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October 26, 2026

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‍How to Sign an E-Invoice with a Digital Signature

However, more businesses are now adopting electronic invoicing for their GST compliance, to minimise documentation and keep accurate records of transactions. To sign an e-invoice using a Digital Signature Certificate (DSC), it is crucial to understand the working and significance of DSC in the process of e-invoicing.

There is also an important distinction to understand. When an invoice is reported to an Invoice Registration Portal (IRP), the IRP digitally signs the validated invoice and generates the IRN and signed QR code. A supplier’s own DSC is a separate signing mechanism and is not generally required for an e-invoice that has been issued according to the prescribed e-invoicing system.

What is a Digital Signature on an E-Invoice?

Digital signatures are an electronic way to sign a document. It is based on a Digital Signature Certificate (DSC) issued by a licensed certifying authority that helps to establish the identity of the person or organisation signing the document. Rule 46 prescribes several particulars on an invoice, one of which is the signature of the supplier/authorised person, which applies to GST invoices.

The rule has been made with some exceptions for electronic invoices issued in compliance with the Information Technology Act. Thus, it can be said that even in the absence of a supplier’s DSC, an e-invoice with a valid IRN will not be null and void.

How does Digital Signing Work in E-Invoicing?

The e-invoice process has two different digital-signing layers. First of all, the invoice is generated by the supplier using an accounting, billing or ERP system, and the necessary information is submitted to an authorised IRP.

The IRN validates the information, generates and provides the invoice reference number (IRN), digitally signs the validated invoice with a private key, and generates the QR code. Second: if a business needs an additional supplier-level signature to process the invoice because fo their workflow, they can use the business’s own DSC on the invoice via compatible business billing software, ERP, PDF or e-invoicing software.

What do you need before Signing an E-Invoice?

Before attempting to digitally sign an invoice, keep these requirements ready:

A digital signature certificate issued by the authorised signatory.
A compatible DSC token or signing mechanism.
The necessary driver/utility for your computer to use the device, which works with DSC signing.
The new billing, accounting, ERP, or e-invoicing software, which works with DSC signing.

Your DSC should also be activated and registered properly wherever it is needed by the software/portal.

Steps to Sign an E-Invoice with a Digital Signature

Step 1: Prepare the GST invoice

Using billing/accounting software, create the invoice. Compute GST invoices, manage all your business in one place, send your invoices and streamline the billing process using an easy-to-use software meant for Indian businesses.

Step 2: Create the IRN

Bring the details of the invoice to the authorised IRP. Once the invoice has been processed, the portal validates the invoice and creates its IRN. The IRP will also digitally sign the approved invoice and generate the QR code with all the important information on the invoice.

Step 3: Download the Signed E-Invoice

Once IRN generation is successful, get the signed invoice details or the invoice that is generated by your accounting/e-invoice software. If the signed JSON is valid and the contents are valid, then the system will print the invoice details.

Step 4: Link Up Your DSC

Attach the DSC token to your computer and launch the appropriate signing application or software if your business needs to use your supplier’s electronic signature.

Select the authorised signatory’s DSC when prompted. The DSC token PIN might be required before the signing process, depending on the software.

Step 5: Sign the Digital Signature

Select either the “Sign” or the “ E-Sign” choice. The software validates the authorised signatory with the authentication component of the DSC and places the signature on the document supported by this software.

Some e-invoicing platforms provide built-in DSC-based e-signing capabilities. For example, IRIS IRP currently offers a feature for signing invoices with a customer’s own DSC.

Step 6: Check Signed Invoice

Ensure that the signature is valid and has not been modified since the time of signing, after the invoice is signed.

You can also verify the IRP-generated signed invoice or QR code through the available verification tools. Details such as supplier GST no., buyer GST no., invoice date, invoice value, HSN code, IRN and digital signatures of the IRP.

Conclusion

When it comes to signing an e-invoice with a digital signature, understanding the difference between a supplier’s DSC and IRP’s digital signature makes it a breeze. The IRP creates a digitalised, validated e-invoice, IRN, and QR codes with a digital signature. An extra supplier DSC may be desirable for the operations or documentation needs of a business.

For businesses, it is more important to keep accurate data of their invoices, produce valid IRNs, review QR codes and ensure proper storage of their GST information. These can be easier to manage with reliable billing software.

Make GST billing easier with SWIPE. Save time and effort in creating GST invoices, managing your business records, sending invoices and simplifying billing with easy-to-use software tailored for India’s businesses.

FAQ

1. Is a DSC mandatory for an e-inovice?

No. The requirement for the use of a supplier’s physical or electronic signature to create an e-invoice is not essential under the e-invoicing provisions. On the validated invoice, the IRP electronically signs the invoice and generates the IRN and QR code.

2. Who digitally signs an e-invoice?

The IRP subscribing to this service digitally signs and sends the validated invoice to the recipient, with its own private key. The supplier can impose its own DSC where it is needed for a business process.

3. Can I verify a digitally signed e-invoice?

Yes. The IRP provides a facility to verify a signed invoice by uploading the signed JSON. The QR code can also be verified through the available verification mechanism.

4. What happens if my DSC expires?

If the digital signature is not valid, display an invalid digital signature message. To renew the certificate, sign and re-sign the signing setup and then renew the certificate with the Certifying Authority before signing an invoice again.

5. Does a digitally signed e-invoice need an IRN?

For transactions covered by the e-invoicing mandate, the supplier must obtain an IRN through the prescribed IRP process. A supplier's DSC does not replace the IRN or the IRP-generated QR code.

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