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Check the invoice before you pay, but do not treat payment and input tax credit (ITC) as the same decision. First establish that the supplier has issued the right document, charged GST on the described supply, and addressed it to the correct business. Then confirm that the goods or services were actually received and preserve evidence. If your business is registered and plans to claim ITC, reconcile the document with GSTR-2B and test every statutory condition separately. An invoice, or even a matching GSTR-2B entry, does not by itself prove that credit is allowable.
The checks below reflect the Central Board of Indirect Taxes and Customs (CBIC) Act, rules, circulars and FAQs available as reviewed on 13 October 2026. GST provisions, return workflows and cutoff dates can change, so verify the current law and portal instructions when you act.
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Payment and ITC are separate questions
Paying a supplier is a commercial obligation governed by your contract and the quality of the supply. Claiming ITC is a tax treatment governed by the Central Goods and Services Tax Act and related rules. A documentation error may justify asking for a correction, but it does not automatically mean that withholding the entire invoice is the correct commercial response. Conversely, paying an invoice does not create a right to credit.
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- Payment decision: Is this a genuine, contractually due supply, and is the amount and GST calculation supported by the records?
- ITC decision: If the recipient is registered, are all section 16 conditions, blocked-credit rules, reversal rules and applicable time limits satisfied?
Keep the conclusions in your accounting file. You may pay a valid commercial invoice while deferring or denying ITC until the tax conditions are met.
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How do I verify GST on a supplier invoice?
1. Confirm the document type and identities
Determine whether the document is a tax invoice, debit note, credit note or another prescribed document for the transaction. A tax invoice normally needs the prescribed supplier and recipient particulars, a unique invoice number and date, and details of the supply. Check the supplier’s legal name and GSTIN against your vendor master and the GST registration details you have on file. Confirm that your own legal name, address and GSTIN (where applicable) are correct. An invoice addressed to a different entity or GSTIN can create both accounting and ITC problems.
Make sure the invoice number is internally consistent with the supplier’s series and is not duplicated in your records. Retain the original electronic file or a legible copy, including any embedded signature, QR information or annexure required for the applicable document.
2. Match the supply description to what you ordered and received
Compare the item or service description, quantity, unit, period of service and delivery location with the purchase order, contract or statement of work. The description should be specific enough to identify the taxable supply. For services, check milestones, acceptance certificates, timesheets or other completion records. For goods, compare the invoice with the delivery challan, goods-received note, transport record and inspection or acceptance report.
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3. Recalculate taxable value and tax
Reperform the arithmetic from the agreed price: line values, discounts, taxable value, GST rate and tax amount. Check whether the invoice correctly separates CGST and SGST/UTGST, or charges IGST, according to the nature and location of the supply. Verify that additions such as freight, packing, installation or other charges are treated consistently with the valuation rules and the contract.
Check that credit notes, advance adjustments and prior invoices have been taken into account. A mismatch between the invoice total and the purchase order may be a pricing issue rather than a GST issue, but resolve it before posting the payable.
4. Check place-of-supply particulars when relevant
Place-of-supply information matters for deciding whether the transaction should bear IGST or CGST plus SGST/UTGST and for certain documentation requirements. Compare the supplier’s tax treatment with the delivery address, service location and the terms of the contract. Preserve the records that establish where the supply was made. If the transaction involves multiple locations, an export, an import or a special rule for a service, do not rely on a generic invoice template.
5. Allow for permitted special formats
Not every lawful document looks like a conventional itemised invoice. CBIC sectoral FAQs describe permitted consolidated-document arrangements for some banks, insurers and financial institutions. A difference in format is not automatically an invalid invoice; test it against the rule that applies to that supplier and transaction.
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What should I check before paying GST to a supplier?
Run this procedure before approving payment. It separates factual checks from the later ITC review.
- Verify the counterparty. Match the supplier’s GSTIN, legal name and bank details to your approved vendor records. Investigate a recent change in bank account or registration details through an independently verified contact.
- Validate the commercial obligation. Match the invoice to the purchase order or contract, agreed price, delivery terms, milestones and any retention or deduction clause.
- Confirm receipt or completion. Obtain a goods-received note, delivery proof, acceptance record, work-completion certificate or equivalent evidence. A paper invoice without an underlying supply is not enough for ITC and may indicate a serious compliance problem.
- Check the prescribed particulars. Review document type, invoice number and date, supplier and recipient details, description, taxable value, rate, tax amount and applicable place-of-supply information.
- Reconcile adjustments. Search your ledger for duplicate invoices, credit notes, debit notes, advances and prior payments relating to the same supply.
- Resolve exceptions in writing. Ask the supplier for a corrected invoice, credit note or explanation. Keep the email trail, revised document and approval record together; do not silently edit a supplier’s invoice.
- Approve the net amount under the contract. Decide whether any disputed commercial amount should be held, while recognising that a dispute over paperwork does not automatically cancel an otherwise due supply.
- Record the payment date. For a non-reverse-charge supply, track when the supplier receives the value plus tax because the 180-day condition can affect ITC.
Can I claim ITC after paying the invoice?
