Your Complete Guide to Downloading Month-wise E-Way Bill Reports
Why This Matters for Your Business
If you're running a business under GST, keeping accurate records of e-way bills isn't just good practice—it's essential for staying compliant. During GST audits, one of the first things officials ask for is a detailed summary of your transportation records matched with your sales data.
Many business owners and accountants find themselves scrambling to compile this information manually, often wasting hours cross-referencing invoices with e-way bills. The good news? The e-way bill portal actually has a built-in feature that lets you download all your month-wise data in a single Excel file. The challenge is knowing exactly when and how to access it.
This guide walks you through the entire process—from understanding the portal's time restrictions to troubleshooting common download issues. Whether you're using the original E-Way Bill 1.0 portal or the new E-Way Bill 2.0 system launched in July 2025, you'll find everything you need right here.
What You'll Need Before Starting
Before jumping into the download process, make sure you have these basics covered:
-
Active GSTINYour business must be registered under GST with a valid GSTIN number
-
Login AccessYou'll need your username and password for either ewaybillgst.gov.in (Portal 1.0) or ewaybill2.gst.gov.in (Portal 2.0)
-
Updated BrowserChrome, Firefox, or Edge work best—avoid older browsers
-
Right TimingDownloads only work between 8 AM and midnight
-
Pop-ups EnabledThe Excel file downloads via pop-up, so disable your blocker for the portal
-
Stable InternetA dropped connection mid-download can corrupt the file
Can I Really Download E-Way Bills Month by Month?
Yes, absolutely. The e-way bill system was designed with this exact need in mind. Both the original portal and the new 2.0 version let you export month-wise data in Excel format (.xlsx). This feature has been available since the nationwide rollout in May 2018.
However, there's one critical restriction you need to know about: downloads are only possible between 8:00 AM and 12:00 AM (midnight). Outside this window, the download option simply won't appear.
Planning tip: If you're someone who works late at night, set a reminder to download before midnight. If you forget, you'll have to wait until 8 AM the next morning.
The Step-by-Step Download Process
Option 1: Using the Original E-Way Bill Portal (1.0)
Here's exactly how to download your monthly report from the original portal:
-
Access the PortalOpen ewaybillgst.gov.in in your browser
-
Sign InEnter your GSTIN as username and your password
-
Navigate to ReportsLook for the left sidebar menu and click on "Reports"
-
Open My EWB ReportsFrom the dropdown that appears, select "My EWB Reports"
-
Select Month-wise DownloadYou'll see various report options—click on "Monthwise download EWBs"
-
Choose Your PeriodTwo dropdown menus will appear. First select the year, then select the specific month
-
Generate the ReportClick the "Process" button and wait (usually 10-30 seconds depending on data volume)
-
Save the FileA download prompt will appear—save the Excel file with a clear name like "EWB_March2025_YourGSTIN.xlsx"
Option 2: Using the New E-Way Bill 2.0 Portal
Since July 1, 2025, you have a second option. The E-Way Bill 2.0 portal works exactly the same way:
- Visit ewaybill2.gst.gov.in
- Use your same GSTIN and password (credentials are identical across both portals)
- Follow the exact same steps as above
- Your data is synchronized between both portals in real-time
Common Problems and How to Fix Them
| Problem | Most Likely Cause | Solution |
|---|---|---|
| I Don't See the Download Option | You're trying to download outside the 8 AM–midnight window | Check your system time. If it's between midnight and 8 AM, you'll have to wait. If your time is correct, try clearing your browser cache (Ctrl+Shift+Delete) and logging in again. |
| The Downloaded Excel File Won't Open | The download got interrupted or your Excel version is outdated | First, try opening the file with Google Sheets or LibreOffice. If that doesn't work, delete the file and download again—don't switch tabs or close your browser until the download completes. |
| The Report is Empty for a Month I Know Had E-Way Bills | The e-way bills might have been generated under a different GSTIN or by a sub-user | Check with your team to confirm which GSTIN was used. If you have multiple GSTINs, you'll need to download reports separately for each one. |
| The 'Process' Button Doesn't Do Anything | JavaScript is disabled, or a browser extension is interfering | Try opening the portal in incognito/private mode (Ctrl+Shift+N in Chrome). This disables most extensions and often fixes the issue. |
| Portal Shows 'Service Temporarily Unavailable' | Server maintenance or high traffic during month-end | Switch to the other portal. If Portal 1.0 is down, use Portal 2.0 and vice versa. Both portals sync in real-time since July 2025. |
Smart Strategies for Managing Your E-Way Bill Reports
Timing Your Downloads Right
End-of-Month Downloads: I recommend downloading each month's report between the 1st and 5th of the following month. This gives enough time for any delayed or corrected entries to show up in the system.
