{"id":999976375,"date":"2025-07-01T22:27:34","date_gmt":"2025-07-01T15:27:34","guid":{"rendered":"https:\/\/bizzi.vn\/?p=999976375"},"modified":"2026-07-08T18:10:16","modified_gmt":"2026-07-08T11:10:16","slug":"managing-input-and-output-invoices-2","status":"publish","type":"post","link":"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/","title":{"rendered":"Managing input and output invoices: A process for risk control and cash flow optimization."},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Managing input and output invoices is not just about storing documents, but about controlling the entire invoice lifecycle from receipt, issuance, verification, reconciliation, accounting to payment or collection. When properly structured, businesses can reduce tax risks, minimize accounting errors, control cash flow, and improve the quality of data for financial decision-making.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In many growing businesses, <\/span><a href=\"https:\/\/bizzi.vn\/quy-dinh-ve-hoa-don-dau-vao-va-dau-ra\/\"><span style=\"font-weight: 400;\">Regulations regarding input and output invoices<\/span><\/a><span style=\"font-weight: 400;\"> This process is typically handled by different departments such as purchasing, sales, accounting, inventory, or finance. If each department manages things according to its own procedures, the data will be scattered, making it difficult to reconcile accounts payable, control VAT, and assess the efficiency of working capital utilization.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In reality, the issue isn&#039;t about how many invoices a business issues each month, but rather its ability to control the entire process. An input invoice lacking supporting documents can lead to incorrect payments or loss of tax deductions. Conversely, an output invoice issued at the wrong time can impact recorded revenue, accounts receivable, and cash flow planning.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this article, we will cover the concept and process of managing input and output invoices, common risks of manual management, and criteria for evaluating when a business should automate its invoice processing workflow.<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 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\/managing-input-and-output-invoices-2\/#Quan_ly_hoa_don_dau_vao_dau_ra_la_gi\" >What is input and output invoice management?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Vi_sao_doanh_nghiep_khong_nen_quan_ly_hoa_don_dau_vao_va_dau_ra_tach_roi\" >Why shouldn&#039;t businesses manage input and output invoices separately?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Quy_trinh_quan_ly_hoa_don_dau_vao_gom_nhung_buoc_nao\" >What are the steps involved in the input invoice management process?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_1_Tiep_nhan_hoa_don_tu_nha_cung_cap\" >Step 1. Receive invoice from supplier<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_2_Trich_xuat_va_chuan_hoa_du_lieu_hoa_don\" >Step 2. Extract and standardize invoice data.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_3_Kiem_tra_tinh_hop_le_cua_hoa_don\" >Step 3. Verify the validity of the invoice.<\/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\/managing-input-and-output-invoices-2\/#Buoc_4_Doi_chieu_voi_chung_tu_nghiep_vu_3-way_Matching\" >Step 4. Compare with business documents (3-way matching)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_5_Phe_duyet_theo_quy_trinh_noi_bo\" >Step 5. Internal approval process<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_6_Hach_toan_vao_he_thong_ke_toan_hoac_ERP\" >Step 6. Record the transaction in the accounting system or ERP.<\/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\/managing-input-and-output-invoices-2\/#Buoc_7_Thanh_toan_cho_nha_cung_cap\" >Step 7. Pay the supplier.<\/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\/managing-input-and-output-invoices-2\/#Buoc_8_Luu_tru_hoa_don_va_ho_so_lien_quan\" >Step 8. Store invoices and related records.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Tom_tat_quy_trinh_quan_ly_hoa_don_dau_vao\" >Summary of the input invoice management process<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Quy_trinh_quan_ly_hoa_don_dau_ra_gom_nhung_buoc_nao\" >What are the steps involved in the outgoing invoice management process?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_1_Tiep_nhan_du_lieu_ban_hang_hoac_hop_dong\" >Step 1. Receive sales data or contracts.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_2_Kiem_tra_dieu_kien_va_thoi_diem_lap_hoa_don\" >Step 2. Check the conditions and timing for issuing the invoice.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_3_Phat_hanh_hoa_don_dien_tu\" >Step 3. Issue electronic invoices.<\/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\/managing-input-and-output-invoices-2\/#Buoc_4_Gui_hoa_don_cho_khach_hang\" >Step 4. Send the invoice to the customer.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_5_Ghi_nhan_doanh_thu_va_thue_dau_ra\" >Step 5. Record revenue and output tax.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_6_Theo_doi_han_thanh_toan\" >Step 6. Monitor payment deadlines.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_7_Thu_hoi_cong_no_va_xu_ly_ngoai_le\" >Step 7. Debt collection and handling exceptions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Buoc_8_Doi_chieu_thanh_toan_va_luu_tru_ho_so\" >Step 8. Verify payments and archive records.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Bang_kiem_soat_quy_trinh_hoa_don_dau_ra\" >Output Invoice Process Control Sheet<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Workflow_quan_ly_hoa_don_dau_vao_dau_ra_nen_thiet_ke_nhu_the_nao\" >How should a workflow for managing incoming and outgoing invoices be designed?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Mo_hinh_workflow_quan_ly_hoa_don_dau_vao_dau_ra\" >Invoice input\/output management workflow model<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-25\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#1_Capture_%E2%80%93_Tiep_nhan_hoa_don_tap_trung\" >1. Capture \u2013 Centralized invoice reception<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-26\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#2_Validate_%E2%80%93_Kiem_tra_tinh_hop_le\" >2. Validate \u2013 Check for validity<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-27\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#3_Match_%E2%80%93_Doi_chieu_chung_tu\" >3. Match \u2013 Compare documents<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-28\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#4_Approve_%E2%80%93_Phe_duyet\" >4. Approve<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-29\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#5_Post_%E2%80%93_Ghi_nhan_ke_toan\" >5. Post \u2013 Accounting Record<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-30\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#6_Pay_Collect_%E2%80%93_Thanh_toan_hoac_thu_tien\" >6. Pay \/ Collect \u2013 Payment or collection of money<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-31\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#7_Archive_%E2%80%93_Luu_tru_va_phuc_vu_kiem_toan\" >7. Archive \u2013 Archiving and auditing support<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-32\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Checklist_kiem_tra_hoa_don_hop_le_truoc_khi_hach_toan_hoac_thanh_toan\" >Checklist for verifying invoice validity before accounting or payment.<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-33\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Checklist_kiem_tra_hoa_don\" >Invoice verification checklist<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-34\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Nhung_rui_ro_thuong_gap_khi_quan_ly_hoa_don_thu_cong\" >Common risks associated with manual invoice management.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-35\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Khi_nao_doanh_nghiep_nen_chuyen_tu_Excel_sang_phan_mem_quan_ly_hoa_don\" >When should businesses switch from Excel to invoicing software?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-36\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Dau_hieu_cho_thay_Excel_khong_con_phu_hop\" >Signs that Excel is no longer suitable<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-37\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Bizzi_ho_tro_quan_ly_hoa_don_dau_vao_dau_ra_trong_buc_tranh_Financial_Operations_nhu_the_nao\" >How does Bizzi support the management of incoming and outgoing invoices within the Financial Operations framework?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-38\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Bizzi_Bot_%E2%80%93_Tu_dong_hoa_xu_ly_hoa_don_dau_vao\" >Bizzi Bot \u2013 Automated Invoice Processing<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-39\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Bizzi_ARM_%E2%80%93_Ho_tro_quan_ly_cong_no_va_dong_tien\" >Bizzi ARM \u2013 Supporting accounts receivable and cash flow management<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-40\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Dong_bo_voi_he_sinh_thai_tai_chinh\" >Synchronized with the financial ecosystem<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-41\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#FAQ_ve_quan_ly_hoa_don_dau_vao_dau_ra\" >FAQ on managing input and output invoices<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-42\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Quan_ly_hoa_don_dau_vao_dau_ra_khac_gi_quan_ly_hoa_don_dien_tu\" >How does managing input and output invoices differ from managing electronic invoices?