Download Electronic Invoices: Detailed Instructions on How to Get XML, PDF Files & Store Them Correctly

Electronic invoices (E-invoices) have become an indispensable part of transactions and financial management of enterprises in Vietnam. Downloading E-invoices is increasingly popular and mandatory according to legal regulations. E-invoices help save costs, storage and support businesses in tax management and accurate accounting.

This article will provide detailed instructions on how to download electronic invoices, including XML and PDF file downloads, as well as important notes that businesses need to master to ensure the storage and use of electronic invoices in accordance with regulations. These instructions not only help businesses fulfill their legal obligations but also improve management efficiency, thereby building prestige and trust from customers and partners.

1. Introduction to Electronic Invoice

According to Decree 123/2020/ND-CP and Circular 78/2021/TT-BTC, the application of electronic invoices becomes a mandatory requirement for all businesses, organizations and individuals in business and commercial activities. This regulation will be implemented from July 1, 2022 and aims to simplify administrative procedures, protect consumer rights, and help increase transparency and prevent tax fraud.

Using electronic invoices not only helps reduce costs and improve management efficiency but is also consistent with the world's development trend, when all commercial activities are moving towards digitalization and automation.

Downloading electronic invoices to your computer is an important step in the process of storing and using invoices for both sellers and buyers, because:

• Official Archive: Downloading electronic invoices will help businesses store information legally and permanently. This is a mandatory requirement for businesses to be able to present when necessary, especially in the event of a tax inspection or audit.
• Tax declaration and accounting: Electronic invoices are an important basis for tax declaration and accurate accounting in the accounting books of enterprises. Downloading invoices helps ensure that enterprises have correct information to fulfill tax obligations.
• Compare information: Electronic invoices make it easy for parties to reconcile transactions with each other. Downloading and checking invoices helps buyers and sellers ensure that the information on the invoice is accurate and error-free.
• Tax Inspector: In case the tax authority conducts an inspection, the downloaded electronic invoice will be legal evidence to help businesses prove that transactions have been carried out in accordance with regulations and avoid legal risks.

2. Why Do We Need to Download and Store Electronic Invoices?

Downloading and storing e-invoices not only helps businesses comply with the law, but also optimizes financial and tax management. Let’s explore the benefits of this from both the buyer and seller’s perspective:

2.1 For Buyers

Downloading and storing electronic invoices not only helps buyers comply with legal regulations but also brings many benefits in financial and tax management.

• Basis for input cost accounting: Downloading electronic invoices helps businesses easily store documents, serving as a basis for accounting for input costs, serving financial reports and tax settlement.
• Prove reasonable and valid expenses when calculating corporate income tax: Ensure that the costs incurred are legal, reasonable and can be included in the expenses when calculating corporate income tax (CIT).
• Basis for declaring input VAT deduction: Electronic invoices are the basis for businesses to declare and deduct input value added tax (VAT), helping to reduce the amount of tax payable.
• Archive for future tax inspection, verification and audit purposes.: Storing electronic invoices helps businesses easily provide information when requested by tax authorities during inspections and audits.
• Reconcile debt with suppliers: Electronic invoices are also important documents for businesses to reconcile debts with suppliers, ensuring accuracy in payment and transaction recording.

2.2 For Sellers:

For sellers, download e-invoice supports:

• Store copies of issued invoices as required: Sales enterprises need to store copies of issued electronic invoices to meet the requirements of tax authorities and other authorities when necessary.
• Serving internal management, inspection and control: Storing electronic invoices helps businesses easily manage internally, perform checks and reconciliations on financial and tax situations, as well as sales-related issues.

It can be seen that downloading and storing electronic invoices not only helps businesses comply with the law but also improves financial management efficiency, minimizes legal risks and supports cost control. 

3. 04 easy ways to download electronic invoices

To help businesses download electronic invoices easily and quickly, Bizzi guides 4 ways to download as follows:

3.1 Download Electronic Invoices from the Electronic Invoice Portal of the General Department of Taxation (hoadondientu.gdt.gov.vn)

To be able to download electronic invoices from the General Department of Taxation's electronic invoice portal, business owners need to meet the following two conditions:

• Login account (usually e-Tax account).
• Granted access from tax authorities.