Payment is only one part of the analysis. Section 16 of the CGST Act sets out multiple conditions, and other provisions can block or require reversal of credit. For a registered recipient considering ITC, document the following tests:
| Condition to test | What to establish | Evidence to retain |
|---|---|---|
| Prescribed document | You hold a valid tax invoice, debit note or other document permitted for the supply. | Original document, amendments and supplier correspondence. |
| Receipt of supply | Goods or services were actually received by you, or the law’s applicable treatment for a third-party delivery is met. | Delivery and acceptance records, service reports, contracts and location evidence. |
| Tax treatment and payment condition | The supply is taxable as charged and the statutory condition concerning tax being paid to the government is satisfied under the applicable provisions. | Invoice, reconciliation records and any supplier correction or payment evidence available to you. |
| Return filing | The required return has been furnished and the credit is reported in the prescribed manner. | Filed return acknowledgement and working papers. |
| No blocked or restricted credit | The purchase is not covered by a blocked-credit rule and no reversal rule applies. | Purpose-of-use analysis, employee or asset records and reversal calculations. |
| Time limit | The claim is made within the current statutory deadline and any special transition rule. | Invoice date, financial-year tracker and current law or portal guidance. |
These are not interchangeable checks. A supplier’s invoice can be genuine but relate to a blocked category; a GSTR-2B entry can exist while receipt evidence is missing; and a received supply can still fail a time-limit or payment condition.
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CBIC Circular No. 170/02/2022-GST describes GSTR-2B as an invoice-wise statement of input-tax information that feeds the recipient’s GSTR-3B reporting. Use it as a reconciliation control, not as an automatic approval.
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- Download the relevant GSTR-2B for the tax period from the GST portal.
- Match each supplier invoice number, date, GSTIN, taxable value and tax amount to your purchase register.
- Investigate invoices that are missing, duplicated, amended, reported under the wrong GSTIN or shown with a different tax amount.
- Identify ineligible credit, common-credit reversals and temporary reversals in your working paper before preparing GSTR-3B.
- Follow up with the supplier for a correction in its return where appropriate, and preserve the request and response.
If an invoice is absent from GSTR-2B, do not assume either that the supply is fictitious or that credit is permanently lost. Check the supplier’s filing status, reporting period, document details and the current legal and portal rules before deciding whether and when to claim. Conversely, the presence of an invoice in GSTR-2B does not prove receipt, business use, absence of blocked-credit restrictions or satisfaction of every section 16 condition.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.What does the 180-day payment rule mean?
For supplies other than those on which tax is payable under reverse charge, section 16 contains a condition concerning payment to the supplier of the value of the supply plus tax within 180 days from the invoice date. If that condition is not met, the Act and rules provide for a consequence involving reversal or addition to output tax liability and interest, subject to the applicable provisions.
Build an ageing report for unpaid invoices rather than relying on memory. Record the invoice date, value, GST, payments, credit notes and the date on which the 180-day period falls. When payment is later made, apply the restoration or re-availment treatment permitted by the current rules. Do not apply this 180-day explanation mechanically to reverse-charge transactions; their tax-payment and documentation process is different.
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Is a separately recovered expense outside GST?
No. Calling a line “reimbursement” does not by itself remove it from taxable value. The pure-agent exclusion in the valuation rules has defined conditions. In broad terms, the supplier must be contractually authorised to incur the expense for you, the payment must be separately indicated, the supplier must not use the procured goods or services for its own interest, and recovery must be limited to the amount actually paid to the third party, with the required records.
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Ask for the underlying third-party document and the contractual clause supporting the arrangement. If the supplier adds a margin, bundles the expense with its own service, uses the item itself or cannot show the required agency relationship, the amount may form part of the supplier’s taxable value. Have a complex reimbursement reviewed before posting ITC.
What changes under reverse charge?
Under reverse charge, the recipient may be responsible for paying GST rather than paying GST charged by the supplier. CBIC FAQs describe self-invoicing in specified circumstances. That means ordinary supplier-invoice instructions cannot simply be applied to a reverse-charge supply.
Identify reverse-charge transactions from the contract, nature of supply and applicable notification. Confirm who must issue the document, when tax is paid, how the liability is reported and what document supports any resulting ITC. Keep the self-invoice, payment challan, accounting entry and return reporting together.
What if the supplier or invoice looks suspicious?
Warning signs include a GSTIN or legal name that does not match the counterparty, repeated invoices with no delivery evidence, a supplier unable to explain the supply, unusual bank-account changes, or invoices appearing without any operational relationship. Stop automatic ITC posting and perform enhanced checks: verify the registration details through the GST portal, contact the supplier using known details, inspect purchase and delivery records, and obtain management approval for any payment.
CBIC Instruction No. 02/2024-GST describes verification and potential action concerning input tax credit based on invoices issued by non-existent suppliers where there is no underlying supply. Its special-drive dates relate to 2024 and should not be treated as a current campaign. The underlying risk remains practical: do not claim credit for a paper transaction. For a material amount, suspected fraud or disputed facts, consult a qualified GST professional and preserve all records rather than deleting or altering them.
Records to keep and when to escalate
Maintain one file for each material purchase containing the order or contract, invoice and revisions, receipt or completion evidence, reconciliation to the purchase register and GSTR-2B, payment proof, correspondence and the ITC eligibility working. Ensure the people approving payment, recording receipt and filing returns can explain any difference.
Escalate before payment or return filing when the supplier will not correct a material error, the GSTIN appears invalid or unrelated, tax is charged under the wrong mechanism, receipt cannot be proved, the amount is significant, or the transaction involves an unusual place-of-supply or reimbursement arrangement. A written professional opinion is usually cheaper than defending unsupported ITC, interest and penalties later.
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