A Complete Guide to Invoice Management on the GeM Portal

Generating an invoice on the GeM Portal is a simple process. Once an order has been confirmed, you can follow the steps given below to ensure the invoice is created correctly:

Step 1: Log in to Your GeM Seller Account

Visit the GeM Portal and click on the Login option. Enter your registered User ID and password. Once logged in successfully, you will be redirected to your seller dashboard, where all your orders and account details are available.

Step 2: Access the Order Section

From the dashboard, click on the Orders tab. You will see a list of all active and completed orders. Locate the specific order for which you need to generate the invoice and click on Process Order to proceed further.

Step 3: Generate the Invoice

In the Product-Wise section of the order, look for the Generate Invoice button. If the option is not visible, it may indicate that the invoice has already been generated or that the invoice generation time limit has expired.

Upload your invoice, which can be created using accounting software such as Tally, Excel, or any other billing tool. Enter all required invoice details carefully. This includes the invoice number, which must be unique and GST-compliant, the invoice date, and the date of supply. You will also need to specify the supply type and supply location.

Add the product-related details such as quantity, rate per unit, applicable Goods and Services Tax (GST) or Integrated Goods and Services Tax (IGST), Central Goods and Services Tax (CGST), or State Goods and Services Tax (SGST), and the correct Harmonised System of Nomenclature (HSN) code for taxation purposes. Review all entries thoroughly before proceeding. Once everything is verified, click on Generate.

Complete the process by authenticating the invoice using One-Time Password (OTP) verification or eSign, as prompted on the portal.

Step 4: Download the Invoice

After the invoice is successfully generated, it will be available for download. Click on Download Invoice and save a copy for your records. If required, you may also print a hard copy to attach to the shipment at the time of dispatch.

Now, let’s focus on the part where you need to upload the invoice to the GeM Portal. Here’s how to upload a bill on the GeM Portal:

Step 1: Log in to Your GeM Seller Account

Begin by visiting the official GeM Portal and signing in using your registered seller credentials.

Step 2: Go to the Order Management Section

After logging in, navigate to the Order Management tab from your dashboard. Check all your orders and select the specific order for which you need to upload the invoice.

Step 3: Enter Invoice Details

The portal will ask you to fill in essential invoice information. This includes the buyer’s order ID and reference number, your invoice number as per your accounting records, and your GST and tax details.

You will also need to mention the products or services delivered, along with quantity and pricing details. If applicable, you may also have to enter the delivery challan or acknowledgement number to confirm successful delivery.

Step 4: Upload the Invoice File

The GeM Portal follows strict guidelines about the file size and format for invoices. In most cases, you would have to create a PDF file of the invoice. Make sure you follow the correct guidelines with respect to the file.
Once everything is followed correctly and the file is ready, you can upload the file to the portal.

Step 5: Review All Entered Information

After the upload is complete, take a moment to carefully review all the details you have entered, including the GST information, order number, prices, and more. In case of any errors, make sure you make corrections first and then reupload the file.

Step 6: Submit the Invoice

If the file is free from errors, you can proceed to click on Submit. Once the invoice is successfully submitted, the buyer will be notified.

Step 7: Track Invoice Approval and Payment

If the invoice is approved by the buyer, the payment process will be initiated by the concerned government authority. However, if the invoice is not approved and there are errors in the information, the invoice may be returned for correction.

If you need to make changes to an invoice that has already been generated, the GeM Portal allows you the option to make changes before final approval. Follow the steps below to update the invoice correctly.

Step 1: Access the Relevant Order

Log in to your GeM seller account and go to the Orders section from your dashboard. Locate the specific order for which the invoice has already been generated.

Step 2: Click on the Edit Option

Once you open the order details, look for the Edit option on the right-hand side of the invoice section. Click on it to make the required changes to the invoice details.

Step 3: Make the Required Changes and Save

Update the necessary fields carefully and review the information before saving. After making the changes, save or submit the updated invoice as prompted on the portal.

If an invoice needs to be cancelled due to any discrepancies, you can reject it directly on the GeM Portal. Here are the steps you can follow in this case:

Step 1: Locate the Invoice

Log in to your GeM seller account and navigate to the Orders or Invoice section. Identify the specific invoice that needs to be cancelled.

Step 2: Select the Reject Invoice Option

Once you open the invoice details, click on the Reject Invoice option, usually available on the right-hand side. The rejected invoice will then move to the Rejected Invoice section for reference and tracking.

Step 3: Enter the Reason for Rejection

After selecting the reject option, you will be prompted to enter the reason for rejecting the invoice. Provide clear remarks explaining why the invoice is being cancelled, then submit the rejection.

Alternative Method: Cancel Through the Process Invoice Tab

You can also cancel an invoice by clicking on the Process Invoice tab for the relevant order. Review any deductions or adjustments applied to the invoice. If the invoice is not acceptable, update the remarks with the reason and proceed to reject the invoice from this screen.

E-invoicing on the GeM Portal allows sellers to declare whether they are required to generate invoices under the GST e-invoicing framework. This declaration helps ensure that invoices raised on GeM comply with applicable GST regulations.

As a seller, you must declare whether you are liable for e-invoicing in the Seller Profile section of the GeM Portal. This declaration is mandatory. Until you provide this information, your seller profile will remain incomplete.

Many sellers, particularly those who are just starting out on the GeM Portal, can struggle with invoice management. This can lead to rejections and payment delays. However, you can avoid all of this by managing invoices efficiently. Here are some tips that can help:

Track Your Orders Regularly

Make sure to always keep a close eye on your orders through the GeM dashboard. Track your orders regularly. This will ensure that you stay updated on the invoice deadlines and eliminate unwanted hassles later.

Generate Invoices on Time

Timely invoice generation is critical. Make sure there are no delays. Generate and upload the invoice as soon as delivery is completed and acknowledged.

Double-Check All Invoice Details

Before submitting an invoice, remember to review every detail carefully. Ensure that order numbers, GST details, quantities of the products, and pricing match the purchase order.

Managing invoices on the GeM Portal is an essential responsibility for sellers. While it may feel like a routine task, it is not something you should take lightly. Knowing how to upload an invoice in the GeM Portal online correctly and on time can help your business run smoothly and reduce the chances of rejections or payment delays. For small business owners in particular, getting this process right is critical to maintaining steady cash flow and buyer trust.

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