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Selling to a customer in another Indian state is not a single checkbox. You must classify the supply using the statutory place-of-supply rule, issue an invoice with the correct interstate details, document any goods movement, report the transaction in the appropriate GSTR-1 table, and preserve a complete audit trail. The practical checklist below follows that sequence. It also flags figures and rules that require confirmation against the latest GST law, notifications and portal instructions before you rely on them.
1. Establish whether the transaction is interstate
Start with the actual transaction, not the customer’s billing address alone. Identify the supplier’s location and apply the place-of-supply rule for the specific supply. The GST Portal’s invoice workflow treats a supply as inter-state when the place of supply differs from the supplier’s state and then presents Integrated Tax fields. That workflow is useful operationally, but it is not a substitute for the full statutory rules.
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Goods, services, imports, exports, supplies to or by a Special Economic Zone (SEZ), property-related services, events, transport and other categories can have special place-of-supply provisions. A transaction can also involve more than one compliance axis: for example, an interstate sale of goods to a registered business may require an e-invoice, an e-way bill and a B2B GSTR-1 entry.
Information to capture for every sale
- Supplier’s legal entity, GST registration and state of the relevant place of business.
- Whether the supply is goods, services, an export, an SEZ supply, an import-related transaction or another special category.
- Recipient’s legal name, GSTIN when registered, and delivery or service location.
- The statutory place of supply and the rule used to reach that conclusion.
- Whether the transaction is ordinary forward charge, reverse charge or subject to another special treatment.
Do not infer the tax rate from the buyer’s state. Classification of the goods or services and the current tax schedules determine the rate; the materials used for this checklist do not establish rates for particular products or services.
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2. Check registration before expanding into another state
Do not assume that selling to every destination state automatically requires a separate registration in every one of those states, and do not assume the opposite. Registration depends on the legal entity, the places from which it makes supplies, the nature and value of supplies, and compulsory-registration provisions. Ordinary turnover thresholds and all exceptions are not established by the rules page reviewed for this checklist, so verify the current CGST Act, rules, notifications and the business’s facts.
Separate registrations and SEZ locations
The CBIC registration rules describe the application process and specifically require a separate registration for an SEZ unit or developer as a business vertical distinct from units outside the SEZ. Map each warehouse, office, branch, fulfilment location and other establishment before deciding how supplies are made and reported. A destination state where you have no establishment is a different question from a state in which you maintain stock, a branch or another place of business.
Registration review checklist
- List every state in which the entity has a place of business or holds stock.
- Identify the GSTIN used for contracting, invoicing, dispatch and return filing.
- Check whether an SEZ unit or developer is involved and whether it needs its own registration.
- Review compulsory-registration categories and current threshold notifications with a tax professional or official guidance.
- Document the conclusion and the facts on which it rests; revisit it when operations, warehouses or supply types change.
3. Determine the place of supply and tax treatment
For each invoice, write down the supplier location, recipient status and the statutory place of supply before selecting Integrated Tax or another tax treatment. The supplier state and place of supply being different is the practical indicator used in the GST Portal workflow, but the applicable legal test varies by supply type.
Goods
Check where movement ends or where the law otherwise fixes the place of supply. Record the ship-to address, bill-to address and the reason for any difference. A stock transfer, delivery to a third party, installation or movement for a reason other than a sale may require a different analysis.
Services
Apply the rule for the service category and recipient status. The customer’s registered address may not decide the result for every service. Events, immovable-property services, passenger transport, intermediary services and cross-border services have specialized provisions, so retain the rule and supporting facts used in your decision.
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Exports, SEZ and reverse charge
Mark exports, supplies to an SEZ, deemed exports and reverse-charge supplies separately in your system. These statuses affect invoice wording, return tables, documentation and, in some cases, tax payment or refund procedures. Never treat an SEZ customer as an ordinary domestic interstate customer without checking the applicable treatment.
4. Issue an invoice that can survive a review
The CBIC invoice-rules material lists core particulars such as taxable value, tax rate and amount, reverse-charge status, and the supplier’s signature or digital signature. For an interstate supply, show the place of supply with the State name and code. Keep the invoice internally consistent with the order, dispatch record and return data.
