Automatic invoice processing software Using optical character recognition (OCR) and artificial intelligence (AI) technology to extract invoice data, compare standards, enter into the ERP system and store securely for 10 years as prescribed. The main goal is to reduce manual processing time, minimize data entry errors and increase straight-through processing for the accounting team. When combined with e-invoice software for output, businesses have a closed invoice life cycle from issuance to receipt and accounting.
This article, Bizzi will provide a comprehensive view, from operating procedures, measurable benefits, selection criteria, to detailed comparisons of popular solutions, helping you choose automatic invoice processing software optimal, economical and most suitable.
Short definition and direct answer
Automatic invoice processing software is a system that uses OCR and AI to extract invoice data, validate according to rules, automatically account into ERP and store for ten years according to Vietnamese law.
How it works automatic invoice processing software
One automatic invoice processing software Operates efficiently in a standardized 4-step process, minimizing human intervention and increasing accuracy.
Data acquisition and extraction using OCR
The system automatically receives input invoices from multiple sources such as email, supplier portal, or uploaded image/PDF files. Then, OCR technology will scan and “read” the invoice content. After scanning the PDF, the system creates an index and extracts the required fields including tax code, invoice date, pre-tax amount, VAT, total. Each field has a confidence score and an acceptance threshold, for example, accuracy from 90% to 99%. Invoices with low confidence scores will be pushed to the exception queue for the accountant to check again.
Three-way Match and Authentication
The extracted data will be automatically compared with related documents. This process includes:
- 2-way match: Match the information on the invoice with the corresponding purchase order (PO).
- 3-way match: Match information between invoices, purchase orders (POs) and goods receipt notes (GREs) to ensure absolute validity in terms of quantity, unit price and type of goods/services.
The system also automatically checks duplicate invoice detection logic based on invoice number, supplier tax code and total amount.
Automatic accounting and ERP synchronization
After successful authentication, the software will automatically create accounting entries and push data into accounting software or ERP systems (such as SAP, Oracle, MISA). This process completely eliminates manual data entry, reduces errors and ensures that financial data is always updated accurately and promptly.
Storage, retrieval and reporting
All invoices and related documents are securely stored on the cloud platform, in compliance with the 10-year storage regulation. Users can easily look up invoices according to many criteria (supplier, date, amount) in just a few seconds. The system also provides detailed analysis reports, helping managers grasp the debt and expense situation in an intuitive way.
A closed invoice lifecycle requires automation for both inputs and outputs. Learn more about the complete solution here: Automatic input invoice processing software.
Measurable benefits
Businesses typically reduce processing time by at least 60% per 1,000 invoices and increase straight throughput by 60% to 85% when processes are standardized and rules are configured correctly. With ten thousand invoices per month, a three-person AP team can save eighty man-hours per month after automation.
| KPI | Before automatic | After automatic | Impact |
|---|---|---|---|
| Processing time for 1,000 invoices | ~120 hours | ~40 hours | Reduced 67% |
| Straight through processing rate (STP) | 10% – 20% | 60% – 85% | Increase 3 – 6 times |
| Data entry error rate | 3% – 5% | Under 1% | Reduce audit risk |
| Closing date | T + 7 days | T + 3 days | Improve cash flow |
Legal compliance under Decree 123 and Circular 78
A valid software must ensure the ability to transmit data according to the standards of the General Department of Taxation, use valid digital signatures and comply with the requirement to store invoices for ten years.
Selection and use automatic invoice processing software must strictly comply with the provisions of Vietnamese law. The two core legal documents that businesses need to master are:
- Decree 123/2020/ND-CP: Detailed regulations on the management and use of invoices and documents. This is a fundamental document, defining the legal framework for electronic invoices.
- Circular 78/2021/TT-BTC: Specific guidance on the implementation of a number of articles of the Law on Tax Administration and Decree 123, including technical criteria, XML data format and transmission procedures with tax authorities.
