{"id":999978544,"date":"2025-09-24T14:56:45","date_gmt":"2025-09-24T07:56:45","guid":{"rendered":"https:\/\/bizzi.vn\/?p=999978544"},"modified":"2026-07-08T16:17:11","modified_gmt":"2026-07-08T09:17:11","slug":"how-to-check-the-electronic-capital-of-the-union","status":"publish","type":"post","link":"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/","title":{"rendered":"How to Check the Validity of Electronic Invoices and Automatically Verify Invoice Validity"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">A valid electronic invoice is one that fully meets the requirements regarding content, data format, digital signature, and status as stipulated by law. To ensure that invoices are eligible for accounting, tax declaration, and archiving, businesses should not only check the searchability on the tax authority&#039;s system but also compare the XML file, transaction documents, and data consistency.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For businesses with a large number of input invoices, manually checking each invoice is both time-consuming and prone to errors. Combining lookup on the Electronic Invoice Portal with automated invoice validity verification solutions will help accountants detect risks early and reduce errors before accounting, payment, or tax filing.<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Hoa_don_dien_tu_hop_le_la_gi\" >What constitutes a valid electronic invoice?<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Hoa_don_hop_phap_hop_le_va_hop_ly_khac_nhau_the_nao\" >What is the difference between a legal, valid, and reasonable invoice?<\/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\/how-to-check-the-electronic-capital-of-the-union\/#_3_lop_kiem_tra_hoa_don_dien_tu_cho_doanh_nghiep\" >\u00a03 layers of electronic invoice verification for businesses<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Cach_kiem_tra_hoa_don_dien_tu_hop_le_tren_Cong_thong_tin_hoa_don_dien_tu_nhu_the_nao\" >How do I check if an electronic invoice is valid on the Electronic Invoice Portal?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Buoc_1_Truy_cap_Cong_thong_tin_hoa_don_dien_tu\" >Step 1: Access the Electronic Invoice Portal<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Buoc_2_Nhap_thong_tin_hoa_don_can_tra_cuu\" >Step 2: Enter the invoice information you want to search for.<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Buoc_3_Doc_ket_qua_tra_cuu\" >Step 3: Read the search results.<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Can_cu_phap_ly_nao_dang_ap_dung_khi_kiem_tra_hoa_don_dien_tu\" >What legal basis is being applied when auditing electronic invoices?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Can_kiem_tra_nhung_thong_tin_nao_de_biet_hoa_don_dien_tu_co_hop_le_khong\" >What information needs to be checked to determine if an electronic invoice is valid?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Thong_tin_nguoi_ban_va_nguoi_mua\" >Seller and buyer information<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Thong_tin_hoa_don\" >Billing information<\/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\/how-to-check-the-electronic-capital-of-the-union\/#File_XML_va_chu_ky_so\" >XML file and digital signature<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Trang_thai_hoa_don_tren_he_thong_thue\" >Invoice status in the tax system<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Co_the_kiem_tra_hoa_don_dien_tu_bang_file_XML_khong\" >Is it possible to verify an electronic invoice using an XML file?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Vi_sao_XML_quan_trong_hon_PDF\" >Why is XML more important than PDF?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Khi_nao_doanh_nghiep_nen_tu_dong_kiem_tra_tinh_hop_le_hoa_don\" >When should businesses automate invoice validation?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Kiem_tra_thu_cong_phu_hop_voi_truong_hop_nao\" >In what situations is manual inspection appropriate?<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Kiem_tra_tu_dong_phu_hop_voi_truong_hop_nao\" >In what situations is automated testing appropriate?<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Kiem_tra_thu_cong_va_tu_dong_khac_nhau_the_nao\" >What are the differences between manual and automated inspection?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Bizzi_tu_dong_kiem_tra_tinh_hop_le_hoa_don_nhu_the_nao\" >How does Bizzi automatically verify the validity of invoices?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Tu_dong_doc_du_lieu_tu_hoa_don_va_file_XML\" >Automatically read data from invoices and XML files.<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Tu_dong_kiem_tra_trang_thai_va_du_lieu_hoa_don\" >Automatically check invoice status and data.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Tu_dong_xac_minh_nha_cung_cap\" >Automatic vendor verification<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Tu_dong_doi_chieu_hoa_don_voi_PO_GR_va_hop_dong\" >Automatically reconcile invoices with purchase orders (PO), general merchandise (GR), and contracts.<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Tu_dong_tao_canh_bao_va_luu_vet_xu_ly\" >Automatically generate alerts and track action progress.<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-26\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Checklist_kiem_tra_hoa_don_dien_tu_hop_le_cho_ke_toan\" >Checklist for verifying the validity of electronic invoices for accountants.<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-27\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Checklist_12_diem_kiem_tra_hoa_don_dien_tu_hop_le_truoc_khi_hach_toan\" >Checklist of 12 points to verify the validity of electronic invoices before accounting.<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-28\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Cau_hoi_thuong_gap_ve_kiem_tra_hoa_don_dien_tu_hop_le\" >Frequently Asked Questions about Checking the Validity of Electronic Invoices<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-29\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Hoa_don_dien_tu_khong_co_ma_co_quan_thue_co_hop_le_khong\" >Are electronic invoices without a tax authority code valid?<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Tra_cuu_khong_thay_hoa_don_thi_co_chac_la_hoa_don_gia_khong\" >If the invoice cannot be found in the records, does that mean it&#039;s definitely fake?<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Kiem_tra_hoa_don_bang_file_PDF_co_du_khong\" >Is checking invoices using a PDF file sufficient?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-32\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Hoa_don_sai_thong_tin_nguoi_mua_co_duoc_hach_toan_khong\" >Can invoices with incorrect buyer information be recorded in the accounting system?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-33\" href=\"https:\/\/bizzi.vn\/en\/how-to-check-the-electronic-capital-of-the-union\/#Doanh_nghiep_nhieu_hoa_don_dau_vao_nen_kiem_tra_the_nao\" >How should businesses with many input invoices check their records?<\/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\/how-to-check-the-electronic-capital-of-the-union\/#Ket_luan\" >Conclude<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Hoa_don_dien_tu_hop_le_la_gi\"><\/span><strong>What constitutes a valid electronic invoice?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>A valid electronic invoice is one that simultaneously meets the legal requirements, content requirements, data format requirements, digital signature requirements, and recording status requirements with the tax authorities.<\/p>\n<p><span style=\"font-weight: 400;\">Many businesses believe that simply being able to verify an invoice in the tax authority&#039;s system is sufficient for it to be valid. However, in reality, this is only one verification step. An invoice recorded in the system may still contain errors regarding buyer information, product data, digital signatures, or may not match the actual transaction.