# E-Invoice / E-Way Bill
Generate GST e-Invoices (IRN) and e-Way Bills directly from approved documents in FreeSpace. The e-Invoice registers the sale with the GST portal and returns an IRN and signed QR code; the e-Way Bill authorises the movement of the goods.
Overview
FreeSpace connects to the GST network through a GST Suvidha Provider (GSP) so you can raise compliance documents without leaving the ERP.
| **Document** | **What it does** |
|--------------|------------------|
| e-Invoice (IRN) | Registers a B2B sale with the Invoice Registration Portal. Returns an IRN, acknowledgement number and date, and a signed QR code that prints on the invoice. |
| e-Way Bill (EWB) | Authorises the physical movement of goods above the threshold value. Returns an EWB number, generation date, and validity period. |
> The two documents are independent in FreeSpace. Generating an e-Invoice does not automatically generate an e-Way Bill, and an e-Way Bill can be generated without an IRN. Generate each one from its own action.
Where It Is Available
| **Document** | **e-Invoice** | **e-Way Bill** |
|--------------|---------------|----------------|
| Sale Invoice | Yes | Yes |
| Credit Note | Yes | No |
| Delivery Challan | No | Yes |
| Debit Note (purchase) | No | Yes |
All actions appear in the three-dot menu (⋮) once the document is Approved (Sale Invoice also supports Closed and Pre Approved; Debit Note also supports Closed).
Prerequisites
- GST API access — your GSP credentials must be configured, and your business GSTIN registered with the provider.
- Company GSTIN and phone — a valid 15-character GSTIN and a contact phone number on the company (or branch, when the branch prints its own address).
- Customer GSTIN — required for e-Invoice. For e-Way Bill an unregistered party can be recorded as
URP.
- Complete addresses — billing, shipping, and shipping-center addresses each need State (with state code), District, and PIN code. Missing values are reported as validation errors before submission.
- Transportation details — required before generating an e-Way Bill. Add them with Add Transportation.
Generate an e-Invoice
Open an approved Sale Invoice or Credit Note and choose Generate Einvoice from the three-dot menu (⋮). FreeSpace builds the payload from the document and submits it to the portal.
| **Section** | **Source on the document** |
|-------------|----------------------------|
| Seller | Your company, or the branch when the branch shows its own address on the bill. |
| Buyer (Bill To) | The customer and their billing address. |
| Ship To | The shipping address, or the separate consignee address when one is used. |
| Dispatch From | The document's shipping center. |
| Items & taxes | Item lines with HSN, quantity, rate, and CGST / SGST / IGST / cess. |
On success the IRN, acknowledgement number, acknowledgement date, and QR code are stored against the document and printed on the invoice. The action is hidden once an e-Invoice exists.
> For KSA companies, Generate Einvoice produces a ZATCA e-invoice instead of a GST IRN.
Cancel an e-Invoice
Use Cancel Einvoice and supply a cancellation reason and remark. Cancellation is only possible within the window allowed by the portal. Once that window has passed, issue a Credit Note instead of cancelling.
Generate an e-Way Bill
- Approve the Sale Invoice, Delivery Challan, or Purchase Debit Note.
- Choose Add Transportation and enter the transport mode, distance, and either Part A (transporter) or Part B (vehicle).
- Choose Generate EWayBill. The confirm form opens with the transaction details and the four party blocks — Bill From, Dispatch From, Bill To, and Ship To — pre-filled from the document.
- Review the values, set the correct Transaction Type, and confirm.
On success the EWB number, date, validity, and portal link are stored against the document.
Supply & Transaction Types
Supply Type is the direction of movement — Outward (goods leaving) or Inward (goods received). A Sale Invoice and a Purchase Debit Note are always Outward; a Delivery Challan supports both.
Sub Supply Type is the reason for the movement — Supply, Import, Export, Job Work, For Own Use, Job work returns, Sales return, Others, SKD/CKD/Lots, Line Sales, Recipient Not Known, or Exhibition or fairs. Choosing Others requires a Sub Supply Description. A purchase debit note defaults to Others with description Purchase Return.
Document Type is the document backing the movement — Tax Invoice, Bill of Supply, Bill of Entry, Delivery Challan, Credit Note, Debit Note, or Others.