Invoice-field checklist
- Supplier’s legal name, address and GSTIN.
- Recipient’s name, address and GSTIN where the recipient is registered or the rules require the details.
- A unique invoice number and invoice date.
- Description and applicable goods or service particulars.
- Taxable value, tax rate and tax amount, with the tax components identified correctly.
- Place of supply stated as the State name and code for an interstate supply.
- Delivery address where it differs from the place of supply, when applicable under the invoice rules.
- Reverse-charge indication and any SEZ, export or other special status that applies.
- Supplier signature or compliant digital signature.
Use one controlled source for the invoice data. Differences between the accounting system, e-invoice record, transport document and GSTR-1 are a common cause of notices and reconciliation work.
5. Before goods move, decide whether an e-way bill is required
Check the e-way bill position before dispatch, not after the vehicle has left. The CBIC e-way bill rules page states that a registered person causing movement of goods in a consignment exceeding ₹50,000 must furnish the prescribed information before movement, subject to the rule’s detailed provisions and exceptions. The threshold is a rule-page figure, not a complete decision for every shipment; verify current amendments and the facts of the movement.
Who supplies the information
The rules describe generation by the registered person and, in appropriate cases, by a transporter. Establish in your shipping procedure who enters the invoice or delivery-challan data, who validates the resulting number and who gives it to the person in charge of the vehicle.
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Documents carried during movement
The person in charge of the conveyance is to carry the invoice, bill of supply or delivery challan, as applicable, and the e-way bill or its number. Match the document to the actual vehicle, goods, quantity, value and route. For movement not caused by a sale, such as a return, repair or job work, identify the correct reason and document type rather than reusing a sales description.
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- Confirm the consignment value using the applicable valuation method.
- Check whether the movement is covered, exempted or subject to a special exception.
- Enter the correct document number, date, product details, source, destination and transporter information.
- Validate the e-way bill number before loading and give the required documents to the driver or carrier.
- Keep evidence of changes, cancellations, detention or delivery exceptions for the transaction file.
6. Report the supply in GSTR-1
GSTR-1 reporting depends on recipient status, supply type and transaction value. The GST Portal guide covers B2B invoices, supplies attracting reverse charge, SEZ supplies, deemed exports, exports, credit and debit notes, and interstate supplies to unregistered consumers.
| Transaction characteristic | Reporting focus | Control to perform |
|---|---|---|
| Registered business customer | B2B invoice details, including the recipient GSTIN | Match GSTIN, invoice number, date, taxable value and tax amount to the issued invoice. |
| Unregistered consumer, interstate taxable supply | B2C reporting treatment based on the applicable invoice-value rule and return period | Use the threshold applicable to that period and confirm whether the portal’s current table structure has changed. |
| SEZ, export or deemed export | Special return table and status details | Retain the supporting authorization, shipping or SEZ evidence required for the claim. |
| Credit or debit note | Original invoice linkage and adjustment details | Reconcile the note to the original supply and the period in which the adjustment is reported. |
| Reverse-charge supply | Relevant reverse-charge table and tax responsibility | Confirm who is liable to pay and that the invoice indicator agrees with the contract. |
B2C Large threshold change
The GST Portal GSTR-1 guide states that the B2C Large threshold for interstate taxable outward supplies to unregistered consumers was above ₹1 lakh from the August 2024 return period. It also states that the threshold was above ₹2.5 lakh through the July 2024 return period. Treat both figures as period-specific instructions from that guide, not timeless limits. Confirm the current portal instructions before filing a later period or correcting an older one.
File only after reconciliation
The portal workflow supports adding or amending records, generating a summary, reviewing it and filing the statement. After filing, records cannot be edited or deleted. Before selecting file, reconcile the sales ledger to issued invoices, credit and debit notes, e-invoice data where applicable, e-way bill data for goods and the displayed GSTR-1 summary. Keep a reviewer sign-off or equivalent evidence of that check.
The materials used here do not provide a complete calendar of filing deadlines or all taxpayer-frequency rules. Obtain the due date and filing frequency from the current official portal instructions for the relevant taxpayer.