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-43\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Co_can_luu_ca_file_XML_va_PDF_cua_hoa_don_dien_tu_khong\" >Is it necessary to save both the XML and PDF files of the electronic invoice?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-44\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Hoa_don_dau_vao_khong_ke_khai_co_bi_xu_phat_khong\" >Will there be penalties for undeclared input invoices?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-45\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Xuat_hoa_don_dau_ra_khi_chua_co_hoa_don_dau_vao_co_rui_ro_gi\" >What are the risks of issuing output invoices without input invoices?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-46\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Doi_chieu_3_chieu_3-way_matching_ap_dung_trong_truong_hop_nao\" >In what situations is 3-way matching applied?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-47\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Phan_mem_quan_ly_hoa_don_co_thay_the_phan_mem_ke_toan_khong\" >Can invoice management software replace accounting software?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-48\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#CFO_nen_theo_doi_nhung_KPI_nao_trong_quan_ly_hoa_don\" >What KPIs should a CFO track in invoice management?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-49\" href=\"https:\/\/bizzi.vn\/en\/managing-input-and-output-invoices-2\/#Ket_luan\" >Conclude<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Quan_ly_hoa_don_dau_vao_dau_ra_la_gi\"><\/span><b>What is input and output invoice management?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Manage <\/span><a href=\"https:\/\/bizzi.vn\/hoa-don-dau-vao-la-gi\/\"><span style=\"font-weight: 400;\">input invoices<\/span><\/a><span style=\"font-weight: 400;\">, The output is a system of processes and control measures that helps businesses manage the entire lifecycle of purchase and sales invoices, from receiving or issuing, checking validity, reconciling documents, accounting, archiving to tracking payments or collection.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Unlike the traditional view that invoices are merely documents for accounting and tax declaration purposes, businesses today consider invoice management as part of their Financial Operations system to ensure the accuracy of financial data, reduce operational risks, and improve cash flow control.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Essentially, input invoices and output invoices represent two different but closely related lines of business transactions.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><span style=\"font-weight: 400;\">Criteria<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Input invoice<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Output invoice<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Related to the process<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Procure-to-Pay (Accounts Payable)<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Order-to-Cash (Accounts Receivable)<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Reflection<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Costs of goods and services<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Revenue from sales and services<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Cash flow impact<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Money out<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Money coming in<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Main risks<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Incorrect payment, loss of tax deduction rights, invalid invoice.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Incorrect timing of shipments, incorrect revenue recording, delayed payment collection.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Relevant department<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Purchasing, Inventory, Accounting, Finance<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Sales, Accounting, AR, Finance<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">KPIs are commonly tracked.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Invoice Processing Time, First-pass Match Rate, Exception Rate<\/span><\/td>\n<td><span style=\"font-weight: 400;\">DSO, Collection Rate, Aging Report<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">As can be seen, managing input invoices focuses on ensuring that businesses only pay for legitimate expenses, in accordance with contracts and for the goods or services received. Meanwhile, managing output invoices aims at recording revenue at the right time, tracking accounts receivable, and facilitating the collection of payments from customers.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">From a CFO&#039;s perspective, these two processes should not be viewed as independent operations. Input invoice data directly impacts costs, cost of goods sold, and accounts payable; while output invoice data determines revenue, accounts receivable, and cash flow. When managed on the same system, businesses will have a more complete view of their financial performance and working capital efficiency.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Note: Managing input and output invoices does not simply mean saving them as PDF or XML files. An effective management system must also ensure the ability to verify invoice validity, track processing (audit trail), reconcile related documents, and synchronize data with accounting software or ERP.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Although many businesses have separate processes for incoming and outgoing invoices, managing these two data streams separately still poses significant risks related to taxes, accounts payable, and cash flow. This is also why many CFOs struggle to achieve a unified, real-time financial picture.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Vi_sao_doanh_nghiep_khong_nen_quan_ly_hoa_don_dau_vao_va_dau_ra_tach_roi\"><\/span><strong>Why shouldn&#039;t businesses manage input and output invoices separately?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Managing input and output invoices across separate systems or processes fragments cost, revenue, accounts payable, and cash flow data, increasing the risk of financial reporting inaccuracies and reducing the business&#039;s operational control.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">On a small scale, storing invoices in email, internal folders, or Excel spreadsheets may still meet daily processing needs. However, as a business expands its number of suppliers, customers, or branches, this management method quickly reveals many limitations.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For input invoices, the lack of a link between the invoice, purchase order (PO), warehouse receipt, or acceptance report makes it difficult for the accounting department to verify whether the business has actually received the goods or services before payment. This increases the risk of double payments, incorrect payments, or inaccurate expense recording.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Conversely, if outgoing invoices are not linked to sales data and accounts receivable, businesses will face difficulties in tracking receivables, assessing customer payment status, and controlling the Days Sales Outstanding (DSO) metric. When DSO is prolonged, cash flow is affected even if reported revenue continues to grow.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Furthermore, fragmented management leads to several other consequences:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Revenue and expense data are not consistently reconciled across departments.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It is difficult to detect cases of issuing invoices at the wrong time or recording revenue inappropriately.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">There is a lack of audit trail to trace the history of invoice processing during the audit.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The accounting closing process is prolonged due to the need to consolidate data from multiple sources.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The CFO lacks immediate reporting to assess the impact of the invoice on cash flow and working capital.<\/span><\/li>\n<\/ul>\n<table>\n<tbody>\n<tr>\n<td><span style=\"font-weight: 400;\">Consequences<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Impact on businesses<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Distributed data<\/span><\/td>\n<td><span style=\"font-weight: 400;\">It takes a lot of time to compile and cross-reference.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">No AP and AR integration<\/span><\/td>\n<td><span style=\"font-weight: 400;\">It is difficult to evaluate the Cash Conversion Cycle.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Lack of audit trail<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Difficult to trace during audits or tax settlements.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Tracking loose accounts receivable<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Increased DSO impacts cash flow.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Manual comparison<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Increased risk of errors and fraud.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">From a financial management perspective, input and output invoices are essentially two links in the same operational cycle. One reflects the outflow of cash for purchasing goods and services, while the other reflects the inflow of cash from business operations. Only when both are managed in sync can a business accurately assess the efficiency of capital utilization and make decisions based on reliable data.