Mid-Month Checks: If your business generates dozens or hundreds of e-way bills monthly, consider doing a mid-month check too. This helps catch errors early when they're easier to fix.
Building a Bulletproof Filing System
Trust me on this—a good filing system saves massive headaches during audits. Here's what works:
- Main Folder: Create "E-Way Bill Reports" on your computer
- Year Folders: Inside, make folders for each financial year (FY 2024-25, FY 2025-26, etc.)
- Consistent Naming: Save files as "EWB_MonthYear_GSTIN.xlsx"
- Master Index: Keep an Excel sheet listing all downloaded reports with dates
The 3-2-1 Backup Rule
Never rely on a single copy of important data. Follow this rule:
- 3 copies: Original + 2 backups
- 2 different media: Your computer + an external drive or USB
- 1 offsite: Cloud storage (Google Drive, Dropbox, or OneDrive)
Reconciling with GSTR-1 Returns
Use month-wise e-way bill reports to cross-verify your GSTR-1 filings:
- Compare invoice numbers between e-way bills and GSTR-1
- Match total invoice values to identify discrepancies
- Check for e-way bills generated but not reflected in GSTR-1
- Use Excel VLOOKUP or pivot tables for efficient matching
Five Critical Reasons to Download These Reports Regularly
1. Audit Preparedness
GST audits rarely give you much advance notice. When the auditor asks for a complete summary of your transportation records matched with sales data, having pre-downloaded monthly reports means you can respond within hours instead of scrambling for days.
2. Catching Compliance Gaps Early
Regular downloads let you spot problems while they're still fixable. Maybe your warehouse team forgot to generate e-way bills for a week's worth of shipments. Monthly reviews catch these issues before they compound.
3. Training and Quality Control
If you have multiple branches or warehouses, these reports help you monitor consistency across locations. You might discover that one branch is making the same mistake repeatedly, indicating a training gap.
4. Dispute Resolution
Transportation disputes happen. Your monthly report provides timestamped proof of exactly what was documented, when, and by whom—often the only evidence that matters.
5. Business Intelligence
Beyond compliance, this data reveals patterns in your operations. Which months see peak shipping? Which routes are most common? This intelligence can inform logistics optimization strategies.
Frequently Asked Questions
Q1: Can I download reports in formats other than Excel?
Currently, the e-way bill portal only provides downloads in Excel (.xlsx) format. However, once downloaded, you can easily convert the file to CSV, PDF, or other formats using Excel's "Save As" function.
Q2: What if I need data from before May 2018?
Data before May 2018 isn't available on the current portals because the nationwide system only launched in April 2018. If you're in Karnataka, the old e-Sugam portal might have historical data. For other states, contact your state GST department.
Q3: Do both portals (1.0 and 2.0) show the exact same data?
Yes, completely. Since July 1, 2025, both portals pull from the same synchronized database. An e-way bill generated on Portal 1.0 appears instantly on Portal 2.0, and vice versa.
Q4: What specific details does the monthly report include?
The Excel file contains: E-Way Bill Number, Generation Date/Time, Invoice Number, Supplier & Recipient GSTIN, Transporter Details, Vehicle Number, HSN Code, Consignment Value, Transport Mode, and Current Status.
Q5: Can sub-users download these reports?
Sub-users can download reports, but with limitations. They'll only see e-way bills they generated or were granted access to. The main GSTIN holder can see all e-way bills regardless of which sub-user created them.
Q6: Are these reports legally valid as evidence?
Yes, absolutely. These reports are generated directly from the government's GST system database and carry the same evidentiary weight as the original e-way bills themselves.
Wrapping Up: Your Action Plan
Downloading month-wise e-way bill reports isn't complicated once you know the system. Remember: access the portal between 8 AM and midnight, navigate to "My EWB Reports," select your month and year, and save the file with clear naming conventions.
These reports are far more than compliance documents. They're your defense during audits, your reconciliation tool for GST summary sheets, your evidence in disputes, and your window into operational patterns.
If you run into technical issues, contact the GST helpdesk at 1800-103-4786. For understanding the new portal, check out my detailed E-Way Bill 2.0 vs 1.0 comparison guide.
Share This Article
Subscribe to my YouTube channel Learn with Amrut for weekly video tutorials on GST, Income Tax, e-way bills, and accounting.
Need personalized help?
Contact me here for GST consultations or software recommendations.