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7. Check e-invoicing applicability separately
E-invoicing is not the same as e-way billing. If the taxpayer and transaction are within the current e-invoice mandate, invoice details must be submitted to an Invoice Registration Portal (IRP) and the resulting details can flow into GSTR-1. The GST Portal guide describes that flow as reducing duplicate data entry.
The reviewed material does not establish the currently applicable turnover threshold, effective dates or all exclusions. Do not copy a threshold from memory. Check the latest official notifications, the taxpayer’s turnover and registration profile, transaction exclusions and any sector-specific rules. Build a system control that blocks dispatch or filing when an applicable invoice has no valid IRP reference.
8. Keep a complete record trail
The CBIC account-record rules page requires a registered person to maintain true and correct accounts and relevant documents. It names invoices, bills of supply, delivery challans, credit and debit notes, payment vouchers, refund vouchers and e-way bills among the records.
Recommended transaction file
- Customer order, contract and tax-classification note.
- GST registration and place-of-business details used for the transaction.
- Issued invoice and any IRP response or signed e-invoice copy.
- Delivery challan, packing list, transporter details and e-way bill.
- Proof of delivery, service completion or export/SEZ documentation, as relevant.
- Credit or debit notes, refunds, payment records and correspondence explaining adjustments.
- GSTR-1 working papers, reconciliation output and filing acknowledgement.
Organize records by invoice or transaction identifier so an auditor can trace the chain from order and classification through dispatch, reporting, payment and correction. The source material reviewed here does not settle the applicable retention period or every sector-specific record category; verify those requirements under current law.
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Before accepting the order
- Confirm the selling GSTIN and establishment that will make the supply.
- Capture the customer’s registration status, GSTIN and delivery or service location.
- Determine the place of supply and record the legal basis.
- Classify the supply as ordinary, reverse charge, export, SEZ or another special category.
- Check whether registration, e-invoicing or other approvals need a fresh review.
Before issuing the invoice
- Validate customer and supplier master data.
- Apply the current product or service classification and tax schedule.
- Populate the State name and code for an interstate place of supply.
- Show taxable value, tax rate, tax amount, reverse-charge status and required signatures.
- Run the e-invoice process when the current mandate applies.
Before dispatching goods
- Calculate consignment value and test the current e-way bill rule and exceptions.
- Generate or obtain the e-way bill before movement when required.
- Give the driver the invoice, bill of supply or delivery challan and e-way bill number.
- Check that route, vehicle, goods and quantities match the documents.
Before filing the return
- Reconcile invoices, notes, IRP data and e-way bill data.
- Separate B2B, B2C, export, SEZ, deemed-export and reverse-charge records.
- Apply the correct B2C threshold for the return period, including the August 2024 change described above.
- Review the portal summary and investigate every variance.
- File only after approval, then archive the acknowledgement and final data because filed records cannot be edited or deleted.
10. Common failure modes and fixes
Using the customer’s state as the only test
Why it fails: special place-of-supply rules can produce a different result. Fix: document the supplier location, transaction type, recipient status and statutory rule for every non-routine supply.
Assuming the ₹50,000 figure answers every transport question
Why it fails: the e-way bill rule contains provisions and exceptions, and later amendments may change the outcome. Fix: check the current rule, movement reason, consignment valuation, transporter role and route before dispatch.
Applying the old B2C Large threshold
Why it fails: the GST Portal guide states a change from above ₹2.5 lakh through July 2024 to above ₹1 lakh from August 2024. Fix: select the threshold tied to the return period and confirm current portal instructions.
Filing without a final review
Why it fails: the portal does not permit editing or deleting records after filing. Fix: compare the final summary with the source ledger and supporting documents, and preserve the review evidence.
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Why it fails: an invoice alone may not establish movement, delivery, classification or an adjustment. Fix: retain the linked order, challan, e-way bill, proof of delivery, notes, payment and return records.
11. When to obtain specialist advice
Escalate before invoicing when the transaction involves an SEZ, export, import, stock transfer, multiple establishments, a service with a special place-of-supply rule, reverse charge, a new warehouse or a disputed customer location. Also obtain a current review when turnover, business model, registration state, e-invoice status or transport process changes. Official portal workflows are valuable controls, but they cannot resolve facts that have not been correctly classified.
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