In the food and beverage (F&B) industry, cost control and operational optimization are always vital issues. When transactions occur continuously at high frequency, the application of electronic invoice for food service Not only does it help businesses comply with legal regulations, it also opens up opportunities to digitize the entire accounting and financial process. From accurate revenue recognition to optimal cash flow management, e-invoices are becoming an important foundation to help F&B businesses operate more intelligently, flexibly and effectively in a competitive business environment.
1. Electronic food service invoice: The platform for smart cost management
1.1. Definition and role of electronic invoices in the F&B industry
Electronic food service invoices are documents created by F&B organizations and businesses on the electronic system when providing food services – completely replacing traditional paper invoices. This is not only a legal requirement, but also an optimal tool for digitalizing operations.
With the characteristics of fast transactions, large quantities, accuracy and speed of information processing become extremely important in the F&B industry. Electronic invoices play a key role in recording revenue and expenses transparently, thereby helping businesses easily control profits and operating efficiency.
1.2. Benefits of electronic invoices for cost management
Applying electronic invoices for food services is not only a digital transformation step, but also brings many practical benefits in financial management:
- Save operating costs: Completely eliminates the cost of printing, storing, and transporting paper invoices. At the same time, reduces the administrative burden on the accounting department.
- Keep a close eye on costs: Transactions are recorded and stored on the system, helping accountants easily compare and control cash flow, thereby making accurate and timely spending decisions.
- Minimize the risk of error: Electronic invoices help reduce manual data entry errors – a common cause of unclear expenses or data discrepancies.
- Integrated management system: Invoice data can be easily linked with accounting software, ERP or POS, creating a smart, synchronous and transparent financial management ecosystem.
2. Current legal regulations on electronic invoices for food services: basis for avoiding cost risks
The implementation electronic invoice for food service Not only is it a mandatory legal requirement, it is also a foundation to help businesses optimize costs, be financially transparent, and limit legal risks. Below are some points to note to ensure compliance and effective operation.
2.1. Mandatory use of electronic invoices from July 1, 2022
According to the provisions of the Law on Tax Administration and guiding documents, from July 1, 2022, electronic invoice for food service becomes mandatory for:
- Enterprises, business households, and business individuals declare taxes using the deduction method.
- Food service providers such as restaurants, cafes, wedding parties, accommodation and catering services...
Timely compliance not only helps businesses avoid costly administrative penalty (up to tens of millions of VND), but also ensures the legality of input costs - an important factor in tax declaration and settlement.
2.2. Mandatory content on electronic invoices for food services according to Decree 123/2020/ND-CP
One electronic invoice for food service Valid information must be fully guaranteed according to regulations, including:
- Invoice type name, symbol and invoice number
- Seller and buyer information: business/individual name, address, tax code (if any)
- Detailed information about goods and services: name of food, drink, service; unit; quantity; unit price
- Financial items: pre-tax amount, VAT rate, VAT amount, total payment
- Authentication information: seller's electronic signature, invoice date, signing date
- Tax authority authentication code (for invoices with codes)
These contents not only help invoices to be legally valid but also serve well for cost control, especially when businesses need to compare actual costs with financial plans.
2.3. Detailed invoicing: an important factor in cost management
Job electronic invoice for food service A detailed approach is the key factor to help businesses manage capital costs well and analyze business performance.
- Clearly state the name of each dish and drink (for example: fried fish, soft drink, mixed salad…)
- Specific unit of measure (plate, cup, portion…)
- Selling price of each item, aggregated by order
This detailed information is important for accountants and business owners to track:
- Cost ratio for each dish/service
- Gross profit margin of each product
- Efficient consumption and reasonable pricing
3. Instructions for issuing electronic invoices for food services: Ensuring accuracy and saving time
In the food service industry – where speed of service and accuracy are key – implementing electronic invoice for food service A systematic approach not only ensures compliance with legal regulations but also helps businesses optimize operations, reduce risks and save significant costs. Below is a detailed guide for accountants and business owners who want to implement this process effectively.
3.1. Basic steps to issue electronic invoices
To ensure validity and avoid errors during the preparation process electronic invoice for food service, you should fully comply with the following steps:
- Access the e-invoicing software your business is using (e.g. Bizzi).
- Select the appropriate invoice template and proceed to create a new invoice.
- Fill in complete information including: customer name, service description, quantity, unit price, total amount.
- Select the correct food service group and applicable VAT rate.
- Save and issue the invoice after checking all the information.
- Send electronic invoices to customers via email or other communication channels.
Following these steps correctly not only ensures valid invoices, but also supports optimal revenue management and accounting data.
3.2. Notes on VAT rates in food services: Impact on selling price and costs
When setting up electronic invoice for food service, determining the correct tax rate is an important factor in determining the accuracy of financial statements and tax payable. Some important notes:
- Clearly distinguish tax rates for each type of goods and services: food is usually taxed at 8–10%, while beer and wine may be subject to higher tax rates.
- If multiple tax rates are used on the same invoice, separate invoices must be created to ensure validity.
- Determining the correct tax rate right from the invoicing stage helps avoid errors in tax declaration and optimizes operating costs.
3.3. Issue invoices from cash registers connected to tax authorities
For restaurants, eateries or F&B chains with large transaction volume, integrating cash registers with electronic invoice software such as Bizzi is an effective solution:
- Automatic invoice issuance process: from invoice template registration, creation, issuance, digital signature to sending to tax authorities.
- Automatically synchronize order data into invoices, eliminating manual operations and reducing errors.
- The Bizzi system helps businesses track and control invoices in real time, while supporting quick reporting when needed.
Application electronic invoice for food service Connecting cash registers to tax authorities is a strategic move, helping businesses improve operational efficiency and comply with the latest legal regulations.
