Job electronic invoice storage Not only is it a legal requirement, it is also a fundamental step in ensuring transparency, data integrity and readiness for inspection. For businesses, this is an important starting point to build an effective cost management process, from receiving documents to payment.
This article will provide a comprehensive guide, from core legal regulations under Decree 123/2020/ND-CP, Circular 78/2021/TT-BTC, to secure storage solutions, helping businesses both comply with the law and optimize financial processes.
What is an e-invoice and why should it be stored properly?
Electronic invoices have become an indispensable part of modern financial and accounting management. Proper storage not only helps businesses comply with tax laws but also provides a basis for accurately tracking and controlling expenses.
Basic concepts and characteristics
Electronic bill (Contract) is an accounting document created, processed, sent, received, and managed entirely by electronic means. Electronic invoices can be of any type. with or without tax authority code, and has the same legal value as a paper invoice if it fully meets the regulations on format, content and creation process.
Different from traditional invoices, electronic invoices are created on software, transmitted to buyers via electronic systems and data can be directly connected to the General Department of Taxation's system. electronic invoice storage Correct standards are the prerequisite for a system. Accounts Payable Management transparency, helping businesses avoid errors and cost loss.
Core components of an electronic invoice
A valid electronic invoice always includes two inseparable components:
- XML file: This is the original data file containing all the invoice details, encrypted to ensure integrity. The XML file is a file with highest legal value, is used to electronic invoice storage and submit to the tax authorities when requested for inspection.
- PDF file: Is a visual representation of the electronic invoice, making it easy for users to read and check the content. However, PDF files have no independent legal value. but only serves as reference and illustration.
In the process electronic invoice storageEnterprises are required to keep both files at the same time to ensure validity and have full original documents for cost accounting and auditing later.
Common types of electronic invoices
According to Circular 78/2021/TT-BTC and Decree 123/2020/ND-CP, electronic invoices are divided into the following main types:
- Electronic invoice with tax authority code: A unique authentication code is provided by the General Department of Taxation before being sent to the buyer.
- Electronic invoices without tax authority codes: Enterprises self-issue and are responsible for the data, then send invoice data to the tax authorities.
- Other types such as value added tax (VAT) invoice, Sales invoice, public property sale invoice, stamp, ticket, card, fare receipt, and bank service fee receipt.
Understanding the types of invoices helps businesses apply the correct form and build processes. manage and store electronic invoices science, creating a solid foundation for overall cost management.
Legal regulations on electronic invoice storage (Updated 2025)
To ensure legality and avoid financial risks, businesses need to strictly comply with regulations on electronic invoice storage clearly stated in Accounting Law 88/2015/QH13, Decree 123/2020/ND-CP and Circular 78/2021/TT-BTC.
Mandatory requirements when storing electronic invoices
Job electronic invoice storage not only a legal liability but also directly affects the ability to business cost control. Mandatory requirements include:
- Safety, security and integrity: Invoice data must be kept securely, without being changed or distorted during the storage period to ensure the accuracy of expenses.
- Electronic storage: Invoices must be stored on electronic media (cloud, server, hard drive...) and must ensure quick access when cost reconciliation is needed.
- Accessible and printable: The storage system must allow authorized persons to look up, view, print and provide invoices upon request from competent authorities or internal audit department.
- Compliance with digital signature regulations: According to the Law on Accounting, electronic documents with valid digital signatures are not required to be printed on paper if they meet the following conditions: keep digital documents safe.
How long is the storage period for electronic invoices?
According to the provisions of Article 13 of Decree 174/2016/ND-CP guiding the Accounting Law 88/2015/QH13, The minimum storage period for electronic invoices is 10 years.This period applies to accounting documents used for management, operation and cost control of the unit.
- Destroy after expiration date: When the storage period ends, the enterprise has the right to destroy the electronic invoice. The destruction process must be carried out according to a strict procedure, ensuring that the data cannot be recovered.
Risks and penalties for storing electronic invoices in violation of regulations
Non-compliance with the regulations on electronic invoice storage can lead to many serious consequences, not only financially but also disrupt the business's cost management process.
Legal consequences of loss, damage or improper storage
In addition to direct penalties, failure to provide valid invoices during tax settlement can result in disallowed expenses, increasing the tax burden and directly impacting cash flow and efficiency. cost management of the business. This is the biggest risk that financial managers need to anticipate.
Administrative fines according to Decree 125/2020/ND-CP
According to Article 26 of Decree 125/2020/ND-CP, the penalty for losing, burning, or damaging invoices is as follows:
- Warning penalty: If the invoice is lost or damaged but a record has been made, a declaration has been made to the tax authority and there are documents proving the transaction has been made.
- Fine from 3,000,000 to 5,000,000 VND: If the invoice is lost, burned or damaged during storage (except in the above case).
- Fine from 4,000,000 to 8,000,000 VND: If the invoice that has been created or declared for tax is lost, burned or damaged during use or storage.
