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For an Indian small business, GST filing starts by confirming which returns apply to your GSTIN and the period you are filing. In the usual workflow, GSTR-1 reports outward supplies, GSTR-2B provides purchase-side input tax credit (ITC) information for checking, and GSTR-3B is where you report tax liability and applicable credit. You do not file GSTR-2B. Reconcile it with your books and purchase documents before reporting credit in GSTR-3B.
Which GST returns apply to your business?
“Small business” does not determine your return category, filing frequency, due date, or ITC eligibility. Those depend on your GST registration and other applicable conditions. The GST Portal’s GSTR-1 FAQ says normal and casual registered taxpayers making outward supplies file GSTR-1; it also lists categories, including composition taxpayers and certain specialized categories, that are not required to file that form. Confirm your obligations for the relevant GSTIN and period on the portal.
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- GSTR-1: a statement of outward supplies, filed by taxpayers to whom it applies.
- GSTR-2B: an auto-drafted, static, read-only statement of ITC information. It is for checking, not filing.
- GSTR-3B: the return in which the taxpayer reports tax liability and applicable ITC.
How do I choose monthly or quarterly filing?
The GST Portal says eligible taxpayers with preceding-financial-year turnover up to ₹5 crore, and certain eligible new registrants expecting turnover up to that amount, may opt for quarterly GSTR-1. The FAQ does not state a publication year for this threshold, so verify current eligibility and your selected frequency on the portal rather than relying on business size alone. Filing frequency can affect administrative workload; it does not remove the need to keep records and reconcile transactions.
| Choice | What to consider | What to verify |
|---|---|---|
| Monthly GSTR-1 | More frequent preparation and filing; may suit a business that wants a regular monthly filing rhythm. | Whether monthly filing applies to your GSTIN and the due date shown for the return period. |
| Quarterly GSTR-1 | Fewer GSTR-1 filing periods, but records still need to be maintained and checked during the quarter. | Whether you meet the current conditions and have selected quarterly filing. The portal FAQ gives the ₹5 crore threshold under its stated conditions. |
How do I prepare and file GSTR-1?
Gather outward-supply information for the period, then prepare the statement using the GST Portal’s online entry, its offline tool, or an application supplied through an Application Service Provider (ASP) working with a GST Suvidha Provider (GSP). The portal identifies these as preparation routes; it does not rank or endorse software vendors.
GSTR-1 covers more than ordinary sales invoices. Depending on your transactions, it can include invoice-level details for specified supplies to registered customers and certain large inter-state supplies to unregistered customers, credit and debit notes, exports, advances, amendments, nil-rated, exempt and non-GST supplies, HSN/SAC summaries, and certain e-commerce supplies. Use the portal’s current form and instructions to determine which records belong in your statement.
- Select the return period. On the GST Portal, choose the financial year and return period for the relevant GSTIN. Check the due date displayed for that selection. Do not assume one deadline applies to every form, filing frequency, category, or period; extensions can also affect dates.
- Enter or upload outward-supply records. Choose online entry, the offline tool, or supported ASP/GSP software according to your record volume and workflow. Review the data before uploading or saving it.
- Check e-invoice information where relevant. E-invoice details can flow from the Invoice Registration Portal (IRP) into relevant GSTR-1 tables. The GST Portal manual says those details may take about two days to update and describes downloading them for review. Treat auto-population as a starting point, not proof that the statement is complete or correct.
- Generate and review the summary. Review the records and the final GSTR-1 summary, including any additions or amendments, before filing.
- File and keep a copy. Complete the portal’s filing steps for the statement. Download or retain the filed return and the records used to prepare it.
How do I match purchase invoices with GSTR-2B?
Download GSTR-2B for the relevant period from the GST Portal and compare it with both your purchase invoices and books of account. The statement is available as an Excel or JSON download. The GST Portal’s GSTR-2B FAQ advises taxpayers to reconcile it with their own records and books so they can determine the appropriate ITC to report in GSTR-3B.
- Collect the period’s purchase records. Assemble supplier invoices and other relevant purchase documents alongside the purchase entries in your books.
- Download the matching GSTR-2B. Use the statement for the period you are reconciling. It is static and read-only; it is not a form to edit or submit.
- Compare documents and entries. Match records across your books, supplier documentation, and GSTR-2B. Check for missing or incorrect supplier filings, duplicate credit, amounts that may require reversal, and reverse-charge liability.
- Record the outcome. Keep your reconciliation working papers with the return records, including the items you queried and the action taken.
- Use the results when preparing GSTR-3B. Report only the ITC and liabilities appropriate to your facts and applicable law. GSTR-2B is an important checking statement, not a substitute for assessing eligibility.
What should I do if an invoice is missing or differs?
A missing or mismatched document is a signal to investigate, not an automatic decision that credit is allowed or disallowed. Check that the purchase document and book entry are accurate, then follow up with the supplier about the relevant filing or correction. Assess the ITC treatment under the applicable law and your transaction facts before reporting or changing credit. If the treatment is unclear or material, consult a qualified tax professional.
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- Amount or details differ: compare the invoice against your books and the statement, identify the source of the difference, and resolve the record before relying on it for credit reporting.
- Possible duplicate credit: check whether the same document or amount has already been claimed; avoid claiming credit twice.
- Potential reversal or reverse charge: review whether a statutory reversal is required and whether reverse-charge tax must be paid. The portal FAQ specifically flags both points, but the correct treatment depends on the applicable rules and facts.
Which preparation method should I use?
| Method | Useful when | Trade-offs to assess |
|---|---|---|
| GST Portal online entry | You prefer to enter and review records directly in the portal. | Consider invoice volume, time needed for entry, and how you will validate records. |
| GST Portal offline tool | You want to prepare records outside the portal and then use the portal workflow. | Consider upload validation, file handling, and the steps needed to review the resulting portal summary. |
| ASP/GSP application | You need software support for preparing or uploading records. | Compare invoice-volume support, validation, access controls, cost, and customer support. The GST Portal does not endorse or rank vendors. |
| E-invoice-assisted preparation | Your transactions use e-invoicing and relevant details flow into GSTR-1. | Allow for the portal manual’s stated update time of about two days and review the populated records against your books. |
What records should I retain?
Keep the filed return, the period’s outward-supply and purchase records, downloaded GSTR-2B, and reconciliation working papers together. Retain enough detail to show how you checked differences, avoided duplicate credit, and considered any required reversal or reverse-charge liability. This documentation helps you trace how the figures in your return relate to your books and source documents.
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