4. Electronic invoices and cost management: Solutions from software
In the industry Food and beverage service (F&B), where operating costs account for a large proportion of total revenue, detailed control of each expense becomes vital. However, not all businesses are fully exploiting the potential of electronic invoice for food service to improve financial management efficiency.
Electronic invoice software today is not simply a tool for storing and sending invoices, but has developed into a Comprehensive solution to help F&B businesses control costs more closely, transparently and automatically.
4.1. Cost management support features of electronic invoice software
A modern electronic invoice software like Bizzi Integrated with cost management system, bringing many outstanding values in cost management, specifically:
- Automatic input invoice management: The system identifies and processes invoices from suppliers, reducing errors due to manual data entry.
- Automatically store order information: Helps accountants easily look up, compare and summarize cost data.
- Analysis of revenue – cost – profit reports: Provides real-time data, helping managers make quick and accurate decisions.
- Integrates with accounting software: Data is continuously synchronized, ensuring accuracy in accounting books and saving operating time.
- Track transactions in detail: Helps business owners control fluctuations in raw material costs, labor costs, and operating costs for each branch or at a specific time.
Especially in the F&B industry, where invoices arise with high frequency and a variety of suppliers, the application of The right e-invoicing software helps minimize the risk of loss and control costs more closely than ever before..
4.2. Choose the right e-invoicing software for your scale and cost management needs.
There is no “universal” software for all businesses. To optimize costs, accounting departments and business owners in the F&B sector need to carefully consider the following factors when choosing e-invoicing software:
- Features suitable for the food service industryFor example, support for tracking raw material costs for each recipe, personnel by shift, promotional costs, etc.
- Ability to integrate with existing software: Especially POS software, accounting, warehouse management.
- Reasonable implementation cost: Suitable for business budget while still ensuring long-term efficiency.
- Scalability: For restaurant and eatery chains, the software needs to be able to handle multi-point and multi-branch data processing.
An option like Bizzi, with its flexible platform and high integration capabilities, is The solution is trusted by many food service businesses to standardize processes and control costs more effectively..
Sign up for a free trial at: https://bizzi.vn/dang-ky-dung-thu/
5. Important notes to optimize cost management with electronic invoices for food services
5.1 Ensure that the information on the invoice is accurate and complete.
Make sure information such as business name, tax code, and service details are correct to avoid errors and impact management costs.
5.2 Perform regular invoice reconciliation
Reconciling electronic invoices with actual transactions helps detect errors early and handle them promptly, keeping costs under control.
5.3 Take advantage of the reporting features of electronic invoice software
Use cost reports from the software to analyze and optimize food service costs, thereby making accurate financial decisions.
5.4 Train staff on electronic invoice issuance process
Ensure employees understand the e-invoicing process and regulations, helping to comply with the law and reduce errors when issuing invoices.
6. Answers to frequently asked questions about electronic invoices for food services
How to handle incorrect invoices?
During use electronic invoice for food service, errors are inevitable. However, modern e-invoicing systems provide easy reconciliation and processing features to ensure accuracy. To handle erroneous invoices, you need to take the following steps:
- Check invoice information: Before issuing the invoice, double check information such as customer name, number of dishes, invoice value and other information to avoid errors from the beginning.
- Use the adjustment feature in the electronic invoice software: Electronic invoicing systems have features that allow erroneous invoices to be corrected or canceled and adjusted invoices reissued. This helps businesses maintain transparency in their financial records and reporting.
- Notes and reports: When making invoice adjustments, note the reason and update it in the accounting system to avoid any confusion during audits and financial checks.
Can electronic invoices replace other accounting documents?
Electronic invoices have been regulated and legally recognized in many countries, including Vietnam. Accordingly, electronic invoice for food service Not only can electronic invoices replace traditional paper invoices, but they can also replace other accounting documents such as receipts, payment vouchers, or similar documents. However, for electronic invoices to maximize their effectiveness, businesses need to ensure the requirements for electronic signatures, authentication codes, and information security regulations.
Therefore, electronic invoices not only help businesses save printing and storage costs but also support compliance with legal regulations easily and quickly.
How to manage electronic invoices effectively?
Effective e-invoice management is a key factor in optimizing food service cost managementTo achieve this, businesses need to focus on the following factors:
- Using electronic invoice management software: This software helps automate the process of issuing, storing and looking up invoices, while supporting the accurate management of transactions and expenses.
- Ensure information security: With important data such as customer information and transaction value, businesses need to use strong data security solutions to ensure information is not leaked.
- Staff training: Provide training on how to use the e-invoicing system and related legal regulations to help accounting teams and staff understand and work more effectively.
7. Conclusion
E-invoices not only help businesses in the F&B industry comply with legal regulations on invoices and documents, but also bring many outstanding benefits in managing food service costs. With the ability to automate the issuance and storage process, e-invoices help minimize errors and risks in bookkeeping. This not only saves time and costs but also improves accuracy in financial management.
In addition, using electronic invoices for food services also helps businesses easily track and analyze costs, thereby making more effective strategic decisions.
To maximize the benefits of e-invoices, businesses should quickly adopt modern e-invoice management software systems and take advantage of features such as automatic storage, expense reporting and connection to accounting systems. One of the typical solutions today is Bizzi – smart e-invoicing platform.
Bizzi helps automate the entire invoice processing process, from receiving, checking, storing to integrating with ERP/accounting systems, helping F&B businesses save significant resources and improve operational efficiency.
Deploying Bizzi not only helps businesses in the F&B industry improve financial management efficiency but also contributes to the sustainable development of businesses in the long term.
Sign up for a free trial at: https://bizzi.vn/dang-ky-dung-thu/