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">After understanding why managing input and output invoices as a unified process is necessary, the next step is to build a systematic process for handling input invoices. This is the crucial stage in determining whether a business can control costs, accounts payable, and tax risks from the outset.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Quy_trinh_quan_ly_hoa_don_dau_vao_gom_nhung_buoc_nao\"><\/span><strong>What are the steps involved in the input invoice management process?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">An effective input invoice management process needs to cover the entire invoice lifecycle, from receipt, validity verification, document reconciliation, approval, accounting, payment, to archiving. When these steps are standardized, businesses not only reduce tax risks but also better control costs, accounts payable, and cash flow.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In practice, many businesses only begin checking invoices when it&#039;s time to file taxes or just before making payments. However, this approach leads to errors being discovered too late, increasing the risk of late payments to suppliers, incorrect expense recording, or loss of VAT deduction rights.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A standard input invoice management process should include the following steps:<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_1_Tiep_nhan_hoa_don_tu_nha_cung_cap\"><\/span><strong>Step 1. Receive invoice from supplier<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Invoices can be received through various channels such as email, electronic invoicing portals, ERP systems, or directly from suppliers. It&#039;s crucial for businesses to centralize all invoices under a single management system instead of having each employee store them independently.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The information that needs to be collected right from the start includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Original XML file.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">PDF file or a physical copy of the invoice.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The contract or related purchase order.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The purchasing department.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Control objective: to ensure that no invoices are missed and that each document is traceable.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Common mistakes when managing manually: invoices scattered across personal emails, lost XML files, or sent to the wrong department.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_2_Trich_xuat_va_chuan_hoa_du_lieu_hoa_don\"><\/span><strong>Step 2. Extract and standardize invoice data.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After receipt, the data on the invoice needs to be standardized to facilitate subsequent verification and accounting steps.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The information to be extracted includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier name.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tax identification number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice symbol.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Date established.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Value before tax.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Value Added Tax (VAT).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Total payment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment terms.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Manual data entry is often time-consuming and prone to errors, especially for businesses processing hundreds or thousands of invoices each month. The application of OCR and AI technology automatically extracts data from XML or PDF files, reducing manual data entry and increasing consistency.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Control objective: normalize data from the outset to reduce errors in subsequent steps.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_3_Kiem_tra_tinh_hop_le_cua_hoa_don\"><\/span><strong>Step 3. Verify the validity of the invoice.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This is an important step to ensure that the invoice meets legal and accounting requirements before it is recorded.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Businesses need to check:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tax identification numbers of the seller and the buyer.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Name and address information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice number and symbol.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice date.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tax rate and tax amount.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier operational status.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tax authority code (for invoices with codes).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Original XML file.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Digital signature (if applicable).<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">In addition to checking the information on invoices, businesses should also verify the operational status of suppliers to limit transactions with entities showing signs of risk.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Control objective: to detect invalid invoices early, before tax declaration or payment.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_4_Doi_chieu_voi_chung_tu_nghiep_vu_3-way_Matching\"><\/span><strong>Step 4. Compare with business documents (3-way matching)<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After a valid invoice is issued, businesses need to compare it with related documents to verify that the goods or services were actually provided.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A modern process is commonly applied.<\/span><a href=\"https:\/\/bizzi.vn\/3-way-matching-la-gi\/\"><span style=\"font-weight: 400;\"> 3-way matching<\/span><\/a><span style=\"font-weight: 400;\">, include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Purchase Order (PO).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Goods Receipt Note (GRN) or Acceptance Note.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier invoice.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If all three documents agree on the quantity, unit price, terms, and payment value, the expenditure will proceed to the approval stage.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Key control point: 3-way matching is a common practice in the Accounts Payable (AP) process, helping businesses limit payments for goods not received, services not accepted, or invoices that differ from the contract.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Common mistakes when doing things manually: accountants only check invoices without comparing them with purchase orders or warehouse receipts, leading to incorrect or duplicate payments.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_5_Phe_duyet_theo_quy_trinh_noi_bo\"><\/span><strong>Step 5. Internal approval process<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After the reconciliation is complete, the invoice needs to be moved through the approval process in accordance with the company&#039;s financial policy.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Typically, the process will clearly define:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The person offering payment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Department head confirmed.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The accounting department will conduct an audit.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The Finance Manager or CFO approves expenditures exceeding the allocated budget.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Implementing an approval workflow helps ensure that all payments are reviewed before funds are disbursed.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Control objective: to prevent expenditures that are outside the budget or not authorized.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_6_Hach_toan_vao_he_thong_ke_toan_hoac_ERP\"><\/span><span style=\"font-weight: 400;\">Step 6. Record the transaction in the accounting system or ERP.<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once approved, the invoice data is recorded in the accounting software or ERP system for the following purposes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cost accounting.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Record input VAT.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track accounts payable.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Financial report.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Management report.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If data has to be re-entered multiple times between systems, the risk of errors increases. Therefore, many businesses choose to automate data synchronization to reduce manual operations.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_7_Thanh_toan_cho_nha_cung_cap\"><\/span><strong>Step 7. Pay the supplier.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Only invoices that have completed the verification and approval process will be included in the payment plan.