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To accurately assess whether an electronic invoice is eligible for use, businesses need to check three groups of factors simultaneously:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The legal validity of the invoice is subject to current regulations.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Accuracy and integrity of invoice data.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The degree of consistency between the invoice and the actual purchase and sale transaction and internal documents.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Thoroughly checking these layers of information helps reduce the risk of incorrect invoice recording, minimizes risks during tax settlement, and increases transparency in the input invoice management process.<\/span><\/p>\n<figure id=\"attachment_999980849\" aria-describedby=\"caption-attachment-999980849\" style=\"width: 1200px\" class=\"wp-caption aligncenter\"><img fetchpriority=\"high\" decoding=\"async\" class=\"wp-image-999980849\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao.jpg\" alt=\"Criteria for Determining Valid Electronic Invoices\" width=\"1200\" height=\"634\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao.jpg 1828w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao-300x159.jpg 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao-1024x541.jpg 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao-768x406.jpg 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao-1536x812.jpg 1536w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/huong-dan-cach-tu-dong-kiem-tra-tinh-hop-le-cua-hoa-don-dau-vao-18x10.jpg 18w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/><figcaption id=\"caption-attachment-999980849\" class=\"wp-caption-text\">Criteria for determining valid electronic invoices according to Circular 32\/2025\/TT-BTC<\/figcaption><\/figure>\n<h2><span class=\"ez-toc-section\" id=\"Hoa_don_hop_phap_hop_le_va_hop_ly_khac_nhau_the_nao\"><\/span><b>What is the difference between a legal, valid, and reasonable invoice?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Three concepts <\/span><b>legal<\/b><span style=\"font-weight: 400;\">, <\/span><b>valid<\/b><span style=\"font-weight: 400;\"> and <\/span><b>reasonable<\/b><span style=\"font-weight: 400;\"> They are often used interchangeably, but they actually reflect three different aspects of an invoice.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Criteria<\/b><\/td>\n<td><b>Legal<\/b><\/td>\n<td><b>Valid<\/b><\/td>\n<td><b>Reasonable<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Meaning<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Prepared and published in accordance with legal regulations.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">All required information, data, and technical specifications are met.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Reflecting transactions that serve the production and business activities of the enterprise.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Based on the assessment<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Legal regulations regarding electronic invoices<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Invoice content, digital signature, XML file, invoice status<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Contract, purchase order, delivery receipt, payment document, intended use<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Target<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensuring legal compliance<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensure the data is accurate and complete.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensure that all accounting and tax filing requirements are met.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">It can be looked up on the tax system.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Maybe<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Maybe<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Not an evaluation criterion<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">The expense is eligible for recognition.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Doubt<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Doubt<\/span><\/td>\n<td><span style=\"font-weight: 400;\">All required conditions must be met.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">As you can see, a bill <\/span><b>legal<\/b><span style=\"font-weight: 400;\"> Not necessarily <\/span><b>valid<\/b><span style=\"font-weight: 400;\"> If data is missing or there are errors in the digital signature. Similarly, a technically valid invoice is not necessarily a valid one. <\/span><b>reasonable<\/b><span style=\"font-weight: 400;\"> if the actual transaction cannot be proven or does not serve the production or business activities of the enterprise.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Therefore, accountants should not only check the issuance status of invoices but also conduct a comprehensive assessment before recording them in the accounting system.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"_3_lop_kiem_tra_hoa_don_dien_tu_cho_doanh_nghiep\"><\/span><b>\u00a03 layers of electronic invoice verification for businesses<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">To minimize risks in the accounting and tax filing process, businesses should adopt this model. <\/span><b>3 layers of testing<\/b><span style=\"font-weight: 400;\"> for all input invoices.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Test Class<\/b><\/td>\n<td><b>Content to be checked<\/b><\/td>\n<td><b>Target<\/b><\/td>\n<\/tr>\n<tr>\n<td><b>Legal<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Invoice status, issuing entity, tax identification number, legal basis, right to use the invoice.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensure that invoices are issued legally.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Data<\/b><\/td>\n<td><span style=\"font-weight: 400;\">XML file, digital signature, invoice number, symbol, date of issue, tax rate, amount, data integrity.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensure the data is accurate and processable on the system.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Major<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Compare with the purchase order (PO), contract, warehouse receipt (GR), acceptance report, and payment documents.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensure that invoices accurately reflect actual transactions.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">In practice, many errors are only discovered when businesses compare invoices with internal documents such as purchase orders (PO), goods receipts (GR), or contracts. Therefore, invoice verification needs to be done in multiple layers instead of just looking up information on the tax authority&#039;s system.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For businesses that process many incoming invoices each month, performing all three layers of verification manually would consume significant time and resources. This is also why many businesses choose a different approach.<\/span><a href=\"https:\/\/bizzi.vn\/xu-ly-hoa-don\/\"> <b>input invoice processing software<\/b><\/a><span style=\"font-weight: 400;\"> To automate the process of reading XML data, checking invoice status, and comparing it with internal documents before recording accounts receivable.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Cach_kiem_tra_hoa_don_dien_tu_hop_le_tren_Cong_thong_tin_hoa_don_dien_tu_nhu_the_nao\"><\/span><b>How do I check if an electronic invoice is valid on the Electronic Invoice Portal?