A valid e-invoice software must be assessed and recognized by the General Department of Taxation, ensuring stable and secure connectivity and data transmission. In addition, the use of digital signature Validity is a mandatory requirement to ensure the legality of each invoice.
Selection criteria automatic invoice processing software
To choose the right solution, businesses need to evaluate based on the following important technical and business criteria:
- ERP and accounting software integration: Strong API connectivity with existing systems (SAP, Oracle, MISA, FAST…) is a prerequisite for data synchronization and process automation.
- Approval Workflow and Audit Trail: Prioritize a solution with a flexible approval workflow by role and department and a detailed audit trail that documents every action on an invoice. Features like three-party reconciliation, duplicate invoice detection, and vendor master management to block risky suppliers are also important.
- ISO 27001 Security, Backup and Recovery: The platform must have international security certifications such as ISO 27001, data encryption, and a regular backup and recovery mechanism to ensure data security.
- Support and implementation: The vendor should have 24/7 technical support, a clear implementation process, and effective end-user training capabilities.
System integration is key to maximizing efficiency. Read more about: ERP accounting integration.
Price and ROI calculation
Popular pricing models for automatic invoice processing software usually based on the number of invoices processed monthly/yearly, the number of users, or the service package according to the size of the business. To evaluate the effectiveness of the investment, businesses should calculate the Return on Investment (ROI).
12-month ROI calculation formula: ROI (%) = [(Labor cost saved + Penalty cost avoided) – (Software cost + Implementation cost)] / (Software cost + Implementation cost) * 100
For example: A business processes 10,000 invoices/month with 3 accounting staff. After applying automation, they saved 80 man-hours/month (equivalent to 1 employee), reduced 95% of errors and shortened payment time. The cost savings from personnel and operations will quickly offset the cost of software investment, bringing positive ROI after only 6-9 months.
Want to know the specific ROI for your business? Get ROI calculation based on your business data.
Top 21 Best Electronic Invoice Software 2025
Vendors like Bizzi focus heavily on automatic invoice processing software for input with advanced features such as three-party reconciliation and complex workflows. Meanwhile, large units such as MISA, Viettel, VNPT, FPT have strengths in providing output e-invoice solutions, well integrated in their ecosystems, but the input processing automation features are still at a basic level.
Bizzi Invoice electronic invoice software
B-Invoice is part of the ecosystem automatic invoice processing software Bizzi, fully meets the business requirements of Decree 123 and Circular 78. Outstanding with powerful API integration capabilities, ISO 27001 security standards, and competitive costs. Suitable for all businesses, especially those that want to fully automate both input and output invoice processes.
MISA MEINVOICE
Outstanding features:
- Issue invoices on mobile apps.
- Batch invoice.
- Send invoices via email, SMS and look up with QR code.
- Well integrated in MISA ecosystem.
Disadvantages:
- The cost is relatively high compared to some competitors.
- The interface is not really optimized for new users.
- Processing speed is sometimes unstable.
Price list:
- From 300 VND/invoice (package of 100,000 invoices) to 1,300 VND/invoice (package of 300 invoices).
Business objects: Suitable for businesses of all sizes, especially those that have used MISA accounting software.
E-Invoice Software
Features:
- Look up and issue invoices online in bulk.
- Approve and validate multiple invoices at once.
Disadvantages:
- High cost.
- The interface is not friendly.
- API integration capabilities are limited.
Price list:
- Offers multiple packages, starting with the E-300 package priced at 300,000 VND for 300 invoices.
Suitable for: Businesses with basic invoicing needs, no complex integration required.
Hilo Software
Features:
- Process and enter invoice information quickly.
- Send invoices to customers conveniently via text message or email.
- Automatically update to new version when there is a change in business.
Disadvantages:
- High maintenance costs.
- The interface is not friendly and the processing speed is not stable.
- Limited integration capabilities.
Price list: From 150,000 to 9,500,000 VND/Package.
