No scrambling at the dock
Invoice value, HSN codes, and consignee details are already organised before the truck arrives, replacing a last-minute hunt through paperwork at exactly the moment dispatch is meant to happen at the gate.
Coming soonBookkeeping Preparation Assistant
Prepare e-way bill details
When a shipment needs an e-way bill, the owner has the transporter, vehicle, and consignment details already organized instead of hunting through paperwork at dispatch time.
Works with
What it does
How Khata handles this
For invoices that meet the value threshold requiring an e-way bill, Khata pre-fills the invoice value, HSN codes, and consignee details into an e-way bill data template the owner (or their transporter/CA) can use to generate the bill on the government e-way bill portal.
A furniture retailer with showrooms in two states dispatches a large order that crosses the e-way bill value threshold, and the dispatch team scrambles at the loading dock for the transporter's vehicle number, the consignee's exact address, and the invoice's HSN codes, because none of it was gathered before the truck was already waiting outside the gate.
E-way bill data preparation pre-fills the invoice value, HSN codes, and consignee details into a data template the moment an invoice meets the threshold, so the dispatch team has everything organised well before the truck arrives, not scrambled together at it under pressure. Khata prepares the data fields an e-way bill needs; it does not generate the e-way bill number itself or submit anything to the government e-way bill portal on the business's behalf.
Where prepare e-way bill details happens
Khata runs this directly on the platforms your customers already use — no separate app for them to install.
- QuickBooks
- Xero
- Google Sheets
- Zoho
How it works
Step by step
- 01
Threshold check runs on the invoice
As an invoice is prepared, a check flags whether its value likely crosses the threshold requiring an e-way bill, based on the invoice value and the goods category involved in that particular specific shipment being dispatched.
- 02
Data fields pre-fill from the invoice
Invoice value, HSN codes, and consignee details already recorded on the invoice populate a data template automatically, rather than needing to be re-typed separately, by hand, at dispatch time under real, immediate pressure at the dock.
- 03
Owner or transporter verifies details
The pre-filled template is checked and, where needed, corrected — vehicle number, transporter details — before it's used to generate the actual e-way bill, catching anything that genuinely needs updating before the actual dispatch happens at the gate.
- 04
Bill generated on the government portal
The owner, transporter, or CA takes the verified data to the government e-way bill portal and generates the actual bill and number there — Khata's template feeds that step, but it never performs the actual generation on the business's behalf.
Why it matters
What you get out of it
Threshold checks catch it automatically
A large order crossing the e-way bill value threshold gets flagged as it happens, rather than the dispatch team relying on someone remembering the current, state-specific threshold rules entirely unassisted.
One correction, not a re-type
Verifying pre-filled data means checking and adjusting a few fields — vehicle number, transporter — rather than typing every consignment detail from scratch under time pressure.
The detail
What to know before you rely on it
The threshold check here is a flag, not a legal ruling of any kind. E-way bill thresholds and exemptions vary by state and by goods category, and an automated check could plausibly under-trigger for an unusual state exemption or over-trigger for a shipment that's exempt for a reason the flag doesn't account for. This is exactly the kind of state-and-category-specific judgement a CA review is meant to catch before dispatch, particularly for a multi-branch business shipping across state lines regularly.
What Khata prepares is data, not a filed document of any kind. Pre-filling invoice value, HSN codes, and consignee details from an already-issued invoice removes the re-typing that used to happen at the loading dock, but the actual number is generated on the government's own e-way bill portal, by the business, transporter, or CA, using their own credentials. Khata's template is an input to that step, not a substitute — nothing here submits anything to the government e-way bill system on the business's behalf.
Accuracy at this stage is also a dispatch-day risk, not just a compliance one worth noting. Incorrect vehicle or transporter data carried through unchecked can cause real delays at a checkpoint, which matters for a furniture retailer shipping large, time-sensitive orders across state lines. Verifying the pre-filled fields before generating the actual bill — confirming the vehicle number is the one actually loaded, not the one assigned three orders ago by mistake — is a quick check that avoids a much slower one at a checkpoint.