Note: The above fine applies to organizations. For individuals, the fine is 1/2.
How do tax authorities check stored data?
During an inspection, the tax authority has the right to request that the business provide access to the electronic invoice data storage system. The business must present the original XML file. Failure to access valid data will be considered a violation and may affect the business's expense deduction.
Compare effective methods of storing electronic invoices
Choose a method electronic invoice storage Compliance not only helps with legal compliance but also has a major impact on the effectiveness of the overall cost management process.
Manual storage (Email, Hard Drive, Cloud)
Although this method is simple and initially inexpensive, it is risky and ineffective for cost management. Data is fragmented, difficult to look up and reconcile, and can easily cause late payments or double payments to suppliers.
- Use private email: Easy to overload, miss invoices, leading to incomplete cost recording.
- Stored on physical devices: High risk of data loss and no support for automated expense processing.
- Use cloud storage: More secure but still requires a lot of manual work to sort and associate with payment requests.
- Manage with Excel file: Time consuming, error prone and not scalable as business grows.
Storage with specialized software
The electronic invoice storage software Professionals not only solve storage problems but are also the core of an automated expense management system. They help centralize data, automate auditing, and integrate deeply with the payment process.
Quick comparison table of storage methods:
Criteria Manual storage Specialized software Cost management efficiency Low, high risk High, process optimization Level of automation Low, time consuming High, automatic 90% Safety & Security High risk (data loss, virus) High (encryption, automatic backup, authorization) Search & reconciliation capabilities Slow, manual Fast, automatic System integration No or very limited Deep integration with ERP, accounting software
Software Solutions: The Foundation for Smart Cost Management
Application electronic invoice storage software Not only is it a legal compliance option, but it is also a strategic decision to build an automated and efficient cost management system.
Outstanding benefits of automating storage and cost processing
Switching to dedicated software brings double benefits: ensuring secure storage while optimizing the entire cost management process:
- Automate your expense processing from AZ: Automatically collect, verify, and store invoices, eliminating manual steps, thereby speeding up the approval and payment process.
- Create a centralized and secure cost document repository: Data is stored on a cloud platform, encrypted and clearly decentralized, ready for auditing and cost analysis.
- Smart cost control: Allows instant invoice search and automatic reconciliation with orders and contracts, helping to detect discrepancies early and prevent fraud.
- Create a seamless expense management ecosystem: Easily connect with accounting software, ERP (SAP, Oracle, MISA...), ensuring cost data is always consistent and accurate across the system.
- Always follow the rules: Reputable suppliers always update software according to the latest changes from tax authorities, helping businesses minimize legal risks.
Bizzi – Automate invoice storage in the expense management ecosystem
Bizzi is more than just a tool electronic invoice storage, but a comprehensive expense management platform that uses AI and RPA to automate everything from invoicing and processing to payments and budget control. Bizzi’s solution transforms archiving from a compliance obligation to an intelligent link in the financial management cycle.
Bizzi's outstanding features in the cost management process:
- Automatic processing and matching (IPA + 3-Way Matching): Bizzi Bot automatically downloads, checks and reconciles invoices against purchase orders (POs) and warehouse receipts (GRs), ensuring all expenses are valid before payment.
- Long-term, audit-ready storage: Automatically store invoices on the cloud platform for a minimum of 10 years, encrypted and scientifically arranged, easy to retrieve when needed.
- ERP and accounting software integration: Synchronize invoice data and payment status with management systems such as SAP, Oracle, MISA, Fast,…
- Flexible management and search: Intuitive interface allows tracking of the entire lifecycle of an expense – from invoice, approval, payment, to accounting.
With Bizzi, businesses are not only electronic invoice storage safety but also build an automatic, transparent and efficient cost management system.
Frequently Asked Questions about Electronic Invoice Storage (FAQ)
- Between XML and PDF files, which is more important for cost management?
XML files are legally valid files that contain the original data for cost accounting. Businesses are required to save XML files to ensure that costs are properly recorded.
- Is it mandatory to print electronic invoices on paper for storage?
No. The electronic invoice storage done entirely electronically. This reduces printing costs and physical storage space.
- How does losing input electronic invoices affect business costs?
If the invoice is lost, the business may not have enough documents to deduct input VAT and record deductible expenses when calculating corporate income tax. It is necessary to contact the seller immediately to request a reissued copy.
- After the 10-year period expires, can the electronic invoice be deleted?
Yes. After the mandatory retention period has expired, businesses can destroy e-invoices. However, they should consider industry-specific regulations or internal audit requirements before doing so.
Conclude
Electronic invoice storage Compliance is a basic but extremely important step. It is not only a legal obligation but also the foundation for building a solid cost management system, helping businesses control cash flow, optimize profits and minimize financial risks.
In the digital age, applying automation solutions like Bizzi not only helps to store securely but also turns data from invoices into valuable management information, bringing sustainable competitive advantages to businesses.
