Electronic invoice and document services
Electronic invoice and document services help businesses deploy, issue and store electronic invoices in accordance with regulations, integrate with accounting software and reduce tax risks. Contact us for advice on solutions suitable for your business size.
Introduction to electronic invoice and document services
Concept
Electronic invoice is a document recording information on sales of goods and provision of services in electronic form; accounting documents stored in electronic format according to regulations of tax authorities.
Context of application
According to current decrees and circulars, many business groups have been switching to using mandatory electronic invoices to comply with state and tax authority regulations.
Role of the service
Providing a complete service package to help businesses create electronic invoices, register for issuance, sign, send to customers, integrate with accounting software and store documents securely according to regulations.
When do businesses need electronic invoice and document services?
- When newly established: businesses need to register to issue and start using electronic invoices to be eligible to record revenue, deduct taxes and transact with customers and tax authorities.
- When converting from paper invoices to electronic invoices: businesses need support in planning the conversion, integrating with the accounting system and training staff to use electronic invoices effectively.
- When software integration is needed: if a business is using accounting/ERP software and wants to automate the process of creating, sending and recording electronic invoices, the integration service will help synchronize data and avoid errors when transferring data manually.
- When encountering problems during use: errors in invoice creation, requests for cancellation/adjustment, or needing support to explain to tax authorities — the service will handle procedures according to regulations, helping businesses avoid being fined and having expenses rejected when settling taxes.
Real-life examples:
A retail store switches from paper invoices to electronic invoices to save printing and storage costs; an e-commerce platform needs to automatically integrate electronic invoices for multiple sellers; a service company needs to clearly manage accounting documents to deduct corporate income tax.
Legal basis for electronic invoices
- Decree 123/2020/ND-CP: the main legal framework for the issuance, management and use of electronic invoices in Vietnam; clearly stipulates the responsibilities of enterprises, service providers and tax authorities in exchanging and storing invoice data.
- Circular 78/2021/TT-BTC and additional guiding documents: detailed instructions on the form and content of electronic invoices, deadline for submitting data to tax authorities, requirements for digital signature and storage of electronic documents according to the provisions of law.
- Regulations on administrative sanctions: according to the provisions of the decrees, enterprises can be penalized for making incorrect or duplicate invoices, not sending data to the tax authorities or not storing documents properly — therefore, complying with the law on electronic invoices is necessary to avoid the risk of being fined and having expenses rejected when settling taxes.
Quick summary (table):
Document | Main content | Impact on business |
Decree 123/2020/ND-CP | Legal framework for electronic invoices, responsibilities of parties, basic technical requirements. | Must be applied according to the roadmap; adjust the process of invoicing, archiving and reporting to tax authorities. |
Circular 78/2021/TT-BTC | Detailed instructions on invoice form, digital signature, data submission deadline. | Need to adjust invoice form, ensure digital signature and send data on time to tax authorities. |
Administrative penalty document | Regulations on fines and handling grounds for errors in invoices and documents. | Financial risks and reputational and claims impacts if not complied with. |
Note:
Regulations may be updated — when implementing, businesses should check the latest documents from the state and tax authorities to ensure full compliance.
Job content in electronic invoice and document services
- Consulting & selecting suppliers: analyzing business needs, comparing e-invoice service providers (stability, security, cost, ability to integrate with accounting/ERP software). Recommending suitable suppliers according to scale and industry.
- Registration for issuance and procedures with tax authorities support in declaring documents, registering to use invoices with tax authorities, declaring invoice forms, issuance deadlines according to regulations; monitoring approval notifications so that businesses are ready to issue electronic invoices.
- Issue, sign and send invoices to customers: guide the process of creating electronic invoices, signing (digital signature), sending invoices via email/data exchange portal, recording customer information and keeping valid documents according to the law.
- Integration with accounting/ERP software: design data flow to automatically generate invoices from orders, push customer information, item codes, amounts and taxes from the sales system or ERP to the electronic invoice system; ensure synchronization of organizational accounting data and accounting documents.
- Handling errors, canceling and adjusting invoices: consulting on handling procedures when detecting incorrect invoices (cancelling, adjusting, issuing replacements) according to regulations; supporting in preparing explanatory documents when working with tax authorities to avoid fines.
- Electronic document storage and management: deploy secure storage solutions (according to storage time regulations), access authorization, backup and support extraction during tax settlement or inspection by tax authorities.
Checklist: what businesses need to prepare vs what suppliers need to do
Businesses need to prepare | The provider/service will support |
Business information, tax code, desired invoice template | Instructions for standardizing information and submitting registration documents to tax authorities |
Customer data, product/service catalog | Support data mapping, integration into electronic invoice system |
Sales process, accounting/ERP software in use (MISA, FAST, SAP…) | Consulting and implementing integration (API, import/export files), trial testing |
Personnel in charge (accounting, sales) | Training on use, providing operating instructions & error handling checklist |
Integration example:
When an order is confirmed on the sales system, the system will send information about the item code, quantity, selling price and tax to the electronic invoicing module; the system will automatically create an invoice, sign it and send a PDF/XML copy to the customer, and push the document to the accounting software for recording.
