{"id":999976079,"date":"2025-06-19T22:08:15","date_gmt":"2025-06-19T15:08:15","guid":{"rendered":"https:\/\/bizzi.vn\/?p=999976079"},"modified":"2025-08-19T21:53:22","modified_gmt":"2025-08-19T14:53:22","slug":"detailed-instructions-for-storing-electronic-invoices","status":"publish","type":"post","link":"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/","title":{"rendered":"Electronic Invoice Storage: Detailed Instructions and Related Legal Regulations"},"content":{"rendered":"<p>Job <strong>electronic invoice storage<\/strong> Not only is it a legal requirement, it is also a fundamental step in ensuring transparency, data integrity and readiness for inspection. For businesses, this is an important starting point to build an effective cost management process, from receiving documents to payment.<\/p>\n<p>This article will provide a comprehensive guide, from core legal regulations under Decree 123\/2020\/ND-CP, Circular 78\/2021\/TT-BTC, to secure storage solutions, helping businesses both comply with the law and optimize financial processes.<\/p>\n<article>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Index<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewbox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewbox=\"0 0 24 24\" version=\"1.2\" baseprofile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Hoa_don_dien_tu_la_gi_va_tai_sao_can_luu_tru_dung_cach\" >What is an e-invoice and why should it be stored properly?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Khai_niem_va_dac_diem_co_ban\" >Basic concepts and characteristics<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Cac_thanh_phan_cot_loi_cua_hoa_don_dien_tu\" >Core components of an electronic invoice<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Cac_loai_hoa_don_dien_tu_pho_bien\" >Common types of electronic invoices<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Quy_dinh_phap_ly_ve_luu_tru_hoa_don_dien_tu_Cap_nhat_2025\" >Legal regulations on electronic invoice storage (Updated 2025)<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Yeu_cau_bat_buoc_khi_luu_tru_hoa_don_dien_tu\" >Mandatory requirements when storing electronic invoices<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Thoi_han_luu_tru_hoa_don_dien_tu_la_bao_lau\" >How long is the storage period for electronic invoices?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Cac_rui_ro_va_muc_xu_phat_khi_luu_tru_hoa_don_dien_tu_sai_quy_dinh\" >Risks and penalties for storing electronic invoices in violation of regulations<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Hau_qua_phap_ly_khi_lam_mat_hong_hoac_luu_tru_sai_cach\" >Legal consequences of loss, damage or improper storage<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Muc_phat_hanh_chinh_theo_Nghi_dinh_1252020ND-CP\" >Administrative fines according to Decree 125\/2020\/ND-CP<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Co_quan_thue_kiem_tra_du_lieu_luu_tru_nhu_the_nao\" >How do tax authorities check stored data?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#So_sanh_cac_phuong_phap_luu_tru_hoa_don_dien_tu_hieu_qua\" >Compare effective methods of storing electronic invoices<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Luu_tru_thu_cong_Email_O_cung_Cloud\" >Manual storage (Email, Hard Drive, Cloud)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Luu_tru_bang_phan_mem_chuyen_dung\" >Storage with specialized software<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Giai_phap_phan_mem_Nen_tang_cho_quan_ly_chi_phi_thong_minh\" >Software Solutions: The Foundation for Smart Cost Management<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Loi_ich_vuot_troi_khi_tu_dong_hoa_luu_tru_va_xu_ly_chi_phi\" >Outstanding benefits of automating storage and cost processing<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Bizzi_%E2%80%93_Tu_dong_hoa_luu_tru_hoa_don_trong_he_sinh_thai_quan_ly_chi_phi\" >Bizzi \u2013 Automate invoice storage in the expense management ecosystem<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Cau_hoi_thuong_gap_ve_luu_tru_hoa_don_dien_tu_FAQ\" >Frequently Asked Questions about Electronic Invoice Storage (FAQ)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Ket_luan\" >Conclude<\/a><ul class='ez-toc-list-level-4' ><li class='ez-toc-heading-level-4'><ul class='ez-toc-list-level-4' ><li class='ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/bizzi.vn\/en\/detailed-instructions-for-storing-electronic-invoices\/#Doc_them_cac_bai_viet_lien_quan\" >Read more related articles:<\/a><\/li><\/ul><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Hoa_don_dien_tu_la_gi_va_tai_sao_can_luu_tru_dung_cach\"><\/span>What is an e-invoice and why should it be stored properly?