Suitable for: Small businesses that do not require high performance and integration features.
EFY Vietnam
Features:
- Full range of invoice services as prescribed.
- Integrate data with accounting and sales management software systems.
Disadvantages:
- High maintenance costs.
- Processing speed is not stable, lack of advanced features.
Price list: From 130,000 to 4,200,000 VND/Package.
Suitable for: Businesses need a basic solution with moderate integration capabilities.
New-Invoice
Features:
- Full service on invoices, safety, information security.
- Support online invoicing.
Disadvantages:
- The interface is difficult to use.
- Invoice template customization is not flexible.
- Lack of advanced features.
Price list: From 230,000 to 6,369,000 VND/Package.
Suitable for: Small and medium enterprises, businesses in the retail and e-commerce sectors.
Vina Software (Vina-Invoice)
Features:
- Issue invoices remotely on the web platform.
- Connects to popular accounting software.
Disadvantages:
- A constant network connection is required to function.
- Lacks advanced management and reporting features.
Price list: From 150,000 to 4,000,000 VND/Package.
Suitable for: Small and medium enterprises, businesses in the retail and e-commerce sectors.
Note
Features:
- Full range of invoice services.
- Look up, download, print electronic invoices.
- Has user authorization security mode.
Disadvantages:
- Need to maintain continuous network connection.
- Lacks advanced features and in-depth reporting.
Price list: From 320,000 to 6,200,000 VND/Package.
Suitable for: Small and medium-sized businesses as well as large corporations, thanks to its flexibility and efficient management features.
VNPT Invoice
Features:
- Stable system, provided by major network operators.
- Issue and send electronic invoices to customers quickly.
- Integrate with other software such as accounting software, ERP.
Disadvantages:
- Need to maintain continuous network connection.
- Interface and features are not very innovative.
Price list: From 390,000 VND for 300 invoices to 4,680,000 for 10,000 invoices.
Suitable for: All types of businesses, especially those that need a stable, highly secure system and have a need to issue large quantities of invoices.
MobiFone Invoice
Features:
- Support for use on multiple devices.
- Possesses many modern features to help manage invoices effectively.
- Allows online payments through multiple banks.
Disadvantages:
- The technology is still quite new, which can be difficult for unfamiliar users.
- Popularity and support ecosystem are not as wide as long-standing suppliers.
Price list: From 270,000 to 150,000,000 VND/Package.
Suitable for: Small and medium enterprises, especially in telecommunications, technology, and finance.
Cyber Bill
Features:
- Integrate with other enterprise software.
- Supports use on multiple platforms, ensuring flexibility and convenience.
- Support online payment.
Disadvantages:
- Limited features, not many advanced options.
- The interface is not really friendly.
Price list: From 380,000 to 5,800,000 VND/Package.
Suitable for: Small and medium enterprises in retail, e-commerce, finance, logistics.
Easyinvoice
Features:
- Issue electronic invoices according to Circular 78/2021/TT-BTC.
- Integrated with accounting and sales management software.
- Store invoices securely for 10 years.
Disadvantages:
- System speed is not stable when processing large quantities.
- Lacks some advanced reporting and analysis features.
Price list: From 460,000 to 5,700,000 VND/Package.
Suitable for: Businesses need a basic Circular 78 compliance solution and have simple integration needs.
Wininvoice
Features:
- Issue and manage electronic invoices according to regulations.
- Integrates with accounting and sales management software.
- Store invoices securely for 10 years.
Disadvantages:
- Basic features, not much customization.
- Processing speed is not stable.
Price list: From 440,000 to 8,250,000 VND/Package.
Suitable for: Small businesses need a simple e-invoicing solution that integrates with existing systems.
Safebooks
Features:
- Issue, manage and store electronic invoices according to regulations.
- Integrates with accounting and business management software.
- Support digital signature and sending invoices via email to customers.
Disadvantages:
- Not popular in Vietnam.
- The interface is not friendly and difficult to use for new users.