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Before making a payment, businesses need to review the following:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment terms in the contract.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment deadline.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The amount to be paid.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The supplier&#039;s bank account.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Debt status.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Paying on time not only helps maintain relationships with suppliers but also contributes to optimizing cash flow and limiting costs incurred due to late payments.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_8_Luu_tru_hoa_don_va_ho_so_lien_quan\"><\/span><strong>Step 8. Store invoices and related records.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After payment, all records must be fully archived to facilitate accounting, auditing, and tax inspection processes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The application package should include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">XML file.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">PDF file.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Contract.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Order.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Warehouse receipt or acceptance report.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment voucher.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Approval history.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Centralized data storage makes it easier for businesses to retrieve information and meet regulatory requirements when needed.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Tom_tat_quy_trinh_quan_ly_hoa_don_dau_vao\"><\/span><strong>Summary of the input invoice management process<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<table>\n<tbody>\n<tr>\n<td><span style=\"font-weight: 400;\">Step<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Control objectives<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Risks of doing it manually<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Reception<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Don&#039;t miss any invoices.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Lost documents<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Data normalization<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Reduce manual data entry.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Incorrect invoice information<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Validity check<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensure the conditions for declaration and payment are met.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Incorrect invoice, loss of tax deduction rights.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">3-way Matching<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Verify the actual transaction.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Incorrect or duplicate payments<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Approve<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Control spending power<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Off-budget expenditures<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Accounting<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Synchronize financial data<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Accounting errors<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Pay<\/span><\/td>\n<td><span style=\"font-weight: 400;\">On time, to the right recipient<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Incorrect or late payment<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Storage<\/span><\/td>\n<td><span style=\"font-weight: 400;\">For auditing and research purposes.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Lack of documentation makes auditing difficult.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">While the input invoicing process focuses on controlling expenses and accounts payable, the output invoicing management process aims to ensure revenue is recorded on time, track accounts receivable, and shorten the time it takes to collect payments from customers.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Quy_trinh_quan_ly_hoa_don_dau_ra_gom_nhung_buoc_nao\"><\/span><strong>What are the steps involved in the outgoing invoice management process?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The process of managing outgoing invoices needs to ensure that invoices are issued on time, with accurate transaction information, sent to customers in full, and that the collection process and accounts receivable reconciliation are closely monitored. This is a crucial factor in helping businesses protect revenue, optimize cash flow, and improve the efficiency of accounts receivable management.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Unlike input invoices, the objective of output invoices is not only to meet tax requirements but also directly linked to the speed of debt collection. A poorly controlled process can lead to businesses issuing invoices at the wrong time, overlooking receivables, or prolonging the Days Sales Outstanding (DSO) index.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A standard outgoing invoice management process typically includes the following steps:<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_1_Tiep_nhan_du_lieu_ban_hang_hoac_hop_dong\"><\/span><strong>Step 1. Receive sales data or contracts.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Input data may come from orders, contracts, acceptance reports, or sales systems. The accounting department needs to verify that the transaction qualifies for invoicing according to current regulations.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_2_Kiem_tra_dieu_kien_va_thoi_diem_lap_hoa_don\"><\/span><strong>Step 2. Check the conditions and timing for issuing the invoice.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Businesses need to review information about customers, tax identification numbers, goods or services, transaction value, and the time when the invoicing obligation arises in order to minimize the risk of issuing invoices at the wrong time or with incorrect content.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_3_Phat_hanh_hoa_don_dien_tu\"><\/span><strong>Step 3. Issue electronic invoices.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After the data is verified, the electronic invoice is created and issued in accordance with regulations, and simultaneously recorded in the invoice management system.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_4_Gui_hoa_don_cho_khach_hang\"><\/span><strong>Step 4. Send the invoice to the customer.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Invoices must be sent in full and to the correct address of the customer. Businesses should also monitor the delivery status to promptly address cases where customers have not received the invoice or request adjustments.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_5_Ghi_nhan_doanh_thu_va_thue_dau_ra\"><\/span><strong>Step 5. Record revenue and output tax.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Invoice information is synchronized with the accounting system to record revenue, output VAT, and accounts receivable in accordance with the accounting period.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_6_Theo_doi_han_thanh_toan\"><\/span><strong>Step 6. Monitor payment deadlines.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After invoices are issued, the accounts receivable department needs to monitor contractual payment deadlines, update the debt status, and proactively remind customers when the deadline is approaching.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_7_Thu_hoi_cong_no_va_xu_ly_ngoai_le\"><\/span><strong>Step 7. Debt collection and handling exceptions<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Cases of late payments, disputes, or underpayments need to be handled through a clear process to minimize overdue debt and its impact on cash flow.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_8_Doi_chieu_thanh_toan_va_luu_tru_ho_so\"><\/span><strong>Step 8. Verify payments and archive records.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After receiving payment, businesses need to cross-check it with bank statements and accounts receivable to confirm that the transaction is complete, and simultaneously store all records for accounting and auditing purposes.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Bang_kiem_soat_quy_trinh_hoa_don_dau_ra\"><\/span><span style=\"font-weight: 400;\">Output Invoice Process Control Sheet<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<table>\n<tbody>\n<tr>\n<td><span style=\"font-weight: 400;\">Step<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Risk<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Control methods<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Invoice<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Wrong timing, wrong information<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Test the data before release.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Send invoices<\/span><\/td>\n<td><span style=\"font-weight: 400;\">The customer has not received it.