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Electronic invoices have become an indispensable part of modern financial and accounting management. Proper storage not only helps businesses comply with tax laws but also provides a basis for accurately tracking and controlling expenses.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Khai_niem_va_dac_diem_co_ban\"><\/span>Basic concepts and characteristics<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong><a href=\"https:\/\/bizzi.vn\/hoa-don-dien-tu-la-gi\/\">Electronic bill<\/a> (Contract)<\/strong> is an accounting document created, processed, sent, received, and managed entirely by electronic means. Electronic invoices can be of any type. <strong>with or without tax authority code<\/strong>, and has the same legal value as a paper invoice if it fully meets the regulations on format, content and creation process.<\/p>\n<p>Different from traditional invoices, electronic invoices are created on software, transmitted to buyers via electronic systems and data can be directly connected to the General Department of Taxation&#039;s system. <strong>electronic invoice storage<\/strong> Correct standards are the prerequisite for a system. <a href=\"https:\/\/bizzi.vn\/quy-trinh-quan-ly-cong-no\/\"><strong>Accounts Payable Management<\/strong><\/a> transparency, helping businesses avoid errors and cost loss.<\/p>\n<figure id=\"attachment_999975598\" aria-describedby=\"caption-attachment-999975598\" style=\"width: 1920px\" class=\"wp-caption aligncenter\"><img fetchpriority=\"high\" decoding=\"async\" class=\"wp-image-999975598 size-full\" title=\"Regulations on issuing and storing electronic invoices according to Circular 78\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-quy-dinh-ve-xuat-hoa-don-do.jpg\" alt=\"Regulations on issuing and storing electronic invoices according to Circular 78\" width=\"1920\" height=\"1080\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-quy-dinh-ve-xuat-hoa-don-do.jpg 1920w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-quy-dinh-ve-xuat-hoa-don-do-300x169.jpg 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-quy-dinh-ve-xuat-hoa-don-do-1024x576.jpg 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-quy-dinh-ve-xuat-hoa-don-do-768x432.jpg 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-quy-dinh-ve-xuat-hoa-don-do-1536x864.jpg 1536w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-quy-dinh-ve-xuat-hoa-don-do-18x10.jpg 18w\" sizes=\"(max-width: 1920px) 100vw, 1920px\" \/><figcaption id=\"caption-attachment-999975598\" class=\"wp-caption-text\">Regulations on issuing and storing electronic invoices according to Circular 78<\/figcaption><\/figure>\n<h3><span class=\"ez-toc-section\" id=\"Cac_thanh_phan_cot_loi_cua_hoa_don_dien_tu\"><\/span>Core components of an electronic invoice<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>A valid electronic invoice always includes two inseparable components:<\/p>\n<ul>\n<li><strong>XML file<\/strong>: This is the original data file containing all the invoice details, encrypted to ensure integrity. The XML file is a file with <strong>highest legal value<\/strong>, is used to <strong>electronic invoice storage<\/strong> and submit to the tax authorities when requested for inspection.<\/li>\n<li><strong>PDF file<\/strong>: Is a visual representation of the electronic invoice, making it easy for users to read and check the content. However, <strong>PDF files have no independent legal value.<\/strong> but only serves as reference and illustration.<\/li>\n<\/ul>\n<p>In the process <strong>electronic invoice storage<\/strong>Enterprises are required to keep both files at the same time to ensure validity and have full original documents for cost accounting and auditing later.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Cac_loai_hoa_don_dien_tu_pho_bien\"><\/span>Common types of electronic invoices<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>According to <strong><a href=\"https:\/\/bizzi.vn\/thong-tu-78-ve-hoa-don-dien-tu-quy-dinh-cach-thuc-hien-giai-phap\/\">Circular 78\/2021\/TT-BTC<\/a> <\/strong>and Decree 123\/2020\/ND-CP, electronic invoices are divided into the following main types:<\/p>\n<ul>\n<li><strong>Electronic invoice with tax authority code<\/strong>: A unique authentication code is provided by the General Department of Taxation before being sent to the buyer.<\/li>\n<li><strong>Electronic invoices without tax authority codes<\/strong>: Enterprises self-issue and are responsible for the data, then send invoice data to the tax authorities.