Mastering How to issue electronic invoice not only is compliance with the law mandatory under Circular 78/2021/TT-BTC, but also an important first step to automating the entire financial process. A properly issued invoice will be the foundation for helping businesses cost effective management, track receivables and optimize cash flow, especially when integrated into an overall expense management system.
In this article, Bizzi will provide a detailed guide on electronic invoice process, not only helps you stay legally compliant, but also shows you how to tie this activity into the bigger picture of financial management and automate your business expenses.
What is e-invoicing and its role in the cost management ecosystem?
Electronic invoice (E-invoice) is an invoice presented in the form of electronic data, established by organizations and individuals selling goods to record information about the sale of goods and provision of services. The conversion to electronic invoices is not only a legal obligation but also an opportunity for businesses to digitize and improve operational efficiency.
When viewed from the perspective of business cost management, electronic invoices bring dual benefits:
- Save on direct operating costs: Eliminates the cost of printing, paper, shipping and storing paper invoices. This is the most obvious savings on a business's balance sheet.
- Improve overall management efficiency: Electronic invoice data has a standardized structure, helping to automate lookup, reconciliation and accounting. Especially for the buyer, Input electronic invoices are processed automatically. by expense management platforms like Bizzi, which completely eliminate the “pain” of manual data entry, reducing time and errors in accounts payable.
- Ensuring compliance and transparency: Meet the mandatory requirements prescribed in Circular 78/2021/TT-BTC, helping businesses avoid legal risks and create a transparent financial data stream, easy for internal audit and tax inspection.
- Promote faster payments: Electronic invoices are sent immediately. When buyers use automated systems to receive and process payments, the expense approval process is shortened, helping sellers receive payments sooner and improve cash flow.
Electronic invoices are not only documents but also important input data for automated cost management systems.
Conditions and preparation for issuing valid electronic invoices
To process electronic invoice To become an effective link in the financial management cycle, businesses need to prepare the following factors:
- Register to use electronic invoices with tax authorities (Required): Submit declaration form 01/DKTĐ-HĐĐT and receive approval notice from tax authority.
- Choose a software vendor with integration capabilities: Instead of choosing a standalone software, prioritize solutions like Bizzi B-Invoice capable Deep integration with accounting systems, ERP and other expense management platforms. This ensures invoice data is synchronized, avoids manual data entry, and creates a seamless process from sales to collection.
- Prepare digital signature (USB Token/HSM): Ensure that the digital signature of the legal representative or authorized person is still valid.
- Ensure technical infrastructure and storage: A computer with internet connection and a secure solution to store electronic invoices for at least 10 years. Platforms like Bizzi often provide secure cloud storage solutions, making it easy for businesses to access when auditing or reconciling expenses.
Being prepared not only keeps you in compliance, but also lays the foundation for automation. Accounts Receivable and Payable Management after that.
Preparing all the necessary conditions is a mandatory step for integrating the work. electronic invoice into the overall cost management process.
5-step process for issuing electronic invoices – Connecting revenue and cost data
The invoicing process is not just a separate accounting operation but part of the financial data flow within the business.
- Step 1: Create electronic invoice: Accountants log into the e-invoice software to enter information. In an integrated system, this data can be automatically inherited from orders or contracts, minimizing errors and ensuring consistency.
- Step 2: Sign the electronic invoice (Required): Use digital signature to authenticate legality.
- Step 3: Issue and send invoices to the Tax Authority: The software will automatically send data to the General Department of Taxation system to issue codes.
- Step 4: Send invoice to buyer: When you send an invoice to your client, you are initiating a transaction in their accounts payable system. If your client uses an automated solution like Bizzi, your invoice will be processed immediately, speeding up the expense approval and payment process.
- Step 5: Store and synchronize invoices (Required): Invoices are not only stored to comply with the 10-year regulation, but are also synchronized into the financial management system. This data helps businesses analyze revenue, track debts and reconcile related expenses accurately.
Instructions for handling erroneous electronic invoices (Updated 2025)
Invoice errors can disrupt the payment and reconciliation process for both parties. Prompt and correct processing is essential.
- Case 1: Invoice with error has NOT been sent to buyer: The seller cancels the invoice on the software and creates a new invoice.
- Case 2: Invoice with error has been sent to buyer:
- Incorrect name, address (no incorrect tax code): Send notice Form 04/SS-HĐĐT to the tax authority.
- Serious error (tax code, amount, tax rate): Make a written agreement and proceed Adjustment Invoice or replace.
A good management system will help track the history of adjusted or replaced invoices, ensuring financial data is always accurate for reporting and cost management purposes.
Proper error handling helps maintain continuity in the revenue and expense recognition process for both parties.
Methods of issuing electronic invoices: From manual to fully automated
Depending on the size and level of automation, businesses can choose different invoicing methods.
1. Create directly on the software
Suitable for issuing a small number of invoices. Accountants manually enter each information field. Although simple, this method is time-consuming and prone to errors.
B-Invoice's intuitive interface makes manual invoicing simpler.
2. Import data from Excel file
More efficient when batch exporting is required. However, this method still requires manual file preparation and is subject to formatting errors, and is an intermediate step before true automation.
Import from Excel is How to issue electronic invoice batch fast and accurate
3. Integrate API for automatic invoice generation
This is the optimal method for businesses aiming for complete automation. By directly connecting the sales software or ERP to the e-invoicing platform via API, every time an order is completed, the invoice will be automatically generated and issued without human intervention. This is the core of building a smart financial management system, where revenue and cost data flows seamlessly.
Frequently asked questions about how to issue electronic invoices (FAQ)
When is the deadline for issuing electronic invoices?
According to Decree 123/2020/ND-CP, invoices must be issued at the time of transfer of ownership of goods or completion of services. Compliance with the deadline helps to record revenue in the right period, an important factor in analyzing and managing costs effectively.
Is a digital signature required to issue electronic invoices?
Yes, it is required. Digital signature ensures legality and is a factor for your invoice to be considered a valid expense document on the buyer's side.
How long should electronic invoices be stored?
Invoices must be kept for at least 10 years. Expense management platforms like Bizzi not only keep your data safe, but also turn it into a valuable source of information for spending analysis, budgeting, and financial forecasting.
Securely storing electronic invoices is the foundation for future cost management and auditing.
Can I look up issued electronic invoices?
Have. Easy lookup on the General Department of Taxation's portal or through the supplier's system helps both the seller and the buyer quickly verify the validity of an expense, simplifying the reconciliation process.
Summary: From invoicing to comprehensive business expense management
Hold on How to issue electronic invoice is just the first step. To truly create a competitive advantage, businesses need to see this as an integral part of their cost and cash flow management system. Automation from invoicing, payment process will free up resources, reduce errors and provide management with timely, accurate financial data.
Bizzi offers a comprehensive automated expense management platform, including an output electronic invoice solution. B-Invoice Designed to work seamlessly with input cost processing modules. Sign up now for advice on how to build an automated financial process from A to Z, starting with optimizing the way you invoice.
Read more:
