.
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