<\/li>\n<li>Other types such as <a href=\"https:\/\/bizzi.vn\/hoa-don-gia-tri-gia-tang-la-gi\/\"><strong>value added tax (VAT) invoice<\/strong><\/a>, <strong>Sales invoice<\/strong>, <strong>public property sale invoice<\/strong>, <strong>stamp, ticket, card, fare receipt<\/strong>, and <strong>bank service fee receipt<\/strong>.<\/li>\n<\/ul>\n<p>Understanding the types of invoices helps businesses apply the correct form and build processes. <strong>manage and store electronic invoices<\/strong> science, creating a solid foundation for overall cost management.<\/p>\n<figure id=\"attachment_999971049\" aria-describedby=\"caption-attachment-999971049\" style=\"width: 1600px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"wp-image-999971049 size-full\" title=\"Regulations on electronic invoice storage under Circular 78 are widely applied.\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/03\/thong-tu-78-ve-hoa-don-dien-tu.jpg\" alt=\"Regulations on electronic invoice storage under Circular 78 are widely applied.\" width=\"1600\" height=\"900\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/03\/thong-tu-78-ve-hoa-don-dien-tu.jpg 1600w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/03\/thong-tu-78-ve-hoa-don-dien-tu-300x169.jpg 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/03\/thong-tu-78-ve-hoa-don-dien-tu-1024x576.jpg 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/03\/thong-tu-78-ve-hoa-don-dien-tu-768x432.jpg 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/03\/thong-tu-78-ve-hoa-don-dien-tu-1536x864.jpg 1536w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/03\/thong-tu-78-ve-hoa-don-dien-tu-18x10.jpg 18w\" sizes=\"(max-width: 1600px) 100vw, 1600px\" \/><figcaption id=\"caption-attachment-999971049\" class=\"wp-caption-text\">Regulations on electronic invoice storage under Circular 78 are widely applied.<\/figcaption><\/figure>\n<h2><span class=\"ez-toc-section\" id=\"Quy_dinh_phap_ly_ve_luu_tru_hoa_don_dien_tu_Cap_nhat_2025\"><\/span>Legal regulations on electronic invoice storage (Updated 2025)<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>To ensure legality and avoid financial risks, businesses need to strictly comply with regulations on <strong>electronic invoice storage<\/strong> clearly stated in Accounting Law 88\/2015\/QH13, Decree 123\/2020\/ND-CP and Circular 78\/2021\/TT-BTC.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Yeu_cau_bat_buoc_khi_luu_tru_hoa_don_dien_tu\"><\/span>Mandatory requirements when storing electronic invoices<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Job <strong>electronic invoice storage<\/strong> not only a legal liability but also directly affects the ability to <a href=\"https:\/\/bizzi.vn\/bao-cao-quan-tri-chi-phi-cong-cu-kiem-soat-chi-phi-hieu-qua-cho-doanh\/\"><strong>business cost control<\/strong><\/a>. Mandatory requirements include:<\/p>\n<ul>\n<li><strong>Safety, security and integrity<\/strong>: Invoice data must be kept securely, without being changed or distorted during the storage period to ensure the accuracy of expenses.<\/li>\n<li><strong>Electronic storage<\/strong>: Invoices must be stored on electronic media (cloud, server, hard drive...) and must ensure quick access when cost reconciliation is needed.<\/li>\n<li><strong>Accessible and printable<\/strong>: The storage system must allow authorized persons to look up, view, print and provide invoices upon request from competent authorities or internal audit department.<\/li>\n<li><strong>Compliance with digital signature regulations<\/strong>: According to the Law on Accounting, electronic documents with valid digital signatures are not required to be printed on paper if they meet the following conditions: <strong>keep digital documents<\/strong> safe.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Thoi_han_luu_tru_hoa_don_dien_tu_la_bao_lau\"><\/span>How long is the storage period for electronic invoices?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>According to the provisions of Article 13 of Decree 174\/2016\/ND-CP guiding the Accounting Law 88\/2015\/QH13, <strong>The minimum storage period for electronic invoices is 10 years.<\/strong>This period applies to accounting documents used for management, operation and cost control of the unit.<\/p>\n<ul>\n<li><strong>Destroy after expiration date<\/strong>: When the storage period ends, the enterprise has the right to destroy the electronic invoice. The destruction process must be carried out according to a strict procedure, ensuring that the data cannot be recovered.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Cac_rui_ro_va_muc_xu_phat_khi_luu_tru_hoa_don_dien_tu_sai_quy_dinh\"><\/span>Risks and penalties for storing electronic invoices in violation of regulations<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Non-compliance with the <strong>regulations on electronic invoice storage<\/strong> can lead to many serious consequences, not only financially but also disrupt the business&#039;s cost management process.