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>You can verify the validity of an electronic invoice by accessing the Electronic Invoice Portal, entering the invoice information, and comparing the search results with the data on the invoice.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">This method is suitable when businesses need to verify one or a few individual invoices. However, the search results only reflect information recorded in the tax system and do not replace checking the invoice content, XML file, or related transaction documents.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Therefore, even after a successful verification, businesses should continue to compare the data on the invoice with their sales records to ensure the invoice is eligible for use.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_1_Truy_cap_Cong_thong_tin_hoa_don_dien_tu\"><\/span><b>Step 1: Access the Electronic Invoice Portal<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Access <\/span><b>Tax authority&#039;s electronic invoice portal<\/b><span style=\"font-weight: 400;\"> and select the electronic invoice lookup function.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The lookup interface may be updated periodically, but the process generally remains unchanged: users enter invoice information as requested by the system to verify the data.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_2_Nhap_thong_tin_hoa_don_can_tra_cuu\"><\/span><b>Step 2: Enter the invoice information you want to search for.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To conduct an accurate search, businesses need to prepare the following information:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The seller&#039;s tax identification number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice type.<\/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;\">Invoice number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Total payment amount.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A verification code (Captcha) will be provided if required by the system.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">It is important to enter each data field correctly according to the electronic invoice to avoid the system returning inaccurate results due to incorrect input information.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Buoc_3_Doc_ket_qua_tra_cuu\"><\/span><b>Step 3: Read the search results.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After the lookup is complete, the system will return the invoice status. Each result needs to be correctly interpreted in order to take appropriate action.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Search results<\/b><\/td>\n<td><b>Interpretation<\/b><\/td>\n<td><b>Actions that should be taken<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Invoice information is available.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Invoice data is recorded in the system.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Continue comparing the invoice content, XML file, and internal documents.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">No invoice exists.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">There may be incorrect information entered or the invoice may show signs of risk.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Double-check the data and contact the supplier for verification.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">The information doesn&#039;t match.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">The input data does not match the data already in the system.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Do not record the transaction immediately; double-check the invoice and XML file.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">The invoice has been adjusted or replaced.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">The original invoice has been adjusted according to regulations.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Verify the adjustment invoice or replacement invoice before recording it.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">A successful verification does not guarantee that the invoice is eligible for accounting. Accountants still need to check the digital signature, XML file, supplier status, and compare it with the contract, purchase order, or delivery documents to ensure the invoice accurately reflects the actual transaction.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Can_cu_phap_ly_nao_dang_ap_dung_khi_kiem_tra_hoa_don_dien_tu\"><\/span><span style=\"font-weight: 400;\">What legal basis is being applied when auditing electronic invoices?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>When verifying electronic invoices, businesses should refer to Decree 123\/2020\/ND-CP, Decree 70\/2025\/ND-CP, and Circular 32\/2025\/TT-BTC.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">These are three important legal documents governing the creation, management, use, and verification of electronic invoices in Vietnam. Understanding these regulations helps businesses accurately assess the validity of invoices and minimize risks when filing taxes, accounting for expenses, or dealing with tax authorities.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In there:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Decree 123\/2020\/ND-CP<\/b><span style=\"font-weight: 400;\"> Regulations on invoices and supporting documents; principles for the creation, management, and use of electronic invoices; and the responsibilities of sellers and buyers in the process of issuing and using invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Decree 70\/2025\/ND-CP<\/b><span style=\"font-weight: 400;\"> (effective from date) <\/span><b>01\/06\/2025<\/b><span style=\"font-weight: 400;\">This amends and supplements several articles of Decree 123\/2020\/ND-CP to update regulations on electronic invoices, expand the scope of application, and improve the management mechanism according to practical realities.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Circular 32\/2025\/TT-BTC<\/b><span style=\"font-weight: 400;\"> (effective from <\/span><b>01\/06\/2025<\/b><span style=\"font-weight: 400;\">This Circular provides guidance on the implementation of certain provisions of Decree 123 and Decree 70, and replaces Circular 78\/2021\/TT-BTC. This Circular specifies in more detail the electronic invoice data, format, principles for handling errors, and responsibilities of relevant parties.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Since regulations on electronic invoices may be updated periodically, businesses should regularly monitor new legal documents and compare them with internal procedures to ensure that invoice verification always complies with current regulations.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Can_kiem_tra_nhung_thong_tin_nao_de_biet_hoa_don_dien_tu_co_hop_le_khong\"><\/span><span style=\"font-weight: 400;\">What information needs to be checked to determine if an electronic invoice is valid?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Businesses need to verify the seller&#039;s information, buyer&#039;s details, invoice symbol, invoice number, date, amount, tax rate, digital signature, XML file, and invoice status on the tax system.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">In reality, an invoice may be verifiable in the tax authority&#039;s system, but errors can still exist, putting businesses at risk when accounting for or filing taxes. Therefore, verification should be done in groups of information rather than just checking a few basic data fields.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Below are the accounting details that need to be reviewed before recording input invoices.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Thong_tin_nguoi_ban_va_nguoi_mua\"><\/span><b>Seller and buyer information<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The first piece of information that needs to be verified is the identification information of the two parties involved in the transaction.