Benefits of using electronic invoice and document services
- Easy compliance with legal regulations: the service helps businesses update and implement according to the latest decrees and circulars, ensuring invoice templates, digital signatures and storage of electronic documents according to legal regulations.
- Reduce the risk of fines and expense rejections: the process of controlling, handling errors (cancellation/adjustment) and preparing explanatory documents helps reduce the possibility of administrative fines from tax authorities and reduces the risk of tax deductions being rejected when settling taxes.
- Save on operating costs: reduce printing costs, physical storage and processing time compared to paper invoices — many businesses save up to 30–60% (depending on size) on storage and personnel costs when switching to electronic invoices combined with professional management services.
- Better transparency and control: electronic invoices help record information at the time of sale, reduce data entry errors, and facilitate data reconciliation between sales, warehouse, and accounting.
- Easy integration with accounting/ERP systems: the service provides integrated solutions to automatically generate invoices from orders, push accounting documents to the organization's accounting software, helping to deduct income tax accurately and promptly.
Short Comparison: Before and After Using the Service
Criteria | Before (paper invoice) | After (e-invoice + service) |
Printing & storage costs | High, space consuming and labor intensive | Significantly reduced, secure electronic storage |
Error rate | High due to manual data entry | Lower through automation and testing |
Processing time | Slow, manual | Fast, automatic invoice creation and sending |
Risks in tax settlement | High risk of cost rejection | Reduced by proper storage & documentation |
The role of internal accounting in enterprises
- Prepare and update customer data, contracts, orders for accurate electronic invoicing system.
- Coordinate with service providers when issuing and storing invoices, ensuring accounting documents are recorded in accordance with regulations.
- Periodically compare data between sales system, warehouse and accounting software to promptly detect and handle errors.
Risks of not managing electronic invoices properly
- Administrative penalties for making incorrect or duplicate invoices or failing to submit reports on invoice usage to tax authorities as prescribed.
- Risk of having expenses rejected when settling taxes if documents are invalid or do not have sufficient basis for tax deduction.
- Loss of reputation with customers and partners when invoices/electronic invoices are incomplete or transactions have errors.
Common administrative penalties (summary)
- Penalty for not issuing invoices when selling goods and services (refer to regulations in relevant decrees).
- Penalties for invoicing at the wrong time, with wrong content or duplicate invoices.
- Fines for not sending or late sending invoice data to tax authorities; tax collection and late payment penalties if there are data errors.
Prevention tips:
implement input checks, automate integration between sales and invoices, delegate access rights and back up data regularly to reduce the risk of fines and ensure tax deductions are available upon settlement.
PMH's commitment when providing services
- Understanding of legal regulations and tax authority regulations: PMH ensures correct advice on terms related to electronic invoices and accounting documents according to current decrees and circulars.
- Diverse implementation experience: provided services for many types of businesses (SME, FDI, e-commerce), supported integration with popular accounting software such as MISA, FAST, SAP and ERP systems.
- Strict data security: apply encryption, access control and regular backup processes to protect customer information and documents; security certification/standards can be provided upon request.
- Support in explaining to tax authorities: when the authority inspects, PMH supports in preparing documents, records and instructions for explanation to minimize risks for businesses.
Cost of electronic invoice and document services
Costs depend on key factors: number of invoices/month, software integration requirements, level of report customization, and long-term hosting. PMH has a transparent pricing policy: basic package, advanced package, and ERP integration package — customers can choose the entire package or according to their needs.
Reference price list (example)
Package | Target | Example cost (monthly) |
Basic | Suitable for small businesses with few orders | 500,000 – 1,500,000 VND |
Advanced | Integrated accounting software, advanced reporting | 1,500,000 – 5,000,000 VND |
ERP Integration | Large enterprises need deep integration with ERP | Project-based agreement (implementation & maintenance) |
Note:
The above table is for reference only. For an accurate quote, PMH will survey the system and quote according to the specific requirements of the business.
Contact PMH now for advice on e-invoice solutions and documents suitable for your business
Frequently Asked Questions (FAQ)
Depends on the regulations at the time of registration. Many businesses are currently recommended or required to apply according to the state’s roadmap; PMH will advise in detail according to the type and scale of your business.
It can be canceled, adjusted or a replacement invoice can be issued according to the prescribed procedure. PMH will guide you through the steps and prepare an explanation file if necessary to send to the tax authority to avoid the risk of being fined.
Allowed in case of error, but it is necessary to follow the correct procedure (cancel/adjust/change) and keep supporting documents; PMH supports system operations and stores documents according to tax authority regulations.
According to the law, businesses must store accounting documents, including electronic invoices, for a specified period of time (usually at least 10 years for many types of documents — details need to be checked according to the guidance document). PMH provides secure storage solutions for the required period of time.
Yes. PMH supports integration with popular accounting software, synchronizing data to ensure accounting documents are recorded accurately and promptly for tax deduction and financial reporting purposes.
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we will contact you within 24 hours to assess the situation and recommend a suitable package.