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Hau_qua_phap_ly_khi_lam_mat_hong_hoac_luu_tru_sai_cach\"><\/span>Legal consequences of loss, damage or improper storage<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>In addition to direct penalties, failure to provide valid invoices during tax settlement can result in disallowed expenses, increasing the tax burden and directly impacting cash flow and efficiency. <a href=\"https:\/\/bizzi.vn\/quan-ly-chi-phi\/\"><strong>cost management<\/strong><\/a> of the business. This is the biggest risk that financial managers need to anticipate.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Muc_phat_hanh_chinh_theo_Nghi_dinh_1252020ND-CP\"><\/span>Administrative fines according to Decree 125\/2020\/ND-CP<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>According to Article 26 of Decree 125\/2020\/ND-CP, the penalty for losing, burning, or damaging invoices is as follows:<\/p>\n<ul>\n<li><strong>Warning penalty<\/strong>: If the invoice is lost or damaged but a record has been made, a declaration has been made to the tax authority and there are documents proving the transaction has been made.<\/li>\n<li><strong>Fine from 3,000,000 to 5,000,000 VND<\/strong>: If the invoice is lost, burned or damaged during storage (except in the above case).<\/li>\n<li><strong>Fine from 4,000,000 to 8,000,000 VND<\/strong>: If the invoice that has been created or declared for tax is lost, burned or damaged during use or storage.<\/li>\n<\/ul>\n<p><em>Note: The above fine applies to organizations. For individuals, the fine is 1\/2.<\/em><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Co_quan_thue_kiem_tra_du_lieu_luu_tru_nhu_the_nao\"><\/span>How do tax authorities check stored data?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>During an inspection, the tax authority has the right to request that the business provide access to the electronic invoice data storage system. The business must present the original XML file. Failure to access valid data will be considered a violation and may affect the business&#039;s expense deduction.<\/p>\n<figure id=\"attachment_999976080\" aria-describedby=\"caption-attachment-999976080\" style=\"width: 1920px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"wp-image-999976080 size-full\" title=\"Flexible method of storing electronic invoices using cloud and electronic devices\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-linh-hoat-trong-phuong-phap-luu-tru.jpg\" alt=\"Flexible method of storing electronic invoices using cloud and electronic devices\" width=\"1920\" height=\"1080\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-linh-hoat-trong-phuong-phap-luu-tru.jpg 1920w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-linh-hoat-trong-phuong-phap-luu-tru-300x169.jpg 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-linh-hoat-trong-phuong-phap-luu-tru-1024x576.jpg 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-linh-hoat-trong-phuong-phap-luu-tru-768x432.jpg 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-linh-hoat-trong-phuong-phap-luu-tru-1536x864.jpg 1536w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/02-linh-hoat-trong-phuong-phap-luu-tru-18x10.jpg 18w\" sizes=\"(max-width: 1920px) 100vw, 1920px\" \/><figcaption id=\"caption-attachment-999976080\" class=\"wp-caption-text\">Flexible method of storing electronic invoices using cloud and electronic devices<\/figcaption><\/figure>\n<h2><span class=\"ez-toc-section\" id=\"So_sanh_cac_phuong_phap_luu_tru_hoa_don_dien_tu_hieu_qua\"><\/span>Compare effective methods of storing electronic invoices<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Choose a method <strong>electronic invoice storage<\/strong> Compliance not only helps with legal compliance but also has a major impact on the effectiveness of the overall cost management process.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Luu_tru_thu_cong_Email_O_cung_Cloud\"><\/span>Manual storage (Email, Hard Drive, Cloud)<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Although this method is simple and initially inexpensive, it is risky and ineffective for cost management. Data is fragmented, difficult to look up and reconcile, and can easily cause late payments or double payments to suppliers.<\/p>\n<ul>\n<li><strong>Use private email<\/strong>: Easy to overload, miss invoices, leading to incomplete cost recording.<\/li>\n<li><strong>Stored on physical devices<\/strong>: High risk of data loss and no support for automated expense processing.