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Businesses should check:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Name of the seller&#039;s business.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Seller tax identification number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Seller&#039;s address.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Name of the buyer&#039;s business.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Buyer&#039;s tax identification number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Buyer&#039;s address (if included in the invoice information).<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">In addition, accountants should verify the supplier&#039;s operational status to ensure the business is still legally operating at the time the transaction occurs. If the supplier shows signs of ceasing operations, abandoning their business address, or receiving a risk warning from the tax authorities, the business needs to thoroughly review all transaction records before proceeding with accounting.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In addition to cross-referencing with tax registration data, the information on the invoice must also be consistent with the contract, purchase order, and other transaction documents to avoid discrepancies regarding the parties involved in the transaction.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Thong_tin_hoa_don\"><\/span><span style=\"font-weight: 400;\">Billing information<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After verifying the business information, the accountant needs to check the important data fields on the electronic invoice.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The information that needs to be reviewed includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice form number symbol.<\/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;\">Invoice 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;\">Name of goods or services.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Unit of measurement.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Quantity.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Unit price.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Total amount.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">VAT rate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">VAT tax.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Total payment amount.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">These are data that directly affect the recording of revenue, expenses, input VAT, and reconciliation with internal documents. Even a small discrepancy in unit price, quantity, or tax rate can lead to invoice adjustments or explanations to the tax authorities later on.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For businesses using a purchasing process with Purchase Orders (PO) and Goods Receipts (GR), the information on the invoice should be compared with the purchase order and goods receipt to detect discrepancies before payment.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"File_XML_va_chu_ky_so\"><\/span><span style=\"font-weight: 400;\">XML file and digital signature<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">One of the important principles when <\/span><b>check valid electronic invoice<\/b><span style=\"font-weight: 400;\"> always check <\/span><b>XML file<\/b><span style=\"font-weight: 400;\"> instead of just viewing the PDF.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">PDF files are merely a visual representation of the invoice content for user readability, while XML files are the original electronic data, created according to tax authority standards and containing complete information for verification and processing on accounting systems, ERP systems, and invoice management software.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When reviewing XML files, businesses should verify the following:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is the XML file complete and openable?.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The XML data matches the content in the PDF.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The seller&#039;s digital signature is still valid and legitimate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The XML file was not edited or modified after release.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It is possible to read and input data into accounting software or ERP systems.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If the XML file is corrupted, missing data, or inconsistent with the PDF version, businesses should contact the supplier for verification before recording accounts payable or filing taxes.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Trang_thai_hoa_don_tren_he_thong_thue\"><\/span><b>Invoice status in the tax system<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">In addition to the data on the invoice, businesses also need to check the invoice status on the tax authority&#039;s system.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Some common conditions include:<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Status<\/b><\/td>\n<td><b>Meaning<\/b><\/td>\n<td><b>Solution<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Invoice code has been issued.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">The invoice has been assigned a code as per regulations.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Continue checking XML and business documents.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">No invoice found.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">The data doesn&#039;t match, or the invoice shows signs of risk.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Double-check the information and verify it with the seller.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Invoice is adjusted<\/span><\/td>\n<td><span style=\"font-weight: 400;\">The original invoice has been adjusted.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Check the adjustment invoice and related documents.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Invoice replaced<\/span><\/td>\n<td><span style=\"font-weight: 400;\">The old invoice is no longer valid.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Recorded according to the replacement invoice.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">The invoice was canceled.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">The invoice is no longer valid.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Not for use in declarations or accounting.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Electronic invoices without codes<\/span><\/td>\n<td><span style=\"font-weight: 400;\">It may still be valid if it falls under the category of permitted users.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Check the applicable conditions according to current regulations.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">Tracking invoice status helps businesses detect early instances of invoices being adjusted, replaced, or canceled, thereby avoiding incorrect accounting data recording and reducing risks during tax settlement.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Co_the_kiem_tra_hoa_don_dien_tu_bang_file_XML_khong\"><\/span><span style=\"font-weight: 400;\">Is it possible to verify an electronic invoice using an XML file?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Yes. The XML file is the original data of the electronic invoice and should be used to verify the invoice content, digital signature, data integrity, and its ability to be recorded in the accounting system.