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E-Way Bill Sub-User: Create, Log In and Use the Suffix ID

What an E-Way Bill sub-user is, how the suffix login ID works (username_suffix), how to create, update or freeze sub-users, and how sub-users log in with their own OTP.

Updated: Checked against official NIC / GSTN material · How we research
Quick answer

A sub-user is a separate login under your GSTIN for staff or branches. The main user creates it under User Management → Create Sub-User by choosing a suffix. The sub-user’s login ID becomes mainusername_suffix — for example sharmatraders_pune. The sub-user logs in on the normal E-Way Bill login page with that ID, their own password, and an OTP on their own mobile.

Why use sub-users

  • Staff and branches can generate E-Way Bills without knowing the owner’s password.
  • OTPs go to each sub-user’s own phone, so the owner isn’t needed for every login.
  • You choose exactly what each person can do — for example generate but not cancel or reject.
  • Activity can be monitored and access frozen instantly when someone leaves.

What is the E-Way Bill suffix?

The suffix login ID is the short name the main user types when creating a sub-user. The portal joins it to the main username with an underscore. The sub-user must always type the full combined ID to log in.

Main username Suffix chosen Sub-user login ID
sharmatraders pune sharmatraders_pune
abcexports acct1 abcexports_acct1

Pick suffixes that say who or where the user is (branch, role or initials). The portal checks availability and enforces its own length limit when you click Check.

How to create a sub-user

  1. Log in as the main userAt ewaybillgst.gov.in.
  2. Open User Management → Create Sub-UserIn the left-hand menu.
  3. Enter the suffix and click CheckConfirm it’s available.
  4. Add the person’s detailsName, designation, mobile number and email of the staff member who will use the ID. The mobile number is used for their OTP.
  5. Select places of businessChoose which registered business places this sub-user can work for.
  6. Choose permissionsFor example generation, update, cancellation, rejection or reports.
  7. SubmitThe sub-user is created and the password is sent to the sub-user’s contact details.
How many sub-users? The portal limits the number of sub-users for each place of business (principal and additional). Published guides quote different figures, so rely on the limit the portal shows when you create one.

Sub-user login

  1. Open the official login pageSame page as the main user.
  2. Enter the full sub-user IDmainusername_suffix, with the underscore.
  3. Enter password and captchaThe password sent at creation (change it after first login).
  4. Enter the OTP from your own phoneSub-users are authenticated on their own registered mobile number.

Update, freeze or remove access

  • Update sub-user: change permissions, places of business or contact details.
  • Freeze sub-user: block the ID immediately, for example when an employee leaves. Do this the same day.
  • Review regularly: NIC advises main users to monitor sub-user activity.

FAQs

Can a sub-user log in with only the suffix?

No. The login ID is always the main username plus underscore plus suffix. Typing only the suffix gives an invalid credentials error.

Who receives the OTP when a sub-user logs in?

The sub-user, on the mobile number registered for that sub-user.

Can a sub-user create more sub-users?

User management is controlled by the main user. Ask the main user to create or change sub-users.

A sub-user forgot their password. What now?

The main user can manage the sub-user’s details under User Management. The sub-user can also use the Forgot Password option with their full ID.

Related: E-Way Bill login · registration · OTP & 2FA

Official references