Industry use cases
Where this earns its keep
3 industries where Khata applies this directly.
Khata organizes spare-parts purchase bills and service-invoice GST data into a return-ready summary, so a dealer or garage owner's CA can file GSTR-1/3B without re-keying from paper bills.
A car service center owner photographs a stack of spare-parts supplier invoices at month-end, Khata extracts the HSN codes and tax amounts from each, and the owner's CA opens the shared workspace to review the compiled purchase summary before filing.
See the automotive playbookKhata prepares TDS worksheets on vendor and contractor payments alongside the GST purchase-matching report, so a distributor's CA has both compliance threads ready in one place each month.
A wholesale distributor pays several transport contractors during the month, and Khata flags which payments likely crossed the TDS threshold for Section 194C, compiling a worksheet the CA reviews before determining the actual deduction and filing.
See the b2b sales playbookKhata handles multi-branch stock valuation and e-way bill data preparation for a home-decor retailer shipping larger items across state lines.
A furniture retailer with showrooms in two states ships a large order that crosses the e-way bill value threshold, and Khata pre-fills the consignment and HSN details from the invoice so the dispatch team only needs to generate the bill itself on the government portal.
See the home decor and furnishing playbookMore from Khata
Everything else it handles
Capture receipts by photo or email
A business owner stops losing paper receipts because every bill is captured the moment it's created, from a phone camera, a forwarded email, or a bulk upload.
Learn moreExtract line items from documents
The owner no longer types out every item, date, vendor, and amount from a receipt by hand — Khata reads it and fills the fields.
Learn moreDraft gst-ready sales invoices
The business creates invoices that already carry the correct GSTIN, HSN/SAC code, and tax split so nothing needs re-keying at return time.
Learn moreMaintain the day-to-day ledger
Every sale, purchase, payment, and receipt lands in a proper double-entry ledger instead of a loose spreadsheet or paper khata.
Learn moreKeep a tamper-proof change log
Every edit to the books is permanently recorded with who changed what and when, satisfying the statutory requirement companies already face.
Learn moreAuto-sort expenses into categories
Expenses land in the right category (rent, salaries, supplies, utilities) automatically instead of the owner deciding from scratch every time.
Learn moreQuestions
Straight answers.
Does Khata generate the e-way bill number for me?
No. Khata prepares the data fields an e-way bill needs — invoice value, HSN codes, consignee details — pre-filled from the invoice, but the actual e-way bill number is generated on the government's own e-way bill portal by the business, transporter, or CA, using their own login there. Khata's template feeds that step; it doesn't perform the actual generation for you at all.
How does Khata know my shipment needs an e-way bill?
A threshold check flags invoices likely to require one based on invoice value and goods category, but thresholds and exemptions vary by state, so this flag is a helpful prompt, not a final legal determination on its own. For anything unusual, or a state-specific exemption, confirm the actual requirement with your CA before assuming the automated flag settles the question fully.
What if the vehicle number changes after the data is pre-filled?
The pre-filled template should be checked and corrected before it's used to generate the actual bill on the government portal — vehicle and transporter details often firm up closer to dispatch than the invoice itself was raised earlier. Verifying these fields before generating the bill is what avoids a real delay at a highway checkpoint caused by an outdated number.
We ship across two states — does the threshold rule change depending on which state?
Yes, e-way bill thresholds and exemptions can vary by state and by the category of goods being shipped, which is exactly why an automated threshold flag should be treated as a prompt to check, not a final answer, for any shipment crossing state lines. Your CA can confirm which state's specific rule actually applies to that particular shipment before it leaves.
The rest of your stack
It plugs into what you already run.
Khata connects to your tools
No rip-and-replace — prepare e-way bill details works alongside the systems already running your business.
- Razorpay
- Stripe
- Paytm
- PhonePe
- Adobe Acrobat Reader
- Google Drive
- Dropbox
- Shopify
- Amazon
Coming soon