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Many businesses still store and check invoices primarily in PDF format because it&#039;s easier to read and convenient to share. However, from a legal and technical standpoint, XML files are the most important component of an electronic invoice.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Direct verification of XML files helps businesses accurately verify the released data, while also enabling accounting systems and management software to automatically read, compare, and process information without manual data entry.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Vi_sao_XML_quan_trong_hon_PDF\"><\/span><b>Why is XML more important than PDF?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">PDFs are designed to display invoice content in a visually appealing format for easy viewing, printing, or storage. However, PDFs are not the original data and do not always contain all the information needed for automated verification.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Meanwhile, XML is the standard data file for electronic invoices, containing all the information that is digitally signed and issued in a prescribed format. This is also the data that accounting software, ERP systems, and automation platforms use to read, verify, and record documents.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Therefore, businesses should not only save or check PDFs but also store the complete XML file for accounting, auditing, and retrieval purposes when needed.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Khi_nao_doanh_nghiep_nen_tu_dong_kiem_tra_tinh_hop_le_hoa_don\"><\/span><span style=\"font-weight: 400;\">When should businesses automate invoice validation?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Businesses should automate invoice validation when dealing with a large volume of incoming invoices, when manual validation causes delays, or when needing to reconcile invoices with purchase orders (POs), general ledgers (GRs), contracts, and accounting data.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">On a small scale, accountants can check each invoice by searching on the Electronic Invoice Portal, opening the XML file, and comparing it with related documents. However, when the number of invoices increases to hundreds or thousands each month, this method is no longer effective. Not only is it time-consuming, but manual processing also increases the risk of missing duplicate invoices, invoices with incorrect information, or invoices that do not meet accounting requirements.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the context of businesses increasingly expanding their supplier base and adopting multi-tiered purchasing processes, automating invoice verification has become a solution to standardize processes, reduce risks, and improve the operational efficiency of the accounting department.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Kiem_tra_thu_cong_phu_hop_voi_truong_hop_nao\"><\/span><span style=\"font-weight: 400;\">In what situations is manual inspection appropriate?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Manual verification remains a suitable option for small businesses or those with a low volume of incoming invoices.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Specifically, this method usually works well when:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The business only generates a small number of invoices each month.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The suppliers are few and rarely change.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoices are mostly processed individually, without the need for cross-referencing with multiple supporting documents.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The Purchase Order (PO) or Goods Receipt (GR) purchasing process has not yet been implemented.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">We have not yet implemented an ERP system or integrated management software.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">In these cases, accountants can check each invoice individually by searching the tax authority&#039;s system, comparing the XML file, and verifying the information against the contract or payment document.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, as businesses grow, this method will quickly reveal many limitations in terms of processing speed and risk control.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Kiem_tra_tu_dong_phu_hop_voi_truong_hop_nao\"><\/span><span style=\"font-weight: 400;\">In what situations is automated testing appropriate?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">For businesses with a large volume of invoices or complex purchasing processes, <\/span><b>Automatically check invoice validity<\/b><span style=\"font-weight: 400;\"> This significantly reduces manual workload and improves control.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Automated solutions are particularly suitable when businesses:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Receive hundreds or thousands of input invoices each month.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Working with multiple suppliers in various regions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Receive invoices from multiple sources such as email, vendor portals, electronic invoicing software, or ERP systems.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It is necessary to detect duplicate invoices before making payment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">I want to automatically check invoice status and supplier information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice needs to be compared with the purchase order (PO), warehouse receipt (GR), contract, and payment documents.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">We want to save the entire history of inspections and processing for use in tax audits or inspections.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Instead of having accountants check each data field, the system can automatically detect invoices with unusual characteristics and only forward cases requiring processing to the responsible person. This allows the accounting department to focus on higher-value transactions instead of repeating manual verification procedures.<\/span><\/p>\n<p><b>If your business is processing a large number of input invoices each month, using <\/b><a href=\"https:\/\/bizzi.vn\/xu-ly-hoa-don\/\"><b>input invoice processing software<\/b><\/a><b> This will help automate the verification process, reduce data entry, and improve the ability to detect risks before recording liabilities.<\/b><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Kiem_tra_thu_cong_va_tu_dong_khac_nhau_the_nao\"><\/span><span style=\"font-weight: 400;\">What are the differences between manual and automated inspection?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The difference between the two methods lies not only in processing speed but also in the ability to control risks and the consistency of the process.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Criteria<\/b><\/td>\n<td><b>Manual inspection<\/b><\/td>\n<td><b>Automated testing<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Processing volume<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Fewer bills<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Hundreds to thousands of invoices<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Reading XML data<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Open each file<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Automatic batch reading<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Check invoice status<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Look up each invoice<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Check multiple invoices simultaneously.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Duplicate invoices detected.