<\/li>\n<li><strong>Use cloud storage<\/strong>: More secure but still requires a lot of manual work to sort and associate with payment requests.<\/li>\n<li><strong>Manage with Excel file<\/strong>: Time consuming, error prone and not scalable as business grows.<\/li>\n<\/ul>\n<figure id=\"attachment_999976081\" aria-describedby=\"caption-attachment-999976081\" style=\"width: 1920px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-999976081 size-full\" title=\"Dedicated email to manage and store input electronic invoices\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/03-su-dung-email-rieng.jpg\" alt=\"Dedicated email to manage and store input electronic invoices\" width=\"1920\" height=\"1080\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/03-su-dung-email-rieng.jpg 1920w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/03-su-dung-email-rieng-300x169.jpg 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/03-su-dung-email-rieng-1024x576.jpg 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/03-su-dung-email-rieng-768x432.jpg 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/03-su-dung-email-rieng-1536x864.jpg 1536w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/03-su-dung-email-rieng-18x10.jpg 18w\" sizes=\"(max-width: 1920px) 100vw, 1920px\" \/><figcaption id=\"caption-attachment-999976081\" class=\"wp-caption-text\">Dedicated email to manage and store input electronic invoices<\/figcaption><\/figure>\n<h3><span class=\"ez-toc-section\" id=\"Luu_tru_bang_phan_mem_chuyen_dung\"><\/span>Storage with specialized software<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>The <strong>electronic invoice storage software<\/strong> Professionals not only solve storage problems but are also the core of an automated expense management system. They help centralize data, automate auditing, and integrate deeply with the payment process.<\/p>\n<blockquote class=\"wp-block-quote\"><p><strong>Quick comparison table of storage methods:<\/strong><\/p>\n<table style=\"width: 100%;\">\n<thead>\n<tr>\n<th>Criteria<\/th>\n<th>Manual storage<\/th>\n<th>Specialized software<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td><strong>Cost management efficiency<\/strong><\/td>\n<td>Low, high risk<\/td>\n<td>High, process optimization<\/td>\n<\/tr>\n<tr>\n<td><strong>Level of automation<\/strong><\/td>\n<td>Low, time consuming<\/td>\n<td>High, automatic 90%<\/td>\n<\/tr>\n<tr>\n<td><strong>Safety &amp; Security<\/strong><\/td>\n<td>High risk (data loss, virus)<\/td>\n<td>High (encryption, automatic backup, authorization)<\/td>\n<\/tr>\n<tr>\n<td><strong>Search &amp; reconciliation capabilities<\/strong><\/td>\n<td>Slow, manual<\/td>\n<td>Fast, automatic<\/td>\n<\/tr>\n<tr>\n<td><strong>System integration<\/strong><\/td>\n<td>No or very limited<\/td>\n<td>Deep integration with ERP, accounting software<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/blockquote>\n<h2><span class=\"ez-toc-section\" id=\"Giai_phap_phan_mem_Nen_tang_cho_quan_ly_chi_phi_thong_minh\"><\/span>Software Solutions: The Foundation for Smart Cost Management<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Application <strong>electronic invoice storage software<\/strong> Not only is it a legal compliance option, but it is also a strategic decision to build an automated and efficient cost management system.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Loi_ich_vuot_troi_khi_tu_dong_hoa_luu_tru_va_xu_ly_chi_phi\"><\/span>Outstanding benefits of automating storage and cost processing<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Switching to dedicated software brings double benefits: ensuring secure storage while optimizing the entire cost management process:<\/p>\n<ul>\n<li><strong>Automate your expense processing from AZ<\/strong>: Automatically collect, verify, and store invoices, eliminating manual steps, thereby speeding up the approval and payment process.<\/li>\n<li><strong>Create a centralized and secure cost document repository<\/strong>: Data is stored on a cloud platform, encrypted and clearly decentralized, ready for auditing and cost analysis.<\/li>\n<li><strong>Smart cost control<\/strong>: Allows instant invoice search and automatic reconciliation with orders and contracts, helping to detect discrepancies early and prevent fraud.<\/li>\n<li><strong>Create a seamless expense management ecosystem<\/strong>: Easily connect with accounting software, ERP (SAP, Oracle, MISA...), ensuring cost data is always consistent and accurate across the system.<\/li>\n<li><strong>Always follow the rules<\/strong>: Reputable suppliers always update software according to the latest changes from tax authorities, helping businesses minimize legal risks.