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Read articleOnce your turnover crosses the notified threshold, every B2B invoice needs an Invoice Reference Number from the government portal before it is valid. Businesses that prepare their master data and process in advance switch in a day; those that do not spend weeks fixing rejected invoices.
Quick answer
Confirm applicability with your CA, clean customer GSTINs and HSN codes, register on the Invoice Registration Portal, connect Zoho Books to it, update invoice templates with IRN and QR code, train billing staff on cancellation windows and e-way bills, and run a test batch before the go-live date.
1. Confirm whether and when it applies
The e-invoicing threshold is set by the GST Council and has been lowered several times. Your CA confirms applicability based on aggregate turnover across all GSTINs in any financial year since GST began. Do not wait for a notice.
2. Clean the data the portal validates
- Customer GSTINs: active and correctly formatted.
- HSN and SAC codes at the required digit level for your turnover.
- Customer addresses with valid state codes and PIN codes.
- Units of measure mapped to the portal's code list.
- Your own legal name, GSTINs and addresses exactly as registered.
Most rejections come from this list, not from the software.
3. Register and connect
Register on the e-invoice portal for each GSTIN and enable API access for your software. Zoho Books connects to the portal so IRNs and QR codes are generated from the invoice screen. See e-invoicing and e-way bill automation.
4. Update invoice formats
Invoices must carry the IRN, acknowledgement number and date, and the signed QR code. Zoho Books templates handle this; if you print from another system, its templates need updating too.
5. Decide the dispatch flow
Goods on the move need an e-way bill. Decide whether billing or dispatch staff generate it, capture transporter and vehicle details at invoicing, and give dispatch users a role that limits them to invoices and e-way bills.
6. Learn the cancellation rules
An IRN can be cancelled only within the permitted window; after that, corrections go through credit or debit notes. Train billing staff on this before go-live so no one cancels and re-raises invoices freely.
7. Run a test batch
Generate e-invoices for a handful of real customers in the sandbox or on the first day with staff watching. Fix master data issues immediately.
| Item | Owner | Done before |
|---|---|---|
| Applicability confirmed | CA | Planning |
| GSTIN, HSN, PIN and unit masters cleaned | Accounts | One week before |
| Portal registration and API enabled per GSTIN | Accounts / partner | One week before |
| Zoho Books connected and templates updated | Partner | Three days before |
| Staff trained on cancellation and e-way bills | Partner | Two days before |
| Test invoices generated and verified | Accounts | Go-live day |
For the wider GST setup, including GSTR-1 and GSTR-3B data and ITC reconciliation, see GST compliance on Zoho Books.
Frequently asked questions
Is e-invoicing required for B2C invoices?
No. e-Invoicing applies to B2B and certain other supplies; B2C invoices above a threshold may need a dynamic QR code instead. Your CA confirms which rules apply to you.
Can Zoho Books generate IRNs directly?
Yes. Zoho Books integrates with the e-invoice system, generating IRNs and QR codes from the invoice screen once your GSTIN is registered and connected.
What if an e-invoice is rejected?
Zoho Books shows the rejection reason, usually a master data issue; correct the data and resubmit without re-entering the invoice.
Do I still need e-way bills if I e-invoice?
Yes, for movement of goods above the threshold. e-Way bills can be generated from the same invoice data.
