Electronic bill not only helps businesses optimize accounting processes but also ensures compliance with current legal regulations. Choosing electronic invoice template Conformance plays an important role in demonstrating professionalism and synchronizing financial operations.
In this article, Bizzi will summarize the popular electronic invoice templates for businesses, helping accountants and business owners easily choose the right design, in accordance with regulations Decree 123/2020/ND-CP and Circular 78/2021/TT-BTC. Let's explore now!
1. What is an electronic invoice? Its role in business management
According to Decree 123/2020/ND-CPAn electronic invoice is an invoice with or without a tax authority code, expressed in the form of electronic data created by organizations and individuals selling goods or providing services using electronic means to record information on sales and service provision in accordance with the provisions of law on accounting and tax.
Save money and time
Using electronic invoices helps businesses significantly reduce the costs of printing, transporting and storing invoices. At the same time, invoice processing process shortened, increasing productivity and improving cash flow.
Improve management efficiency
Electronic invoices allow businesses to easily access, check and compare information, minimizing errors in tax declarations. Integration with accounting software helps automate processes, ensuring accuracy and transparency in financial management.
Compliance with the law
Under current regulations, many businesses are required to switch to using electronic invoices. Compliance with regulations helps avoid legal risks and ensures smooth business operations.
Contribute to environmental protection
Electronic invoices help reduce paper use, limit waste, contribute to the goal of sustainable development and environmental friendliness.
The application of electronic invoices not only helps businesses optimize their operations but also enhances their competitiveness in the market. This is an inevitable trend in the digital age, helping businesses develop sustainably and meet the increasingly stringent requirements of the modern economy.
2. 07 latest electronic invoice templates according to current regulations
To build a truly effective spending plan, businesses need to follow a methodical process, ensuring systematicity and close monitoring.
2.1 Value Added Tax (VAT) invoice
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2.2 Sales invoice
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2.3 Sample warehouse delivery note for goods sent to agents for sale
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2.4 Specific VAT electronic invoice form
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2.5 Special VAT electronic invoice form in foreign currency
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2.6 Invoice for sale of public assets
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2.7 National reserve sales invoice
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3. Required content on electronic invoices
Electronic invoices are important documents in business activities, requiring compliance with regulations on content to ensure legality and validity. Below are the mandatory contents above. electronic invoice according to Circular 78/2021/TT-BTC and Decree 123/2020/ND-CP:
3.1 Invoice name, invoice symbol, invoice number symbol
- Invoice name: Specify the invoice type such as “VALUE ADDED INVOICE”, “SALES INVOICE”, etc.
- Invoice symbol: A character string that represents the characteristics of the invoice, including the invoice type, year of issue, and form of use.
- Invoice number symbol: The natural number reflects the type of invoice, for example:
- Number 1: Value added tax invoice.
- Number 2: Sales invoice.
3.2 Invoice number:
Is the serial number on the invoice when created, using Arabic numerals, maximum 8 digits, starting from 1 on January 1 or the date the invoice was first used, ending on December 31 of each year.
3.3 Information about the seller and buyer:
- Seller: Name, address, tax code match business registration information.
- Buyer: Name, address, tax code (if any). In case the buyer does not have a tax code, it is not necessary to show it on the invoice.
3.4 Details of goods and services:
Name of goods and services; unit of calculation; quantity; unit price; total amount excluding VAT; VAT rate; total VAT amount according to each tax rate; total VAT amount; total payment amount including VAT.
Digital signature:
- Seller: Digital signature of the business, organization or individual selling the goods.
- Buyer: Buyer's digital signature (if any). In some cases, the buyer's digital signature is not required as prescribed in Clause 14, Article 10, Decree 123/2020/ND-CP.
3.5 Invoice time:
The calendar day, month, and year of an invoice, reflecting the time of transfer of ownership or completion of services.
3.6 Time of digital signature on electronic invoice:
The time when the seller and buyer use digital signature to sign the electronic invoice is displayed by calendar day, month, and year.
3.7 Tax authority code for invoices with codes:
Applicable to electronic invoices with tax authority codes, this code is issued when businesses use electronic invoice services with authentication codes from tax authorities.
Full compliance with the above contents ensures valid and legal electronic invoices, helping businesses avoid legal and financial risks.
4. Notes when designing and using electronic invoice templates
Ensure compliance with regulations on numbers and symbols
According to Circular 78/2021/TT-BTC, each electronic invoice must have:
Invoice number symbol: Is a natural number from 1 to 6, reflecting the type of invoice. For example:
- Number 1: Value added tax invoice.
- Number 2: Sales invoice.
- No. 3: Invoice for sale of public assets.
- No. 4: National reserve sales invoice.
- Number 5: Other types of invoices.
- No. 6: International freight receipt, freight collection document.
Invoice symbol: Consists of 6 characters, both letters and numbers, showing the invoice type, year of issue and form of use.
Correct compliance with these symbols helps tax authorities easily manage and avoid errors during inspection.
Ensure all required criteria are met
Electronic invoices must contain all required information, including:
- Name, address, tax identification number of seller and buyer.
- Invoice number, date of issue.
- Description of goods, services; unit; quantity; unit price; total amount.
- Tax rate, tax amount, total payment amount.
- Digital signature of the seller and, if required, of the buyer.
Ensuring these criteria helps invoices have legal value and be accepted in business transactions.
Choose the invoice template that suits your industry and business type.
Businesses should design invoice templates that reflect the specifics of their industry while complying with general regulations. This not only creates professionalism but also helps customers easily recognize the brand.
Use electronic invoice software that meets tax authority standards
Choosing standard electronic invoice software helps:
- Ensure data security and integrity.
- Easy integration with existing accounting systems.
- Meet the requirements for connection and data transmission with tax authorities.
Using standard software helps businesses avoid legal risks and optimize accounting processes.
Complying with the above notes will help businesses use electronic invoices effectively, legally and enhance their reputation in business operations.
5. Bizzi – Optimal electronic invoice solution for businesses
In the context of strong digital transformation, the use of Electronic invoice Not only does it help businesses comply with legal regulations, it also brings many practical benefits. Bizzi Providing advanced electronic invoice solutions, helping to optimize accounting and financial processes.
- Save on printing and storage costs: Electronic invoices help businesses eliminate the costs of printing, transporting and storing paper invoices. Storing data on an electronic system saves space and makes it easy to retrieve when needed.
- Flexible integration with accounting and ERP systems: Bizzi's solution can be easily integrated with popular accounting software and ERP systems, helping to quickly synchronize data and avoid errors in data entry.
- Synchronize with the General Department of Taxation system: The system supports automatic updating and sending of invoices to the General Department of Taxation according to regulations, helping businesses ensure legality and convenience in the process of electronic tax declaration.
- Multi-format invoice rendering: Bizzi supports invoice export in many formats such as PDF, Excel, XML, included QR Code, helping customers easily check and compare information.
- Increase work efficiency: Thanks to automation, accountants do not need to enter data manually, reducing workload, increasing accuracy and improving business performance.
With outstanding advantages, Bizzi is the optimal electronic invoice solution, helping businesses not only comply with legal regulations but also improve financial performance, reduce operating costs and optimize accounting processes.
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