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Track sending status<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Record revenue<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Incorrect accounting period<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Synchronize with ERP\/accounting software<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Track debt<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Overdue payments<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Aging Report and automatic debt reminders<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Payment reconciliation<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Payment collected but not yet deducted.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Compare with your bank statement.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">Once both the input and output invoicing processes are standardized, the next step is not to operate the two processes independently, but to connect them in a seamless workflow. This forms the foundation for businesses to build a modern invoicing management system, synchronizing data between purchasing, sales, accounting, and finance, and laying the groundwork for large-scale automation.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Workflow_quan_ly_hoa_don_dau_vao_dau_ra_nen_thiet_ke_nhu_the_nao\"><\/span><strong>How should a workflow for managing incoming and outgoing invoices be designed?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">An efficient invoicing workflow not only helps businesses control documentation but also creates a seamless data flow between purchasing, sales, inventory, accounting, and finance. When the entire process is connected, businesses can minimize errors, shorten processing time, and increase control over cash flow.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Instead of each department managing invoices in its own way (email, Excel, or internal folders), businesses should establish a unified process from the moment an invoice is created or received until payment is completed or collected.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Mo_hinh_workflow_quan_ly_hoa_don_dau_vao_dau_ra\"><\/span><strong>Invoice input\/output management workflow model<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<table>\n<tbody>\n<tr>\n<td><span style=\"font-weight: 400;\">Workflow<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Target<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Tools\/Checkpoints<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Capture<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Centralized invoice collection<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Email parser, OCR, XML ingestion, API<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Validate<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Checking for validity<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Verify the tax identification number (MST), tax authority code, digital signature, and required information.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Match<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Business comparison<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Purchase Order (PO), contract, warehouse receipt (GRN), order form, acceptance certificate.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Approve<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Approve<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Workflow based on budget, management level, and department.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Post<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Accounting entries<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Synchronize ERP or accounting software<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Pay \/ Collect<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Payment or collection of money<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Track payment status, send payment reminders, and reconcile bank statements.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">recorded<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Archiving and auditing services<\/span><\/td>\n<td><span style=\"font-weight: 400;\">XML, PDF, audit trail, access control.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h3><span class=\"ez-toc-section\" id=\"1_Capture_%E2%80%93_Tiep_nhan_hoa_don_tap_trung\"><\/span><strong>1. Capture \u2013 Centralized invoice reception<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The first step is to collect all invoices from various sources such as email, electronic invoicing portals, APIs, or vendors.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If invoices are scattered across multiple mailboxes or assigned to multiple individuals, businesses are very likely to encounter the following problems:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Omitted invoices;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Handle duplicates;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Lost documents;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It is difficult to control the processing progress.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Centralizing all invoices into a single system helps businesses create a unified &quot;entry point&quot; for the entire process.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_Validate_%E2%80%93_Kiem_tra_tinh_hop_le\"><\/span><strong>2. Validate \u2013 Check for validity<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After receiving the invoice, it needs to be checked before proceeding to the next processing steps.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The criteria that are typically checked include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tax identification numbers of the seller and the buyer;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice symbol and number;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice date;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">tax authority code (for invoices with a code);<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">digital signature;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">the operational status of the business issuing the invoice;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Completeness of the XML file.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Early verification helps to limit the entry of invalid invoices into the accounting system, avoiding potential impacts on tax declarations or settlements later on.<\/span><\/p>\n<figure id=\"attachment_999981535\" aria-describedby=\"caption-attachment-999981535\" style=\"width: 1248px\" class=\"wp-caption aligncenter\"><img fetchpriority=\"high\" decoding=\"async\" class=\"wp-image-999981535 size-full\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/07\/Bizzi-bot-tu-dong-kiem-tra-tinh-hop-ly-hop-le-cua-hoa-don.webp\" alt=\"Bizzi bot automatically checks the validity of invoices.\" width=\"1248\" height=\"646\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/07\/Bizzi-bot-tu-dong-kiem-tra-tinh-hop-ly-hop-le-cua-hoa-don.webp 1248w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/07\/Bizzi-bot-tu-dong-kiem-tra-tinh-hop-ly-hop-le-cua-hoa-don-300x155.webp 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/07\/Bizzi-bot-tu-dong-kiem-tra-tinh-hop-ly-hop-le-cua-hoa-don-1024x530.webp 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/07\/Bizzi-bot-tu-dong-kiem-tra-tinh-hop-ly-hop-le-cua-hoa-don-768x398.webp 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/07\/Bizzi-bot-tu-dong-kiem-tra-tinh-hop-ly-hop-le-cua-hoa-don-18x9.webp 18w\" sizes=\"(max-width: 1248px) 100vw, 1248px\" \/><figcaption id=\"caption-attachment-999981535\" class=\"wp-caption-text\">Bizzi bot automatically checks the validity and legitimacy of invoices.<\/figcaption><\/figure>\n<h3><span class=\"ez-toc-section\" id=\"3_Match_%E2%80%93_Doi_chieu_chung_tu\"><\/span><strong>3. Match \u2013 Compare documents<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This is the most important step in the entire input invoice management process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Instead of simply checking the content on the invoice, businesses need to compare it with related documents to ensure that the transaction actually occurred.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Typically, the comparison process will include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Purchase Order (PO)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Goods Receipt Note (GRN)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier invoice<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This is the 3-way matching method \u2013 a common practice in Accounts Payable management.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When the three data sources match, businesses can significantly reduce risk:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment for goods not yet received;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Incorrect amount paid;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Incorrect unit price was charged;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Duplicate invoices;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Fraud from the supplier.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">For outgoing invoices, the Match step is typically performed by comparing invoice data with contracts, sales orders, and delivery documents before recognizing revenue.<\/span><\/p>\n<figure id=\"attachment_999980755\" aria-describedby=\"caption-attachment-999980755\" style=\"width: 1200px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"wp-image-999980755\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don-.png\" alt=\"input-output-invoice-management\" width=\"1200\" height=\"723\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don-.png 2048w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don--300x181.png 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don--1024x617.png 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don--768x463.png 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don--1536x926.png 1536w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/trich-xuat-du-lieu-hoa-don--18x12.png 18w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/><figcaption id=\"caption-attachment-999980755\" class=\"wp-caption-text\">Thanks to its 3D matching mechanism, Bizzi Bot quickly detects discrepancies and improves data accuracy.