Price list: From 1,450,000 to 4,950,000 VND/Package.
Suitable for: Small and medium-sized businesses need solutions that integrate with existing accounting and management systems.
LCS INVOICE
Features:
- Issue and manage electronic invoices according to regulations.
- Integrates with accounting and ERP software.
- Support a variety of invoice templates and customize according to needs.
Disadvantages:
- The processing operations are not optimized and are still cumbersome.
- Invoice template customization is not flexible.
- Low popularity.
Suitable for: Businesses need to customize invoices and deeply integrate with internal management systems.
Viindoo Invoicing
Features:
- Automate invoice management processes, deeply integrated into the Viindoo ecosystem (ERP).
- Create invoices from orders with just one click.
Need a tailor-made solution? Get free consultation from Bizzi experts to find the e-invoicing software that best fits your business processes and budget.
Disadvantages:
- Not popular in Vietnam, mainly aimed at users of the Viindoo ecosystem.
- Complex interface, difficult to use for people who only need single invoice feature.
Price list:
- Cost $8/user/month, unlimited number of invoices.
Suitable for: Businesses that are using or planning to use the entire Viindoo enterprise management system.
iHOADON
Features:
- Create and manage invoices quickly and conveniently.
- Ability to integrate with other accounting software.
- Support online payment.
Disadvantages:
- The processing operations are not optimized, the interface is old.
Price list: From 130,000 to 4,200,000 VND/Package.
Suitable for: Small and medium businesses need a basic, low-cost solution.
Viettel (S-Invoice)
Features:
- Strong infrastructure, multi-layered security.
- Integration with other software.
- Support printing and sending invoices to email.
Disadvantages:
- The feature is quite simple, not much breakthrough yet.
- Not suitable for businesses with complex business processes.
Price list: Providing a variety of service packages, costs from 143,000 VND.
Suitable for: Small and medium-sized businesses need stable, secure solutions from reputable suppliers.
M-invoice
Features:
- Support easy management of electronic invoices.
- High security.
- Simple interface, easy to use.
Disadvantages:
- Not popular in Vietnam.
- The interface design is not friendly and has limited features.
Price list: From 300,000 VND.
Suitable for: Businesses need to customize invoices and deeply integrate with internal management systems.
Sapo Invoice
Features:
- Integrated into Sapo's sales management ecosystem (POS, Web).
- Support sending invoices via email and SMS to customers.
Disadvantages:
- Difficulty in synchronizing data if businesses use accounting software outside the Sapo ecosystem such as Fast, Misa, SAP.
- Depends heavily on Sapo platform.
Price list: Initialization fee 500,000 VND (may be free when purchasing a large package).
Suitable for: The business is using Sapo's sales management system and needs to integrate electronic invoices.
FPT.eInvoice – FPT IS
Features:
- Powerful, stable system from FPT Corporation.
- Integrates well with major ERP systems (SAP, Oracle) and accounting software.
- Supports a variety of invoice templates and is highly customizable.
Disadvantages:
- High cost, more suitable for large businesses.
Price list: From 150,000 to 9,000,000 VND.
Suitable for: Large enterprises and corporations need a powerful, highly customizable e-invoicing solution that is deeply integrated with complex management systems.
Too many choices? Download now a detailed comparison table of 21 electronic invoice software (PDF File) for easy assessment and quick decision making!
Benefits of using electronic invoice software for businesses
Save time and money
- Eliminate the costs of printing, shipping, and storing paper invoices.
- Generate and send invoices instantly via email, SMS, helping to shorten the payment cycle.
- Integrate with accounting software to help automate accounting and reduce data entry errors.
Ensure compliance with legal regulations
- Integrate directly with tax authority systems to submit data quickly, minimizing legal risks and reporting errors.
Enhance data security and safety
- Invoices are stored on a digital, encrypted system to avoid loss, damage, and fire.
- Digital signature helps authenticate integrity and legality, preventing invoice counterfeiting.