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Easily overlooked<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Automatic alerts<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Check supplier information<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Do it manually<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Automatic verification based on updated data.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Compare purchase orders (PO), general outlines (GR), and contracts.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Do it by hand<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Automatic matching according to rules<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Save processing history<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Distribute it in email or Excel.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Centralized storage on the system<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Scalability<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Limit<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Suitable for businesses that are growing.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">Not every business needs automation right from the start. However, as the volume of invoices increases, shifting from manual to automated verification helps reduce the workload for the accounting team while increasing transparency and control throughout the entire incoming invoice processing process.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Bizzi_tu_dong_kiem_tra_tinh_hop_le_hoa_don_nhu_the_nao\"><\/span><span style=\"font-weight: 400;\">How does Bizzi automatically verify the validity of invoices?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Bizzi automatically validates invoices by reading invoice data, checking status, detecting errors or duplicates, verifying suppliers, and comparing invoices with internal documentation.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">In many businesses, verifying input invoices goes beyond simply checking the information on the invoice itself; it also involves cross-referencing with purchase orders, warehouse receipts, contracts, payment documents, and accounting data. If this entire process is done manually, accountants will waste a lot of time and struggle to ensure consistency as the volume of invoices increases.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Bizzi supports the automation of incoming invoice verification processes by combining AI, OCR, and process automation technologies to read, verify, and compare data as soon as invoices are received.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Tu_dong_doc_du_lieu_tu_hoa_don_va_file_XML\"><\/span><span style=\"font-weight: 400;\">Automatically read data from invoices and XML files.<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Instead of manually entering data from each invoice, Bizzi automatically extracts data from XML, PDF, or image invoices.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The system can identify and standardize important information fields such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Names of the seller and the buyer.<\/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;\">Invoice date.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A list of goods or services.<\/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 amount.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">After extraction, the data is standardized to prepare it for subsequent verification and comparison steps, minimizing errors caused by manual data entry.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Tu_dong_kiem_tra_trang_thai_va_du_lieu_hoa_don\"><\/span><span style=\"font-weight: 400;\">Automatically check invoice status and data.<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After reading the data, the system continues to perform verification steps to detect invoices with unusual characteristics early on.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Bizzi supports:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Check the status of the invoice.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compare the data between the XML file and the information displayed on the invoice.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Duplicate invoices have been detected.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Detecting discrepancies in the amount, date, or tax identification number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Warnings may be issued if required data fields are missing or if the data is inconsistent.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This allows accountants to identify invoices that need review before recording them, instead of only discovering errors during the settlement or auditing process.<\/span><\/p>\n<p>&nbsp;<\/p>\n<figure id=\"attachment_999980762\" aria-describedby=\"caption-attachment-999980762\" style=\"width: 1200px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"wp-image-999980762 size-full\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2.png\" alt=\"Solutions for handling input invoices at Bizz\" width=\"1200\" height=\"750\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2.png 1200w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2-300x188.png 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2-1024x640.png 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2-768x480.png 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2026\/05\/giai-phap-invoice-processing-la-gi-2-18x12.png 18w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/><figcaption id=\"caption-attachment-999980762\" class=\"wp-caption-text\">Bizzi&#039;s invoice processing solution reduces processing, verification, reconciliation, and data entry costs related to accounts payable management by 80% and 50%.<\/figcaption><\/figure>\n<h3><span class=\"ez-toc-section\" id=\"Tu_dong_xac_minh_nha_cung_cap\"><\/span><span style=\"font-weight: 400;\">Automatic vendor verification<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In addition to checking invoices, Bizzi also assists in verifying supplier information to mitigate risks right from the start of the process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The system can:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Check the supplier&#039;s tax identification number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compare the business information with the registration data.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Check the business&#039;s operational status if supporting data is available.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Identify suppliers showing signs of risk so that accountants can review them more closely before making payments or recording expenses.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Early verification helps businesses reduce the risk of receiving invoices from suppliers who are no longer operating or show signs of irregularities.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Tu_dong_doi_chieu_hoa_don_voi_PO_GR_va_hop_dong\"><\/span><span style=\"font-weight: 400;\">Automatically reconcile invoices with purchase orders (PO), general merchandise (GR), and contracts.<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This is the most valuable step in the process of automating incoming invoice processing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">An invoice <\/span><b>taxable<\/b><span style=\"font-weight: 400;\"> This does not necessarily mean that <\/span><b>eligible for payment or expense recognition<\/b><span style=\"font-weight: 400;\">. Before approval, businesses also need to verify that the invoice accurately reflects the purchase transaction that took place.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Bizzi supports data reconciliation on invoices with:<\/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 (GR).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Sales contract.