After meeting the conditions, business owners download according to the following steps:

• Step 1: Visit the website hoadondientu.gdt.gov.vn.
• Step 2: Log in with an authorized account.
• Step 3: Select “Search” → “Search invoice”.
• Step 4: Enter the required information: seller tax code, invoice number, invoice symbol and issue time.
• Step 5: Click “Search” to see results.
• Step 6: Select the invoice to download and click “Download”.
• Step 7: Choose download format: PDF or XML.

When downloading electronic invoices this way, business owners need to note some advantages and disadvantages:

Advantage:

• Is a reliable, authoritative source of information.
• Ensure the legal validity of invoices.

Disadvantages:

• The interface may not be optimized and requires input to look up.
• Loading may be slow if there are large numbers of invoices.

Note: To download invoices from this portal, you need to install the HDDT Plugin application to sign declarations and electronic invoices with digital signatures.

3.2 Download from the System/Portal of the Electronic Invoice Service Provider

Conditions for downloading invoices:

To download electronic invoices from the system/portal of the electronic invoice service provider, business owners need to meet the following conditions:

• The seller uses the services of a specific electronic invoice (EI) provider.
• The buyer will receive a lookup link from that electronic invoice provider.

Steps to download:

To download invoices, business owners follow these steps:

• Step 1: Access the search link provided by the electronic invoice provider.
• Step 2: Enter the invoice lookup code (this code is usually sent via email or displayed on the invoice PDF).
• Step 3: View invoice information and select the required download format (XML or PDF).

Business owners need to clearly understand the advantages and disadvantages of this way of downloading invoices as follows:

• Advantage: Popular and easy, buyers often receive a link to look up invoices from service providers. In addition, this method is convenient when buyers only need to perform simple steps to download invoices.

• Disadvantages: Service providers' interfaces and processes can vary, requiring users to become familiar with each system individually.

3.3 Download directly from Email sent by Seller

One of the popular ways to download electronic invoice is via email sent by the seller. With this method, businesses can quickly receive and store invoices for accounting and document management. Below are detailed instructions:

• Form: The seller will send the invoice file directly in PDF, XML or both formats attached in the transaction email.
• Steps to follow: Open the email sent from the seller -> Check the attached file -> Download the invoice file to your computer or internal storage system.
• Advantage: Fast and convenient, especially when the seller provides a complete and accurate invoice file immediately after the transaction is completed.
• Disadvantages: Easily lost if inbox is overloaded or email is sent to spam; businesses need to carefully check the validity of invoices (e.g. digital signature, authentication code) before storing and using.

3.4 Download from Seller's own Website/Portal

In addition to email, many large enterprises also provide a dedicated electronic invoice lookup portal to support customers in easily managing and downloading invoices when needed. This method ensures greater initiative and security in the process of obtaining invoices. Here's how to do it:

• Form: Sellers build their own website or electronic invoice lookup portal, allowing customers to access and retrieve invoices independently.
• Steps to follow: Access the seller's website or search portal -> Enter necessary information such as customer code, order code or search code -> Confirm information and download the electronic invoice to your device.
• Advantage: Convenient for businesses that regularly transact with suppliers, easily look up invoices in case of lost email.
• Disadvantages: Not every business builds its own lookup system, so this option is mainly applicable to large-scale suppliers.

4. Electronic Invoice File Formats When Downloading (XML vs. PDF)

When downloading electronic invoices, businesses will receive files in two most popular formats: XML and PDF. Understanding the nature and legal value of each type of file helps business owners manage invoices in accordance with regulations, limiting risks when storing and declaring taxes.

4.1 Clearly Distinguish Two Important File Formats

In the process of managing electronic invoices, it is essential to understand the difference between two popular file formats, XML and PDF. Each format has its own role in storing, declaring taxes and reconciling invoice information. Here is a detailed analysis:

4.2 Which Download Format Is Correct and Sufficient?

In the process of managing electronic invoices, not only the issuance but also the downloading and storing of invoices according to standards also play a very important role. To ensure legality and convenience in accounting and auditing, businesses need to clearly understand which file formats must be saved and which files should be saved for easy reference. Specifically:

• When download electronic invoice, businesses are required to store XML files with valid digital signatures to ensure compliance with legal regulations.
• At the same time, you should download additional PDF files for easy reference and quick checking of invoice content when necessary.
• Storing both XML and PDF files will help businesses be more proactive in accounting, auditing, and reporting to authorities.