<\/li>\n<\/ul>\n<figure id=\"attachment_999968175\" aria-describedby=\"caption-attachment-999968175\" style=\"width: 1080px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-999968175 size-full\" title=\"Integrate electronic invoice storage software with the enterprise&#039;s ERP system\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/05\/tich-hop-erp.png\" alt=\"Integrate electronic invoice storage software with the enterprise&#039;s ERP system\" width=\"1080\" height=\"1080\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/05\/tich-hop-erp.png 1080w, https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/05\/tich-hop-erp-300x300.png 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/05\/tich-hop-erp-1024x1024.png 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/05\/tich-hop-erp-150x150.png 150w, https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/05\/tich-hop-erp-768x768.png 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2024\/05\/tich-hop-erp-12x12.png 12w\" sizes=\"(max-width: 1080px) 100vw, 1080px\" \/><figcaption id=\"caption-attachment-999968175\" class=\"wp-caption-text\">Integrate electronic invoice storage software with the enterprise&#039;s ERP system<\/figcaption><\/figure>\n<h3><span class=\"ez-toc-section\" id=\"Bizzi_%E2%80%93_Tu_dong_hoa_luu_tru_hoa_don_trong_he_sinh_thai_quan_ly_chi_phi\"><\/span>Bizzi \u2013 Automate invoice storage in the expense management ecosystem<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Bizzi is more than just a tool <strong>electronic invoice storage<\/strong>, but a comprehensive expense management platform that uses AI and RPA to automate everything from invoicing and processing to payments and budget control. Bizzi\u2019s solution transforms archiving from a compliance obligation to an intelligent link in the financial management cycle.<\/p>\n<p><strong>Bizzi&#039;s outstanding features in the cost management process:<\/strong><\/p>\n<ul>\n<li><strong>Automatic processing and matching (IPA + 3-Way Matching)<\/strong>: Bizzi Bot automatically downloads, checks and reconciles invoices against purchase orders (POs) and warehouse receipts (GRs), ensuring all expenses are valid before payment.<\/li>\n<\/ul>\n<figure id=\"attachment_999975607\" aria-describedby=\"caption-attachment-999975607\" style=\"width: 1110px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-999975607 size-full\" title=\"Bizzi&#039;s automatic 3-way reconciliation process (invoice - order - warehouse receipt)\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/05-giai-phap-ipa-3way.jpg\" alt=\"Bizzi&#039;s automatic 3-way reconciliation process (invoice - order - warehouse receipt)\" width=\"1110\" height=\"610\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/05-giai-phap-ipa-3way.jpg 1110w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/05-giai-phap-ipa-3way-300x165.jpg 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/05-giai-phap-ipa-3way-1024x563.jpg 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/05-giai-phap-ipa-3way-768x422.jpg 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/05-giai-phap-ipa-3way-18x10.jpg 18w\" sizes=\"(max-width: 1110px) 100vw, 1110px\" \/><figcaption id=\"caption-attachment-999975607\" class=\"wp-caption-text\">Bizzi&#039;s automatic 3-way reconciliation process (invoice - order - warehouse receipt)<\/figcaption><\/figure>\n<ul>\n<li><strong>Long-term, audit-ready storage<\/strong>: Automatically store invoices on the cloud platform for a minimum of 10 years, encrypted and scientifically arranged, easy to retrieve when needed.<\/li>\n<li><strong>ERP and accounting software integration<\/strong>: Synchronize invoice data and payment status with management systems such as SAP, Oracle, MISA, Fast,\u2026<\/li>\n<li><strong>Flexible management and search<\/strong>: Intuitive interface allows tracking of the entire lifecycle of an expense \u2013 from invoice, approval, payment, to accounting.<\/li>\n<\/ul>\n<figure id=\"attachment_999975972\" aria-describedby=\"caption-attachment-999975972\" style=\"width: 1918px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-999975972 size-full\" title=\"Effective debt management and tracking interface on Bizzi platform\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/bizzi-cong-cu-quan-ly-cong-no-13.webp\" alt=\"Effective debt management and tracking interface on Bizzi platform\" width=\"1918\" height=\"982\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/bizzi-cong-cu-quan-ly-cong-no-13.webp 1918w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/bizzi-cong-cu-quan-ly-cong-no-13-300x154.webp 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/bizzi-cong-cu-quan-ly-cong-no-13-1024x524.webp 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/bizzi-cong-cu-quan-ly-cong-no-13-768x393.webp 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/bizzi-cong-cu-quan-ly-cong-no-13-1536x786.webp 1536w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/06\/bizzi-cong-cu-quan-ly-cong-no-13-18x9.webp 18w\" sizes=\"(max-width: 1918px) 100vw, 1918px\" \/><figcaption id=\"caption-attachment-999975972\" class=\"wp-caption-text\">Effective debt management and tracking interface on Bizzi platform<\/figcaption><\/figure>\n<p>With Bizzi, businesses are not only <strong>electronic invoice storage<\/strong> safety but also build an automatic, transparent and efficient cost management system.