<\/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\"><a href=\"https:\/\/bizzi.vn\/tich-hop-erp\/\"><span style=\"font-weight: 400;\">Integrating ERP with the invoicing process.<\/span><\/a><span style=\"font-weight: 400;\"> or accounting software.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Through this comparison process, the system can quickly detect discrepancies such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The quantity of goods does not match the order.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The unit price differs from the contract price.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The tax rate is incorrect.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The suppliers don&#039;t match.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice was issued in the wrong recording period.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The goods have not been confirmed as received, but the invoice has already been issued.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Detecting discrepancies before payment significantly reduces the risk of incorrect payments, misrecorded liabilities, or having to adjust documents later.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Tu_dong_tao_canh_bao_va_luu_vet_xu_ly\"><\/span><span style=\"font-weight: 400;\">Automatically generate alerts and track action progress.<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After completing the verification and reconciliation steps, Bizzi automatically records the processing results for each invoice.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The system can:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Send an alert to the accountant when discrepancies are detected.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Forward the request for processing to the supplier if invoice adjustments are needed.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track the status of each invoice at each processing step.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">All inspection, approval, and exchange history is stored on a single system.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">An invoice can be assigned statuses such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Waiting for inspection.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Currently being compared.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Valid.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Adjustments are needed.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It has been replaced.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment refused.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Processing complete.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Tracking the entire process not only helps increase transparency in<\/span><a href=\"https:\/\/bizzi.vn\/xu-ly-hoa-don\/\"><span style=\"font-weight: 400;\"> managing accounts payable<\/span><\/a><span style=\"font-weight: 400;\"> It also helps businesses easily provide documentation when needed for internal audits, inspections, or explanations to tax authorities.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If a business receives hundreds or thousands of incoming invoices each month, manual verification will struggle to ensure all necessary steps are taken to verify the data, status, and related documents. An automation solution like Bizzi helps shorten processing time, reduce errors, and improve control before accounting or payment.<\/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=\"3-way-matching-solution\" 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\">Detect deviations quickly and improve data accuracy.<\/figcaption><\/figure>\n<h2><span class=\"ez-toc-section\" id=\"Checklist_kiem_tra_hoa_don_dien_tu_hop_le_cho_ke_toan\"><\/span><b>Checklist for verifying the validity of electronic invoices for accountants.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Accountants should use invoice verification checklists to ensure that each incoming invoice is fully verified for legal information, original data, and business documentation before being recorded.<\/b><span style=\"font-weight: 400;\"> Following a standardized audit process helps to minimize the omission of important information, reduce the risk of accounting errors, incorrect tax declarations, or disputes arising during tax settlement.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Checklist_12_diem_kiem_tra_hoa_don_dien_tu_hop_le_truoc_khi_hach_toan\"><\/span><b>Checklist of 12 points to verify the validity of electronic invoices before accounting.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<table>\n<tbody>\n<tr>\n<td><b>Content of the test<\/b><\/td>\n<td><b>Purpose<\/b><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">\u25a1 1. Check the business name, tax identification number, and address of the seller.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Verify the correct supplier and operational status.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">\u25a1 2. Verify buyer information<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensure the business information receiving the invoice is accurate.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">\u25a1 3. Check the sample number symbol, invoice symbol, and invoice number.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Detecting errors or duplicate invoice numbers.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">\u25a1 4. Check the invoice date<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Compare with the transaction date and accounting period.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">\u25a1 5. Check the name of the goods\/services, quantity, and unit price.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensure the content is relevant to the actual transaction.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">6. Check the tax rate, VAT amount, and total payment.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Detecting discrepancies in value and tax.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">7. Check the invoice status on the Electronic Invoice Portal.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Verify that the invoice exists, has been assigned a code, or was issued correctly.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">8. Verify the XML file and digital signature.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Ensure the original data is complete, intact, and verifiable.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">9. Compare the content between XML and PDF files.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Detecting instances of mismatched displayed data.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">\u25a1 10. Compare the invoice with the purchase order (PO), goods receipt note (GR), contract, or acceptance report.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Verify the actual transaction and payment terms.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">\u25a1 11. Check if the invoice is duplicated, adjusted, replaced, or canceled.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Avoid incorrect recording or duplicate payments.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">\u25a1 12. Store complete XML, PDF, and related documents.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">For use in audits, tax inspections, and subsequent traceability.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">Completing all 12 steps above helps businesses not only <\/span><b>check valid electronic invoice<\/b><span style=\"font-weight: 400;\"> It is not only legally sound but also verifies the accuracy of data and business transactions before recording liabilities or filing tax returns.