5. How to Check the Validity of Downloaded Electronic Invoices

To ensure that the e-invoice you receive or download is valid and compliant, you need to perform some thorough checks. Here is a detailed process to help you verify the validity of your e-invoice:

Step 1: Check Integrity and Digital Signature on XML File

After downloading the electronic invoice XML file to your computer, you need to verify the integrity and validity of the invoice using the following steps:

• Use support software: Open the XML file with software such as iTaxViewer or accounting software with the function of checking electronic invoices. The software will display the invoice content and check the digital signature.
• Check digital signature: Make sure the digital signature on the invoice is valid and contains correct seller information. If the digital signature is invalid, the invoice may be invalid.
• Integrity check: Verify that the invoice content has not been changed after issuance. If there are changes, the invoice may be invalid.

Step 2: Look up Invoice Information on the General Department of Taxation's Information Portal

To verify the validity of an electronic invoice, you can look it up directly on the General Department of Taxation's Electronic Invoice Portal. The steps are as follows:

Step 1: Access hoadondientu.gdt.gov.vn.

Step 2: Select “Invoice Lookup”.

Step 3: Enter the required information:

• Seller tax identification number.
• Invoice symbol.
• Invoice number.
• Verification code (if any).

Step 4: Click “Search” to see results.

If the invoice is valid, the system will display full information about the invoice, including the status "Code issued" or "No code - Seller data sent to CQT".

Step 3: Check Invoice Information

Once you have downloaded the electronic invoice and looked up the information on the General Department of Taxation's Information Portal, the next step is to check the invoice information to ensure its validity. Please check the following information:

• Compare information: Compare the information on the downloaded invoice with the search results on the General Department of Taxation's Information Portal.
• Check invoice status: Make sure the invoice has a valid status, such as “Code Issued” or “No Code – Seller Data Sent to CQT”.
• Verify seller and buyer information: Make sure the information on the invoice matches the information registered with the tax authority.

6. Common Problems When Downloading Electronic Invoices

When uploading electronic invoices, businesses may encounter some common problems. Below are instructions on how to handle these problems simply and effectively.

• Did not receive email/invoice lookup link: In case you do not receive an email or invoice lookup link, the business needs to contact the seller directly to reconfirm the information or request the correct link to be resent.
• Enter the error code/not found: If you enter the lookup code and receive an error message or the invoice is not found, please check the lookup code you entered. If it still does not resolve the issue, please contact the seller to provide the correct lookup code.
• Download only PDF file, no XML: When you only receive a PDF file without an XML file, ask the seller to provide an additional XML file to ensure the validity of the invoice.
• XML file has format error, cannot be opened: If the XML file is formatted incorrectly or cannot be opened, ask the seller to resend the standard XML file as required to avoid problems when declaring taxes or checking invoices.
• Check for invalid/expired digital signatures: When you find that the digital signature on the invoice is invalid or has expired, you need to contact the seller to check again and request to reissue the invoice with a valid digital signature (if necessary and in accordance with regulations).
• Difficulty in manually downloading from multiple sources: If downloading e-invoices from various sources becomes difficult and time-consuming, businesses should consider automating the downloading and storing of invoices to save effort and minimize errors.

By understanding common problems and basic troubleshooting, businesses can minimize problems during the e-invoice upload process, making financial management easier and more efficient.

7. Store Electronic Invoices After Downloading According to Regulations

After download electronic invoice, businesses need to store invoices properly to ensure legal value and be ready to serve tax inspection and settlement work. Proper storage not only complies with legal regulations but also helps businesses manage data effectively, limiting the risk of losing or misplacing information.

Legal requirements and best practices:

• Storage format: After downloading the electronic invoice, the business is required to store the invoice in electronic data form, specifically XML file. This is the only format with full legal value. PDF and paper copies are for reference only and cannot replace XML files.
• Storage time: According to the provisions of the Accounting Law, enterprises must store electronic invoices for at least 10 years, ensuring the purpose of searching, comparing and auditing.
• Storage media: Electronic invoices can be stored on various media such as hard drives, USBs, internal servers or cloud storage services. Businesses should choose the option that suits their scale and usage needs.
• Technical requirements: Storage must ensure criteria for safety, security and data integrity. At the same time, the storage system must allow easy access and extraction of invoices when necessary, especially in cases where tax authorities request an inspection.