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Cau_hoi_thuong_gap_ve_luu_tru_hoa_don_dien_tu_FAQ\"><\/span>Frequently Asked Questions about Electronic Invoice Storage (FAQ)<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ol>\n<li><strong>Between XML and PDF files, which is more important for cost management?<\/strong><\/li>\n<\/ol>\n<p>XML files are legally valid files that contain the original data for cost accounting. Businesses are required to save XML files to ensure that costs are properly recorded.<\/p>\n<ol start=\"2\">\n<li><strong> Is it mandatory to print electronic invoices on paper for storage?<\/strong><\/li>\n<\/ol>\n<p>No. The <strong>electronic invoice storage<\/strong> done entirely electronically. This reduces printing costs and physical storage space.<\/p>\n<ol start=\"3\">\n<li><strong> How does losing input electronic invoices affect business costs?<\/strong><\/li>\n<\/ol>\n<p>If the invoice is lost, the business may not have enough documents to deduct input VAT and record deductible expenses when calculating corporate income tax. It is necessary to contact the seller immediately to request a reissued copy.<\/p>\n<ol start=\"4\">\n<li><strong> After the 10-year period expires, can the electronic invoice be deleted?<\/strong><\/li>\n<\/ol>\n<p>Yes. After the mandatory retention period has expired, businesses can destroy e-invoices. However, they should consider industry-specific regulations or internal audit requirements before doing so.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Ket_luan\"><\/span>Conclude<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><strong>Electronic invoice storage<\/strong> Compliance is a basic but extremely important step. It is not only a legal obligation but also the foundation for building a solid cost management system, helping businesses control cash flow, optimize profits and minimize financial risks.<\/p>\n<p>In the digital age, applying automation solutions like Bizzi not only helps to store securely but also turns data from invoices into valuable management information, bringing sustainable competitive advantages to businesses.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"Doc_them_cac_bai_viet_lien_quan\"><\/span>Read more related articles:<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<ol>\n<li><strong><a href=\"https:\/\/bizzi.vn\/cach-xuat-hoa-don-dien-tu\/\">Detailed instructions on how to issue electronic invoices in accordance with Circular 78<\/a><\/strong><\/li>\n<li><strong><a href=\"https:\/\/bizzi.vn\/phan-biet-hoa-don-xoa-bo-va-hoa-don-huy\/\">Distinguishing between canceling and adjusting electronic invoices: When should they be applied?<\/a><\/strong><\/li>\n<\/ol>\n<\/article>","protected":false},"excerpt":{"rendered":"<p>Storing electronic invoices is not only a mandatory requirement according to legal regulations but also a fundamental step\u2026<\/p>","protected":false},"author":57,"featured_media":999976085,"comment_status":"open","ping_status":"open","sticky":false,"template":"elementor_theme","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[54],"tags":[],"class_list":["post-999976079","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-so-tay-ke-toan"],"acf":[],"_links":{"self":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999976079","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/users\/57"}],"replies":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/comments?post=999976079"}],"version-history":[{"count":3,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999976079\/revisions"}],"predecessor-version":[{"id":999978147,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999976079\/revisions\/999978147"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media\/999976085"}],"wp:attachment":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media?parent=999976079"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/categories?post=999976079"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/tags?post=999976079"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}