<\/figcaption><\/figure>\n<h3><span class=\"ez-toc-section\" id=\"4_Approve_%E2%80%93_Phe_duyet\"><\/span><strong>4. Approve<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After passing the verification and reconciliation step, the invoice will be sent to the approval process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">An efficient workflow should allow for the establishment of approval rules as follows:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">invoice value;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">department;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">project;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">cost center;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">management level.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">For example:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Under 20 million VND: Department head approves;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">From 20\u2013100 million VND: Approved by Finance Manager;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">For amounts over 100 million VND: Approval by CFO or Board of Directors.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Electronic workflows allow for the complete recording of the approval history (audit trail), facilitating internal auditing and control.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"5_Post_%E2%80%93_Ghi_nhan_ke_toan\"><\/span><strong>5. Post \u2013 Accounting Record<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once approved, invoice data needs to be synchronized to the accounting software or ERP system.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If data entry is still done manually, businesses may encounter many problems such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Incorrect data entered;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Duplicate invoices entered;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Data discrepancies between multiple systems;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Extend the deadline for closing the books at the end of the month.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Direct integration with ERP systems ensures consistent data recording, reduces repetitive tasks, and minimizes human error.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"6_Pay_Collect_%E2%80%93_Thanh_toan_hoac_thu_tien\"><\/span><strong>6. Pay \/ Collect \u2013 Payment or collection of money<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This is the step of transforming documents into actual cash flow.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For input invoices, businesses need:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Monitor payment deadlines;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Monitor payment status;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Avoid duplicate payments;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Update accounts payable.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">For outgoing invoices, businesses need to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Monitor accounts receivable;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Send payment reminders on time;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compare bank transactions;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Handling overdue payments.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Effective management of this step helps improve working capital turnover and reduce the DSO (Days Sales Outstanding) ratio.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"7_Archive_%E2%80%93_Luu_tru_va_phuc_vu_kiem_toan\"><\/span><strong>7. Archive \u2013 Archiving and auditing support<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After the transaction is completed, all related documents should be stored centrally.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In addition to PDF invoices, businesses should keep complete records of:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">original XML file;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">payment documents;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">contract;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">PO;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">warehouse receipt;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">acceptance report;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Approval history;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Edit history.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">A centralized record-keeping system makes it easier for businesses to retrieve records during audits, tax inspections, or when resolving disputes with customers and suppliers.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Note: A workflow is only truly effective when each step has clear control criteria. Therefore, in addition to the processing procedure, businesses need to build a checklist to verify invoices before accounting or payment.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Checklist_kiem_tra_hoa_don_hop_le_truoc_khi_hach_toan_hoac_thanh_toan\"><\/span><strong>Checklist for verifying invoice validity before accounting or payment.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Before recording an invoice in the accounting books or making a payment, businesses need to verify the validity of the document. A standard checklist helps detect errors early, limit tax risks, avoid incorrect payments, and ensure complete documentation for audits.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Checklist_kiem_tra_hoa_don\"><\/span><span style=\"font-weight: 400;\">Invoice verification checklist<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<table>\n<tbody>\n<tr>\n<td><span style=\"font-weight: 400;\">Content to be checked<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Purpose<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Name, address, and tax identification number of the seller and buyer.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Verify the correct party to the transaction.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Invoice number, symbol, and date of issue.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Verify the validity of the invoice.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Goods, services, quantity, unit price<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Compare with the contract and order.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Tax rate, VAT amount, total payment<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensure accuracy when submitting declarations.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Tax authority code (for invoices with a code)<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Check for legality<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Original XML file<\/span><\/td>\n<td><span style=\"font-weight: 400;\">For archiving and comparison purposes.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Supplier operational status<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Limit transactions with risky businesses.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Purchase Order (PO), contract, warehouse receipt, acceptance report<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Business comparison<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Non-cash payment conditions (if applicable)<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensure that the tax deduction conditions are met as prescribed.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Accounting, declaration, and archiving status<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Avoid omissions or duplicate entries.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">In addition to checking the information on invoices, businesses should also periodically review the status of suppliers and compare it with related documents before making payments. This is especially important for businesses with many suppliers or those processing hundreds of invoices each month.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Legal Note: From June 1st, 2025, Circular 32\/2025\/TT-BTC guiding the implementation of certain regulations on invoices and documents under the Law on Tax Administration and related decrees has come into effect. Simultaneously, Decree 70\/2025\/ND-CP amends and supplements some provisions of Decree 123\/2020\/ND-CP on invoices and documents. Businesses need to update their invoice verification procedures to ensure compliance with current regulations.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Nhung_rui_ro_thuong_gap_khi_quan_ly_hoa_don_thu_cong\"><\/span><span style=\"font-weight: 400;\">Common risks associated with manual invoice management.<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Many businesses still manage invoices using Excel, email, or distributed storage across departments. This method may be suitable when the number of invoices is small, but it will reveal many limitations as the business expands.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><span style=\"font-weight: 400;\">Risk<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Occurs in<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Affect<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Incorrect data entered.