Easy to search, manage and report
- Check bills online 24/7 from anywhere with an internet connection.
- Automatic, multi-dimensional reporting system helps accountants and managers easily synthesize and analyze data.
Increase professionalism and brand reputation
- Electronic invoices can be designed according to brand identity, creating a professional impression.
- Send invoices quickly and accurately to customers, improving service experience.
How to choose the right electronic invoice software for your needs and budget?
Fully comply with legal regulations
- The software must be assessed and licensed by the General Department of Taxation of Vietnam, ensuring compliance with Decree 123/2020/ND-CP and Circular 78/2021/TT-BTC.
Features suitable for business operations
- Support fast invoice issuance, batch processing, providing many professional invoice templates.
- Powerful API integration capabilities with accounting software, ERP to automate the process.
- Support management and issuance of secure digital signatures.
Security and stability
- The platform must have SSL security certificate, information security standards (such as ISO 27001).
- The system operates stably, with a regular data backup mechanism to avoid loss of invoices.
Easy to use and good customer support
- Friendly, logical interface, easy for accountants to operate.
- The supplier has a 24/7 support team, handling problems quickly.
Affordability
- Clear fee schedule, suitable for business budget and scale of use.
- There is a transparent upgrade and maintenance policy, no hidden costs.
Common errors when using electronic invoice software and how to fix them
- Error connecting to tax authority: Usually, the tax authority's system is under maintenance or the business's internet connection is unstable. The solution is to check the network connection and try again after a few minutes. If the error persists, contact the software provider for support.
- Incorrect information on issued invoice: Depending on whether the invoice has been sent to the buyer or not, the business will proceed to issue an adjustment or replacement invoice according to the instructions in Decree 123. Most software has this function.
- Digital signature error: It could be that the digital signature has expired, the driver has not been installed properly, or the USB port is incorrect. Please check the expiration date of the digital signature and reinstall the driver according to the supplier's instructions.
Bizzi – Automatic, comprehensive electronic invoice software, recognized by the General Department of Taxation
Among so many suppliers, choosing a reliable partner is key. Bizzi's B-Invoice is not just a Electronic invoice solution recognized by the General Department of Taxation but is also an important link in the comprehensive financial accounting automation ecosystem.
B-Invoice brings many outstanding benefits to businesses:
- Solid legal: Recognized by the General Department of Taxation, meeting 100% professional requirements according to Decree 123/2020/ND-CP and Circular 78/2021/TT-BTC.
- Optimal cost: Best price policy when customers use the full set of input and output invoice solutions.
- Unlimited integrations: Easy integration and customization with any Enterprise Resource Planning (ERP), accounting software…
- Flexible and professional: Diverse invoice template warehouse, supporting design according to brand identity requirements.
- Safe and sustainable: Store invoices for 10 years as prescribed, multi-layer security according to international standard ISO 27001.
- Always up to date: Automatically update to the latest version when there are changes in business operations from the Tax authority.
In short, choosing the right e-invoicing software will help your accounting team optimize productivity and ensure legal compliance. B-Invoice is the top choice for businesses looking for a reputable, comprehensive and cost-effective e-invoicing solution.
Let's Sign up for trial today to experience the difference and receive great deals!
Our evaluation method
The reviews and comparisons in this article are based on an objective process, including:
- Summary of information: Collected public data from official websites of 21 vendors (features, price lists, manuals).
- Legal comparison: Compare the software features with the requirements in Decree 123/2020/ND-CP and Circular 78/2021/TT-BTC.
- User Feedback Analysis: Refer to reviews and comments from the accounting and business community on forums and social networks to have a multi-dimensional view of the actual advantages and disadvantages.
Reference data source
- Official websites of the mentioned software vendors.
- Consolidated text of the Law on Tax Administration.
- Decree No. 123/2020/ND-CP of the Government.
- Circular No. 78/2021/TT-BTC of the Ministry of Finance.
See more:
