Job Description – Sales Documentation & E-Way Bill ExecutivePosition overview

Field

Details

Job title

Sales Documentation & E-Way Bill Executive (Sales Compliance Executive)

Department

Sales / Accounts & Finance

Reports to

Accounts Manager / Head – Sales Operations

Team handled

Sales coordinators / sales executives (for documentation and e-way bill tasks)

Location

NSP, New Delhi

Employment type

Full-time, permanent

Experience

3–6 years in sales accounting, GST compliance and e-way bill operations

Salary range

30 to 40 K

Role summary

We are hiring an executive to own GST-compliant sales documentation across multiple GSTINs and group companies. The role covers e-invoicing, e-way bill generation and tracking, stock transfers between branches, government department billing in prescribed formats, and TDS reconciliation on sales receipts.

The person will book sales in Tally / Zoho Books, keep a complete audit-ready record of every invoice, e-way bill and delivery challan, and guide the sales team so that dispatch documents, including late-night e-way bills, are never a bottleneck.

Key responsibilities1. E-invoicing and e-way bills

- Generate e-invoices (IRN and signed QR code) on the IRP for all applicable B2B sales, credit notes and debit notes.
- Generate e-way bills (Part A and Part B) for every eligible movement of goods, directly from Zoho Books / Tally or the e-way bill portal.
- Update vehicle numbers, extend validity, and cancel or regenerate e-way bills within the permitted time limits.
- Ensure invoice details, HSN codes, tax rates, distance and transporter details match across invoice, e-invoice and e-way bill.

2. Sales to government departments

- Prepare invoices and supporting documents in the formats prescribed by each government department, PSU or GeM order.
- Attach required enclosures such as supply orders, inspection / acceptance certificates, delivery proofs, and warranty certificates.
- Track bill submission, payment status and deductions (TDS, GST-TDS, security deposit, LD) on government receipts.

3. Multiple GSTINs and companies

- Handle e-invoicing, e-way bills and sales booking for multiple GSTINs across different group companies and states.
- Ensure each transaction is raised from the correct GSTIN, place of supply and company books.
- Maintain separate login, document series and records for each GSTIN.

4.



Stock movement and branch transfers

- Understand the rules for movement of goods between own centres, branches and sites (same GSTIN vs. different GSTIN).
- Pass stock transfer / branch transfer entries in Tally / Zoho and generate the related tax invoice or delivery challan and e-way bill.
- Prepare delivery challans for job work, returnable goods, site supplies and goods sent on approval.
- Track inward and outward movement of stock items and reconcile with physical stock and books.

5. Sales booking and accounting

- Book sales invoices, credit notes and stock transfers in Tally Prime / Zoho Books with correct ledgers, items and tax.
- Reconcile sales register with e-invoice and e-way bill data and with GSTR-1 before filing.
- Perform TDS reconciliation on sales receipts: match customer deductions with Form 26AS / AIS and follow up for TDS certificates (Form 16A) and corrections.

6. Projects, work orders and BOQ

- Read and understand project work orders, purchase orders and BOQs.
- Raise invoices against BOQ line items, milestones and running account (RA) bills; track billed vs. balance quantity per order.

7. Team coordination

- Guide and supervise the sales team to complete documentation tasks on time, including e-way bills for night and urgent dispatches.
- Set up a clear process and checklist so no vehicle leaves without a valid invoice, e-way bill and delivery challan.
- Train new team members on e-way bill, e-invoice and documentation rules.

8. Documentation and records

- Maintain complete, organised files (physical and digital) of all sales invoices, e-invoices, e-way bills, delivery challans and proofs of delivery.
- Maintain an e-way bill register with e-way bill number, date, invoice number, invoice value, GSTIN, vehicle number and validity.
- Support statutory audits, GST audits and departmental queries with supporting documents.

Required skills and knowledge

- Solid working knowledge of GST e-invoicing (IRP) and e-way bill rules, including validity, Part B updates,



cancellation and penalties for non-compliance.
- Knowledge of GST treatment of stock transfers, branch transfers, job work and movement of goods to own sites.
- Hands-on experience with Tally Prime and Zoho Books (sales vouchers, stock transfer, delivery notes, e-invoice / e-way bill integration).
- Familiarity with the e-way bill portal, IRP / e-invoice portal and GST portal (GSTR-1 data checks).
- Understanding of TDS on receipts, Form 26AS / AIS, Form 16A and GST-TDS on government contracts.
- Ability to read work orders, purchase orders and BOQs and bill against them.
- Good command of MS Excel (VLOOKUP / XLOOKUP, pivot tables) for registers and reconciliations.
- Ability to lead and follow up with a sales team; comfortable with urgent and after-hours dispatch requirements.
- Accuracy, attention to detail and disciplined record-keeping.

Qualifications and experience

- B.Com / M.Com / BBA (Finance) or equivalent; CA Inter, CMA Inter or GST certification is an advantage.
- 3–6 years of experience in sales accounting, billing and GST compliance, preferably in trading, manufacturing, EPC or project-based companies.
- Prior experience handling multiple GSTINs and billing to government departments / PSUs / GeM is preferred.
- Proven experience generating e-invoices and e-way bills in bulk from Zoho Books or Tally.

Key performance indicators

KPI

Target

Dispatches with valid invoice, e-way bill and challan before vehicle leaves

100%

E-invoices generated within the IRP reporting window

100%

E-way bill register updated (incl. invoice value)

Daily

Sales register vs. e-invoice / e-way bill vs. GSTR-1 mismatches

Zero at month-end

Stock transfer entries booked with matching e-way bills

Within 24 hours of movement

TDS reconciliation with Form 26AS / AIS

Quarterly, with all gaps followed up

Government bills submitted in prescribed format

Within agreed days of delivery

Penalties or detentions due to documentation errors

Zero

Working conditions and how to apply

- Six-day working week; availability (on call or remote) for late-evening and night dispatches is required.
- Coordination with sales, stores / warehouse, logistics and accounts teams across branches.

Pay: Up to ₹45,000.00 per month

Benefits:

- Cell phone reimbursement
- Paid sick time
- Provident Fund

Work Location: In person

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