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Input and output<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Discrepancies in accounting records and tax declarations.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Missing invoices<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Input<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Lack of legitimate expenses affects tax declarations.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Issuing invoices at the wrong time.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Output<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Risk of penalties, incorrect revenue recognition.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Duplicate Payment<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Input<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Cash flow loss<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Do not compare the purchase order and the warehouse receipt.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Input<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Payment for goods not received or received incomplete<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Failure to track accounts receivable.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Output<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Increased DSO, slow collection of funds.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Distributed storage<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Both<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Difficulty retrieving records increases audit time.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">In addition to the risks mentioned above, manual management also causes businesses to waste a lot of time on repetitive tasks such as data entry, document verification, and reconciliation between systems. As the number of invoices increases, the workload of the finance department also increases, while the ability to control decreases.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That&#039;s also why many businesses are starting to consider switching from Excel to invoice management solutions and automating document processing workflows.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Khi_nao_doanh_nghiep_nen_chuyen_tu_Excel_sang_phan_mem_quan_ly_hoa_don\"><\/span><span style=\"font-weight: 400;\">When should businesses switch from Excel to invoicing software?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Not every business needs to invest in software right from the start. For small businesses with a low number of invoices and simple processes, Excel combined with accounting software can still meet basic needs.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, as operations expand, the number of invoices increases, and more departments are involved in processing them, manual management methods quickly reveal their limitations. Time-consuming document retrieval, scattered data, opaque approval processes, and difficulty in tracking edit history are common problems.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">At this time, businesses should consider using in-process and out-of-process invoice management software to automate processes and improve operational efficiency.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Dau_hieu_cho_thay_Excel_khong_con_phu_hop\"><\/span><span style=\"font-weight: 400;\">Signs that Excel is no longer suitable<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<table>\n<tbody>\n<tr>\n<td><span style=\"font-weight: 400;\">Token<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Does Excel\/email still work?<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Should I use software?<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Fewer than 50 invoices per month, fewer suppliers.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">\u2713 Yes<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Not mandatory<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">There are many branches or subsidiary companies.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Difficult to manage<\/span><\/td>\n<td><span style=\"font-weight: 400;\">\u2713 Recommended<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Multiple levels of approval<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Limit<\/span><\/td>\n<td><span style=\"font-weight: 400;\">\u2713 Recommended<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">The purchase order, warehouse receipt, and invoice need to be compared.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Very difficult<\/span><\/td>\n<td><span style=\"font-weight: 400;\">\u2713 Recommended<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">The vendor status needs to be checked automatically.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Not suitable<\/span><\/td>\n<td><span style=\"font-weight: 400;\">\u2713 Recommended<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">The processing history (audit trail) needs to be saved.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Limit<\/span><\/td>\n<td><span style=\"font-weight: 400;\">\u2713 Recommended<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Want <\/span><a href=\"https:\/\/bizzi.vn\/giai-phap-quan-tri-tai-chinh-erp\/\"><span style=\"font-weight: 400;\">financial ERP integration<\/span><\/a><span style=\"font-weight: 400;\"> or accounting software<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Not suitable<\/span><\/td>\n<td><span style=\"font-weight: 400;\">\u2713 Recommended<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">In addition to the signs above, businesses should also consider switching when facing situations such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The accounting department spends a lot of time on manual data entry.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">At the end of each accounting period, several days must be spent reconciling documents.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">We frequently discover missing or duplicate invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Searching for records needed for audits or tax settlements is time-consuming.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The management lacked real-time data to track accounts receivable and cash flow.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">A modern invoicing management system not only replaces Excel but also helps standardize processes, increase internal control, and create a foundation for digital transformation in financial management.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Before choosing software, businesses should reassess their entire current process to accurately identify which steps are consuming the most time or generating the most risks. This helps in selecting the most suitable solution instead of digitizing the entire process in a piecemeal fashion.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Bizzi_ho_tro_quan_ly_hoa_don_dau_vao_dau_ra_trong_buc_tranh_Financial_Operations_nhu_the_nao\"><\/span><span style=\"font-weight: 400;\">How does Bizzi support the management of incoming and outgoing invoices within the Financial Operations framework?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Managing incoming and outgoing invoices is not just about document storage; it&#039;s also part of Financial Operations \u2013 where purchasing, payment, sales, collection, and accounting processes are connected into a unified system.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In that vision, Bizzi focused on automating the most time-consuming processes in the finance department, particularly the Accounts Payable process.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Bizzi_Bot_%E2%80%93_Tu_dong_hoa_xu_ly_hoa_don_dau_vao\"><\/span><span style=\"font-weight: 400;\">Bizzi Bot \u2013 Automated Invoice Processing<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Instead of manually entering each invoice, Bizzi Bot assists businesses. <\/span><a href=\"https:\/\/bizzi.vn\/giai-phap-invoice-processing-la-gi\/\"><span style=\"font-weight: 400;\">Automate input invoice processing<\/span><\/a><span style=\"font-weight: 400;\"> There are many steps in the document processing procedure, including:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Receive invoices from email or various other sources.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Extract data from XML and PDF files using OCR combined with AI.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Verify the invoice information before processing it.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compare the invoice with the purchase order, contract, and warehouse receipt (3-way matching).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Set up approval workflows based on departments or quotas.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Synchronize data to ERP or accounting software.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">As a result, the accounting department can significantly reduce the time spent on repetitive tasks, while increasing accuracy and transparency throughout the accounts payable process.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Bizzi_ARM_%E2%80%93_Ho_tro_quan_ly_cong_no_va_dong_tien\"><\/span><span style=\"font-weight: 400;\">Bizzi ARM \u2013 Supporting accounts receivable and cash flow management<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Conversely, sales invoices are not only related to revenue but also directly affect accounts receivable and the company&#039;s ability to collect payments.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Bizzi ARM supports businesses. <\/span><a href=\"https:\/\/bizzi.vn\/quy-trinh-quan-ly-cong-no\/\"><span style=\"font-weight: 400;\">effective debt management<\/span><\/a><span style=\"font-weight: 400;\"> by:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track accounts receivable in real time.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Manage debt aging reports.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Support for timely payment reminders.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Improve your ability to control the DSO (Days Sales Outstanding) metric.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Providing data to support cash flow forecasting.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Combining input invoice management with output accounts receivable management gives businesses a more comprehensive view of the cash conversion cycle, rather than just tracking each transaction individually.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Dong_bo_voi_he_sinh_thai_tai_chinh\"><\/span><span style=\"font-weight: 400;\">Synchronized with the financial ecosystem<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A key advantage of automation platforms is their ability to connect with existing enterprise systems.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Through integration with ERP systems and accounting software, invoice data can be synchronized throughout the entire process, from receipt, verification, and approval to accounting and reporting, minimizing repeated data entry and reducing discrepancies between systems.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For CFOs and Finance Managers, this not only helps shorten closing times but also enhances the ability to track cash flow, accounts payable, and operational efficiency in real time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If your business is processing hundreds or thousands of invoices each month, now is a good time to reassess your current processes and identify steps that can be automated to improve financial management efficiency.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"FAQ_ve_quan_ly_hoa_don_dau_vao_dau_ra\"><\/span><span style=\"font-weight: 400;\">FAQ on managing input and output invoices<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"Quan_ly_hoa_don_dau_vao_dau_ra_khac_gi_quan_ly_hoa_don_dien_tu\"><\/span><span style=\"font-weight: 400;\">How does managing input and output invoices differ from managing electronic invoices?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Electronic invoice management primarily focuses on issuing, receiving, and storing invoices in accordance with legal regulations. Meanwhile, managing input and output invoices has a broader scope, encompassing the entire process of receiving, verifying, reconciling, approving, accounting, paying or collecting money, and archiving documents.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Co_can_luu_ca_file_XML_va_PDF_cua_hoa_don_dien_tu_khong\"><\/span><span style=\"font-weight: 400;\">Is it necessary to save both the XML and PDF files of the electronic invoice?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Yes. XML files are the original data of electronic invoices and have legal validity. PDF files make it easier for users to read and look up invoice content. Businesses should store both formats along with related documents for convenient auditing and reconciliation.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Hoa_don_dau_vao_khong_ke_khai_co_bi_xu_phat_khong\"><\/span><span style=\"font-weight: 400;\">Will there be penalties for undeclared input invoices?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Failure to declare input invoices may result in businesses losing the right to deduct value-added tax or affect the recognition of legitimate expenses, depending on the specific case. Businesses should declare and store invoices in accordance with current regulations to minimize tax risks.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Xuat_hoa_don_dau_ra_khi_chua_co_hoa_don_dau_vao_co_rui_ro_gi\"><\/span><span style=\"font-weight: 400;\">What are the risks of issuing output invoices without input invoices?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The law does not mandate that input invoices must be issued before output invoices. However, if the purchase and sales data do not match the actual transactions or if there is insufficient supporting documentation, businesses may face risks during tax audits, especially in cases related to inventory or supply chains.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Doi_chieu_3_chieu_3-way_matching_ap_dung_trong_truong_hop_nao\"><\/span><span style=\"font-weight: 400;\">In what situations is 3-way matching applied?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Three-way reconciliation is commonly applied in business purchasing processes to compare three types of documents: purchase order (PO), goods receipt note or delivery note (GRN), and supplier invoice. This is an important control measure to help limit incorrect payments or fraud.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Phan_mem_quan_ly_hoa_don_co_thay_the_phan_mem_ke_toan_khong\"><\/span><span style=\"font-weight: 400;\">Can invoice management software replace accounting software?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">No. Invoice management software and accounting software serve different purposes. Invoice management software focuses on processing, verifying, reconciling, and approving documents, while accounting software handles transaction recording, financial reporting, and tax reporting. The two systems are often integrated to form a complete operational process.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"CFO_nen_theo_doi_nhung_KPI_nao_trong_quan_ly_hoa_don\"><\/span><span style=\"font-weight: 400;\">What KPIs should a CFO track in invoice management?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In addition to the number of invoices processed, CFOs should monitor metrics that reflect the operational efficiency of the process, including:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice Processing Time.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">First-pass Match Rate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Exception Rate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Duplicate payment rate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The closing date for accounting records at the end of the period.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">DSO (Days Sales Outstanding) for accounts receivable.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Aging Report (Accounts Payable and Receivables Aging).<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">These KPIs help evaluate not only the effectiveness of the accounting department but also reflect the company&#039;s ability to control cash flow and the quality of its financial operations.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Ket_luan\"><\/span><span style=\"font-weight: 400;\">Conclude<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Managing input and output invoices is not simply about storing documents or meeting tax requirements. It&#039;s a comprehensive financial management process that directly impacts costs, revenue, accounts payable, cash flow, and a company&#039;s decision-making capabilities.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A standardized process should encompass the entire invoice lifecycle, from receipt, verification, reconciliation, and approval to accounting, payment, and archiving. As businesses grow, maintaining manual processes using Excel or email increases risks and operational costs.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Implementing automation solutions like Bizzi Bot and Bizzi ARM helps businesses standardize invoice processing, enhance internal control, connect data with ERP systems, and gradually build a modern Financial Operations platform. Instead of digitizing everything at once, businesses should start by evaluating current processes to identify areas that can be automated, thereby optimizing operational efficiency and improving financial management capabilities in the long term.<\/span><\/p>\n<p><b><i>To receive advice on effective corporate financial management solutions, schedule an appointment with Bizzi here: <\/i><\/b><a href=\"https:\/\/bizzi.vn\/dat-lich-demo\/\"><b><i>https:\/\/bizzi.vn\/dat-lich-demo\/<\/i><\/b><\/a><\/p>","protected":false},"excerpt":{"rendered":"<p>Managing input and output invoices is not just about storing documents, but about controlling the entire cycle\u2026<\/p>","protected":false},"author":57,"featured_media":999976376,"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":[85,367],"tags":[],"class_list":["post-999976375","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-kiem-soat","category-quy-trinh-phai-tra"],"acf":[],"_links":{"self":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999976375","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=999976375"}],"version-history":[{"count":9,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999976375\/revisions"}],"predecessor-version":[{"id":999981548,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999976375\/revisions\/999981548"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media\/999976376"}],"wp:attachment":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media?parent=999976375"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/categories?post=999976375"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/tags?post=999976375"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}