Electronic invoices have become an inevitable trend in the era of technological development. The use of electronic invoices brings many benefits to businesses, however, there are still specific cases where electronic invoices need to be converted to paper documents (printed copies).
This article by Bizzi will guide you on how to print electronic invoices according to regulations and necessary notes in the context of financial and cost management of the enterprise.
General introduction to electronic invoices and printing needs
Electronic invoice (E-invoice) An invoice is a type of invoice that is created, created, sent, received, stored and managed electronically, without paper form, in accordance with the standards prescribed in Decree 123/2020/ND-CP and Circular 78/2021/TT-BTC.
Electronic invoices have now become a mandatory standard for most businesses in Vietnam, and are gradually replacing traditional paper invoices thanks to:
- Convenience, safety, cost savings.
- Minimize the risk of counterfeiting and loss.
- Easily integrated with accounting and tax management software.
See more articles about Top 13 new points of Decree 70/2025/ND-CP on electronic invoices here
Why print electronic invoices?
Printing electronic invoices to paper documents (conversion or representation) is necessary for many purposes, including in the financial and cost management activities of enterprises:
- Serve the inspection, control and investigation work of the competent authorities (especially the Tax Authority). This ensures transparency and compliance in financial management.
- Proving the origin of products for distribution, sales or circulation of goods on the road. This is an activity related to transportation and sales costs, requiring accompanying documents.
- Printed on customer request. The customer (buyer) may need a paper copy for internal or archival purposes, related to managing their purchasing costs.
- Serves the purpose of storing accounting documents according to the provisions of the Accounting Law. Invoices (output or input) are important documents in accounting, cost and revenue management.
- Documents are needed to be attached to payment documents or internal processes of the business. In the process of paying suppliers (input costs), a printed copy may be needed to be attached to the internal payment records. Bizzi.vn focuses on automating the processing of input invoices and cost management, having a printed copy (even if it is just a representation) can support these internal verification and reconciliation processes before payment.
- Serve investigation work in cases.
Instructions for printing electronic invoices
The process of printing electronic invoices to convert to paper documents is usually done through the electronic invoice software that the business is using. Below are 02 simple steps on how to print electronic invoices on the Bizzi system.
- Step 1: Select the invoice to print
In Bizzi's Invoice Management interface, select the electronic invoice you want to print in the list of sales invoices.
- Step 2: Download invoice
– If you want to print the e-invoice in XML format, just tap the Down Arrow icon to download the invoice to your device. 
– If you want to print the electronic invoice as a PDF, click on the eye icon next to it, the invoice will be transferred to a new Tab. From here, click on the Download icon if you want to store it on your device or print it directly.
Distinguishing ways to print electronic invoices
Below is a distinction between the ways of printing electronic invoices, helping businesses clearly understand the purpose, legal value and appropriate usage:
| How to print | Purpose | Legal value | Characteristic |
| Print for reference | Used to view information, compare internally, attach payment documents, or send to partners to check information. | Not as legally valid as a paper invoice. Not to be used as official accounting documents or when working with tax or auditing authorities. |
Printed from PDF/XML file of electronic invoice. There is no “conversion invoice” symbol, no need to sign or stamp. Suitable for temporary paper storage needs, or individual customers needing hard copies. |
| Conversion invoice (printed according to regulations) | Used in cases where businesses need:
|
Has the same value as a paper invoice if converted in accordance with the provisions of Circular 78/2021/TT-BTC. |
Must meet the following conditions:
|
| Print directly from sales software/ERP system | For printing invoices at point of sale (POS), supermarkets, stores, or printing with delivery orders.
|
Depends on the connectivity with the original electronic invoice system. If it is just a preliminary printout and not extracted from the official electronic invoice system → it has no legal value. |
Print at the point of sale, whether it's a retail invoice or an order tracking sheet. Need to compare with original electronic invoice if used for accounting or tax audit. |
If your business uses software like Bizzi, you will be supported:
- Print legal conversion invoices.
- Automatically attach digital signature, authentication code, brand logo.
- Manage and classify prints clearly to avoid confusion when used internally or with government agencies.
Important notes on how to print electronic invoices
To ensure that printing electronic invoices complies with the law and effectively serves financial/cost management, it is important to note:
- The method of printing electronic invoices must be done in accordance with the provisions of the Law.
- The conversion of electronic invoices to paper documents can only be done once.
- The printed invoice (converted copy) must fully reflect the content of the original electronic invoice to be legally valid.
- The conversion must have a separate symbol confirming that it has been converted (“INVOICE CONVERTED FROM ELECTRONIC INVOICE”, information of the converter, conversion time).
- The printed paper document (converted copy) must have the signature, full name and seal of the seller's legally responsible person to ensure legality.
- The printing process may vary depending on the software system you use.
- Users must comply with the regulations and instructions of local tax authorities. (Sources refer to Decree 119/2018/ND-CP, Decree 51/2010/ND-CP, Circular 78, Circular 37/2017/TT-BTC and other documents related to electronic invoices). Legal compliance is a core element in corporate financial management.
- Double check the information entered/displayed before printing to ensure accuracy.
- If using a dedicated printer, the appropriate driver must be installed.
- If you experience technical problems, seek assistance from your software vendor or a technical expert.
- Storing electronic invoices (original and converted copies if applicable) for the period prescribed by law (usually several years) and requiring long-term data access/archiving capabilities. This storage is an important part of financial document management.
See more about the latest electronic invoice cancellation form 2025 here
Conclude
Although e-invoicing is an inevitable trend in digital transformation, the need for printing still exists and needs to be managed properly and legally. Businesses should combine modern electronic management with flexible printing capabilities to optimize operations and ensure compliance.
Understanding how to print e-invoices properly and in compliance with the law (including distinguishing between a copy and a copy) helps ensure the accuracy, efficiency, and integrity of documents. This is part of the larger picture of corporate financial management, including invoice processing (input and output) and cost management, areas that platforms like Bizzi.vn are helping to automate.
To save processing time and automate invoice management processes, register to experience and try Bizzi's powerful accounting solution right here:
- Link to register for a trial of Bizzi products: https://bizzi.vn/dang-ky-dung-thu/
- Schedule a demo: https://bizzi.vn/dat-lich-demo/