Transaction Type tells the portal whether the billed party and the receiving party are the same, and whether the billing and dispatch locations are the same. The codes match the NIC master codes.
| **Transaction Type** | **Meaning** | **When it applies** |
|----------------------|-------------|---------------------|
| Regular (1) | Bill-From/Dispatch-From are one place and Bill-To/Ship-To are one party — a straight movement between seller and buyer. | No separate Dispatch-From or Ship-To details. |
| Bill To - Ship To (2) | The party billed is different from the party the goods are shipped to — for example delivery to the customer's other site or a third party. | Only Ship-To details are provided. |
| Bill From - Dispatch From (3) | The billing seller is different from the actual dispatch location — for example invoicing from head office but shipping from another warehouse. | Only Dispatch-From details are provided. |
| Combination of 2 and 3 (4) | Both the dispatch side and the delivery side differ. | Both Dispatch-From and Ship-To details are provided. |
> As per NIC rules, in a Bill To - Ship To movement the GSTIN, trade name, and state belong to the Bill To party, while the address, PIN code, and actual state belong to the Ship To party.
Ship To GSTIN (mandatory from 1 August 2026)
GSTN/NIC now require the Ship-To party's GSTIN to be captured separately from the Bill-To party's GSTIN. FreeSpace provides Ship To GSTIN and Ship To Trade Name fields under the Consignee Details – Ship To block of the e-Way Bill form.
| **Rule** | **Detail** |
|----------|------------|
| When mandatory | Bill To - Ship To (2) and Combination (4) transactions. |
| Valid values | A 15-character GSTIN, or URP when the Ship-To party is unregistered or a GSTIN does not apply. |
| Must be distinct | The Ship To GSTIN must differ from the Bill To GSTIN — the two parties are expected to be different persons. |
| Trade Name | Ship To Trade Name is optional. |
| Pre-fill | Filled automatically from the consignee address, otherwise the customer, otherwise URP. Remains editable before you submit. |
> From 1 August 2026, an e-Way Bill for Transaction Type 2 or 4 submitted without a valid Ship To GSTIN will be rejected by the portal. Keep GSTINs updated on your customer and consignee records.
Cancel an e-Way Bill
Use Cancel EWayBill and supply a cancellation reason and remark. The action is shown only when an e-Way Bill already exists on the document. If the movement changes before dispatch, cancel and regenerate.
Compliance Tracking
Track how many invoices carry an IRN each month in the Month Wise E-Invoice Summary. Documents that already have an e-Invoice or e-Way Bill are flagged in the Sale Invoice, Delivery Challan, and Debit Note lists, and the details are printed on the bill.
FAQ
Does generating an e-Invoice also create the e-Way Bill?
No. The two are separate actions in FreeSpace. Generate the e-Invoice first if required, then add transportation details and generate the e-Way Bill.
What do I enter when the receiving party has no GSTIN?
Enter URP (Unregistered Person) in the GSTIN field. This applies to the consignee GSTIN and to the Ship To GSTIN.
When is Ship To GSTIN required?
For Transaction Type 2 (Bill To - Ship To) and 4 (Combination), effective 1 August 2026. It must be a valid GSTIN or URP, and different from the Bill To GSTIN.
Why did my e-Way Bill fail with a validation error?
The most common causes are a missing state code, district, or PIN code on an address; a missing company phone number; missing transportation details; or a Ship To GSTIN that is absent or identical to the Bill To GSTIN on a type 2 or 4 transaction.
Can I generate an e-Way Bill for an inward movement?
Yes, from a Delivery Challan with supply type set to Inward. The consignor becomes the supplier and the consignee becomes your company.
Can I generate an e-Way Bill on a purchase debit note?
Yes. An approved Purchase Debit Note supports Add Transportation, Generate EWayBill, and Cancel EWayBill. The movement is outward (purchase return) with Document Type Debit Note. Sale debit notes do not support e-Way Bill.
Can I cancel the invoice after the e-Invoice is generated?
Cancel the e-Invoice first. If the portal's cancellation window has passed, raise a Credit Note instead.
Why can't I add a second transportation record?
Only one transportation record is allowed per document. Edit the existing record instead of adding another.