Good Practices When Storing Electronic Invoices:

• Organize scientific archives: Categorizing invoices by supplier, month, quarter or year will help businesses easily search and check when needed.
• Name the file clearly: Name the invoice file with a recognizable structure, for example: [Supplier Name][Invoice number][Date].xml.
• Regular data backup: Periodically back up invoice data to secure platforms to prevent data loss due to device failure or unforeseen incidents.

8. Automate E-Invoice Downloading and Management With Bizzi

In the process of operating a business, the download electronic invoice and managing input invoices often takes a lot of time if done manually. Common risks such as lost invoices, error checking, and fragmented storage make the accounting process inefficient and potentially expose to legal risks. This is why automating this process is becoming an inevitable trend.

8.1 Smart Solution for Managing Input Electronic Invoices

Bizzi offers advanced technology solutions, helping businesses simplify the entire process. download electronic invoice and manage invoices as follows:

• Automatically collect electronic invoices from supplier emails: Bizzi automatically scans and retrieves invoices attached to emails, minimizing the risk of missing important invoices.
• Direct connection to the portal of the electronic invoice provider: For some large invoice issuers, Bizzi supports connection and automatic retrieval of invoices to the system (depending on the integrated features).
• Preliminary check of invoice validity and status on Tax Portal: Bizzi automatically compares invoice information, helping businesses quickly detect discrepancies or invalid invoices.
• Centralized storage of XML and PDF files on a single platform: All invoices are securely stored in the system, easy to find and look up whenever needed.
• Support data extraction and payment proposal generation: Bizzi allows quick extraction of invoice information, serving payment processing and accounting recording steps.
• Flexible integration with internal accounting software: Connecting data between Bizzi and accounting software helps shorten accounting time and reduce the risk of errors due to manual data entry.

8.2 Outstanding benefits that Bizzi brings to businesses

Automation download electronic invoice and managing invoices with Bizzi not only saves time, but also minimizes errors, enhances financial control and optimizes internal accounting processes. This is the key for businesses to improve operational efficiency, while ensuring compliance with legal regulations on electronic invoices.

Conclude

Downloading e-invoices correctly not only helps businesses quickly complete accounting records but also ensures their validity and ease of storage in accordance with legal regulations. Popular methods today include downloading invoices directly from email, the lookup portal of e-invoice service providers, or using automatic integrated accounting software. In particular, downloading the correct XML file - the original format of e-invoices - plays a key role in proving legality and serving tax audits.

In the context of an increasing number of invoices, applying automation technology in downloading and storing electronic invoices will help businesses optimize time, minimize errors and improve the efficiency of financial and accounting management.

Experience Bizzi's automated invoice processing solution to shorten your workflow and speed up your workflow! Bizzi offers smart invoice management features such as automatic XML file upload, validity checking, standard archiving, and easy integration with your existing accounting system.

Businesses register for trial at: https://bizzi.vn/dang-ky-dung-thu/ 

Contact Bizzi today for detailed advice on automating financial and accounting processes, helping your business move faster in the digital age!

FAQs – Frequently Asked Questions

Question 1: Is there a fee to download an electronic invoice?

Downloading e-invoices through official systems and supporting software such as Bizzi is free. E-invoice service providers do not charge for looking up and downloading these invoices. However, if you use additional e-invoice storage or management services, there may be additional costs.

Question 2: Can I save only PDF files?

No, just saving the PDF file is not enough to comply with the regulations on storing electronic invoices. According to current regulations, you need to store the XML file to ensure the legality of the invoice. The XML file contains important data about the invoice, helping the tax authority easily check and confirm the legality of the invoice in necessary cases.

Question 3: How to open an electronic invoice XML file?

To open the XML file of the electronic invoice, you can use specialized software such as iTaxViewer, Electronic Invoice software of suppliers or Bizzi software. These tools allow you to open and check the content of the XML file easily, while ensuring the accuracy of the information on the invoice.

Question 4: Where can I get the invoice lookup code?

The lookup code of an electronic invoice is usually found on the PDF version of the invoice that you have received or sent via email from the seller. This code helps you easily look up invoice information on the tax authority system or on platforms that provide electronic invoice services.

Question 5: What should I do if I lose the downloaded electronic invoice?

If you lose your downloaded e-invoice, don't worry. You can contact the seller to request a new invoice or look up and download the invoice yourself from the system if you still have all the necessary information, such as the lookup code or invoice receipt information.