A certain innovative biopharmaceutical enterprise | compliant invoicing for expert labor services at self-organized academic conferences

Enterprise overview

The customer is a domestic innovative biopharmaceutical enterprise focused on the R&D, production, and commercialization of innovative drugs, with multiple innovative drugs approved and launched in China and included in national medical insurance. The enterprise regularly hosts its own academic conferences, expert seminars, and academic exchange activities, and needs to pay labor remuneration by session to a large number of experts and speakers inside and outside the hospital. (Due to a signed confidentiality agreement, the customer name has been anonymized)

Business pain points

• Enterprises hold academic conferences frequently, and a single event involves many experts. Speakers and researchers are mostly individuals paid per engagement, distributed across different locations and highly mobile. Individuals need to queue offline and fill out forms to issue invoices at tax service halls. Individuals' willingness to cooperate is generally low, and if enterprises cannot obtain invoices, they cannot list the expenses as costs. White slip accounting is no longer feasible under current regulation.
• Invoices and payment records are scattered, making it difficult to match them item by item during meeting final accounts and audits. Labor remuneration involves withholding and payment of individual income tax, and policies and filing standards vary by region, making manual determination of tax calculation methods prone to error
• When a single event involves many people, the invoice collection cycle is prolonged, directly affecting expense settlement and project closure. After the implementation of China Golden Tax Phase IV's tax governance by data, expenditures lacking compliant invoice support are prone to triggering warnings, and enterprises face the dual risk of tax supplements and penalties.

Solutions

• Move the entire invoicing process online; individuals complete real-name authentication and facial verification on mobile and submit an application, and the system automatically completes tax calculation, tax payment, and invoice issuance, with no need for the person to appear in person throughout
• Built-in tax rules for various regions, automatically adapting tax calculation methods and filing standards to local policies, eliminating errors caused by manual judgment
• The enterprise side uniformly manages invoicing applications, quota control and invoice collection, and invoices are automatically bound to payment records and project attribution
• Ultimately greatly reducing the individual's operational threshold and cooperation cost, increasing the enterprise's invoice collection rate and forming a complete auditable voucher chain
• At the same time, personal profiles and invoicing history are accumulated, so repeated cooperation requires no resubmission of materials, further reducing cooperation costs