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If a business has to check this checklist for dozens, hundreds, or thousands of invoices every day, doing it manually would be time-consuming and prone to errors. Bizzi can automatically read XML files, check invoice information, detect errors or duplicates, verify suppliers, and compare them with purchase orders (POs), general merchandise reviews (GRs), and related documents before recording accounts payable.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Cau_hoi_thuong_gap_ve_kiem_tra_hoa_don_dien_tu_hop_le\"><\/span><b>Frequently Asked Questions about Checking the Validity of Electronic Invoices<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A valid electronic invoice is one that fully meets the following standards: <\/span><b>form, content<\/b><span style=\"font-weight: 400;\"> and <\/span><b>legality<\/b><span style=\"font-weight: 400;\"> According to Decree 123\/2020\/ND-CP, invoices must be prepared in the correct standard format, displaying all mandatory information (Tax Identification Number, company name, address, tax rate, etc.) and showing no signs of erasure or alteration.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Hoa_don_dien_tu_khong_co_ma_co_quan_thue_co_hop_le_khong\"><\/span><b>Are electronic invoices without a tax authority code valid?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>It may be valid.<\/b><span style=\"font-weight: 400;\"> Some businesses are eligible to use electronic invoices without a tax authority code according to current regulations. In this case, the invoice is still legally valid if it is prepared correctly, contains all mandatory information, has a valid digital signature (if required), and meets the applicable conditions.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Tra_cuu_khong_thay_hoa_don_thi_co_chac_la_hoa_don_gia_khong\"><\/span><b>If the invoice cannot be found in the records, does that mean it&#039;s definitely fake?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>Don&#039;t jump to conclusions yet.<\/b><span style=\"font-weight: 400;\"> The inability to retrieve an invoice can stem from various causes, such as incorrect search information entry, recently issued invoices not yet synchronized with the data, or errors in the invoicing process. Businesses should double-check the search information, compare it with the XML file, and contact the supplier for verification before drawing conclusions or performing accounting entries.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Kiem_tra_hoa_don_bang_file_PDF_co_du_khong\"><\/span><b>Is checking invoices using a PDF file sufficient?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>Insufficient.<\/b><span style=\"font-weight: 400;\"> The PDF file is merely a representation of the invoice content for easy reading and storage by the user. The original legal data of the electronic invoice is located in the PDF file. <\/span><b>XML file<\/b><span style=\"font-weight: 400;\">, which contains all the structured information and digital signatures used for authentication. Therefore, businesses should check the XML file, digital signature, and invoice status on the tax authority&#039;s system instead of relying solely on the PDF.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Hoa_don_sai_thong_tin_nguoi_mua_co_duoc_hach_toan_khong\"><\/span><b>Can invoices with incorrect buyer information be recorded in the accounting system?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>It shouldn&#039;t be accounted for immediately.<\/b><span style=\"font-weight: 400;\"> When an invoice contains incorrect buyer information, the accountant needs to determine the extent of the error, compare it with current regulations, and request the supplier to correct or replace the invoice according to the correct procedure if necessary. The invoice should only be accepted after the information has been properly processed.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Doanh_nghiep_nhieu_hoa_don_dau_vao_nen_kiem_tra_the_nao\"><\/span><b>How should businesses with many input invoices check their records?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">For businesses that process a large number of input invoices each month, manually checking each invoice is often time-consuming and makes it difficult to detect all potential risks. A more effective solution is to use... <\/span><b>Software for automatically checking invoice validity<\/b><span style=\"font-weight: 400;\"> capable:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Automatically read data from XML and PDF files.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Check the invoice status on the tax system.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Detecting duplicate invoices, incorrect information, or missing data.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Verify the supplier&#039;s information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compare the invoice with the purchase order (PO), general receipt (GR), contract, and accounting data.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The entire process is tracked to facilitate auditing and internal control.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">As a result, the accounting department can shorten invoice processing time, improve accuracy, and reduce risks before accounting, payment, or tax filing.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Ket_luan\"><\/span><b>Conclude<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Job <\/span><b>check valid electronic invoice<\/b><span style=\"font-weight: 400;\"> It&#039;s not just about looking up information on the tax authority&#039;s system. Businesses also need to verify data in XML files, detect duplicate or incorrect invoices, check supplier status, and compare it with purchase orders (PO), general ledgers (GR), contracts, and accounting data before recording liabilities or making payments.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As the number of incoming invoices increases, the manual verification process can easily become a bottleneck, increasing the risk of missed discrepancies and prolonging processing time. <\/span><b>Bizzi<\/b><span style=\"font-weight: 400;\"> This helps businesses automate the entire process by reading invoice data from XML\/PDF, checking validity, detecting erroneous or duplicate invoices, verifying supplier information, and automatically matching it with purchase orders (PO), general merchandise (GR), and related documents. As a result, accounting teams can significantly reduce verification time, improve accuracy, and enhance risk control before accounting, tax filing, or payment processing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Register for a Bizzi solution demo here: <\/span><a href=\"https:\/\/bizzi.vn\/dat-lich-demo\/\"><i>https:\/\/bizzi.vn\/dat-lich-demo\/<\/i><\/a><\/p>","protected":false},"excerpt":{"rendered":"<p>A valid electronic invoice is one that fully meets the requirements regarding content, data format, digital signature, etc.<\/p>","protected":false},"author":37,"featured_media":999978549,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[85,367],"tags":[],"class_list":["post-999978544","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\/999978544","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\/37"}],"replies":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/comments?post=999978544"}],"version-history":[{"count":7,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999978544\/revisions"}],"predecessor-version":[{"id":999981530,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999978544\/revisions\/999981530"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media\/999978549"}],"wp:attachment":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media?parent=999978544"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/categories?post=999978544"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/tags?post=999978544"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}