Tens of thousands of bid evaluation expert fees paid annually but more than half without invoices collected? Kailing Technology's bid evaluation expert fee invoice issuance for individuals solution makes expert operations more convenient and finance more compliant

Bidding agencies, government procurement centers, and bidding departments of large enterprises organize at least several hundred and at most over a thousand bid evaluation activities each year. Each bid evaluation invites 3 to 7 experts, and each expert is paid a review fee ranging from 300 to 3,000 yuan.

By calculation, a medium-sized bidding company easily issues over ten thousand expert fees each year, with total annual expenditure in the millions or even tens of millions.

The money has been sent out, but where is the invoice?

The reality is: the vast majority of bid evaluation experts will not proactively issue invoices, nor are they willing to cooperate with invoicing. The finance team urges, chases, and waits year after year, and a final invoice collection rate of 50% is already considered good. The remaining half is either handled as accounts payable or "absorbed" in other ways—either way, it is a compliance risk.

I. Why do experts not cooperate? It is not an attitude problem, but an experience problem

The main occupations of bid evaluation experts are engineers, professors, registered cost engineers, registered architects... Participating in bid evaluation is "something they do on the side," and the review fee is small money to them. Asking them to complete a complex invoicing process for a few hundred yuan has a completely disproportionate input-output ratio.

Under the traditional model, for an expert to issue a labor service fee invoice, they need to:

Download and register the Individual Income Tax APP

Log in to the Electronic Tax Bureau to complete real-name authentication

Fill in invoicing information (purchaser name, taxpayer identification number, item name, amount...)

Select the correct tax classification code

waiting for tax authority review

Pay taxes

Download the invoice file and send it to the bidding company

This process is not easy even for finance personnel, let alone a technical expert completely unfamiliar with the tax system. In practice, many experts give up at the two steps of "what tax classification code to choose" and "how to pay tax."

What is more realistic is that many experts participate in a dozen or twenty bid evaluations a year, belonging to different tendering companies, and each one chases them for invoices. Experts' phones are full of invoice-chasing messages, and the ultimate coping strategy is — ignore them all.

II. After the VAT Law takes effect in 2026, the cost of "not issuing invoices" will be greater

Article 4 of the《Value-Added Tax Law of the People's Republic of China》, effective from January 1, 2026, clearly states: taxpayers engaging in taxable transactions shall issue invoices in accordance with the law. This is no longer a "recommendation," but a mandatory legal requirement.

For the bidding company, the chain of consequences is clear:

No invoice → no pre-tax deduction → inflated taxable income → more corporate income tax paid. With annual expert fees of 8 million yuan and an invoice collection rate of 50%, 4 million yuan in expenses without invoices results in additional tax burden of about 1 million yuan.

Failure to withhold and remit individual income tax → tax authorities pursue liability. According to Article 9 of the Individual Income Tax Law, units that pay remuneration for labor services are withholding agents. If the withholding obligation is not fulfilled, the tax authority may impose a fine on the withholding agent of 50% to 3 times the amount of tax that should have been withheld but was not.

China Golden Tax Phase IV data comparison triggers early warnings. The enterprise's bank statements show a large number of small, high-frequency transfers to individuals, but the corresponding invoices and individual income tax filing records are missing—this feature is a high-priority warning signal in tax risk control models.

Local tax authorities and development and reform commissions are also increasing efforts to promote compliant payment of labor service fees. The Shaanxi Provincial Development and Reform Commission released in April 2025 the "Full-Process Analysis of Standardizing Labor Service Fee Payment and Tax Compliance Guidance for Invoice Issuance for Individuals," explicitly requiring all entities to standardize the invoice acquisition and individual income tax filing processes for expert labor service fees.

III. Kailing Technology's Solution: Connect to the Bidding Platform, Automatically Trigger Invoicing Upon Bid Evaluation Completion

The core design idea of Kailing Technology's bidding expert fee invoicing solution is:Embed the invoicing process into the bid evaluation business process, letting experts complete invoicing "without realizing it."

1. API integration with the bidding business platform

The Kailing Technology system connects with the bidding company's existing bid evaluation management platform through 5 standard API interfaces:

Interface 1: Obtain bid evaluation project information (project name, bid evaluation time, location)

Interface 2: Obtain expert information (name, ID number, bank card number, review fee amount)

Interface 3: Push invoicing task status (pending certification/under review/invoiced)

Interface 4: Return invoice files (PDF/OFD/XML)

Interface 5: Return tax payment certificates

After bid evaluation ends, the tendering platform automatically pushes the expert list and fee information for this review session to the Kailing Technology system,No manual entry by finance, no need to export Excel and then import。

2. Expert side: WeChat official account entry, done in one step

What experts receive is not a "please issue an invoice" reminder email, but a WeChat service notification:

"The bid evaluation for the XX project you participated in has ended. The review fee is XXX yuan. Please confirm and complete the invoicing."

After experts click to open it, the interface they see has only two actions:

Confirm amount → Face scan authentication

All invoicing information (buyer name, tax number, item name, tax classification code, amount) has been pre-filled by the system. Experts do not need to know what a "tax classification code" is, do not need to fill in any tax information, and do not need to download any APP.

Face scan authentication is integrated into the current H5 page, calling the Electronic Tax Bureau authentication module, completing in 10 seconds. Once authentication passes, the expert's operation is finished.

3. Tax handling: flexible choice of two modes

Mode 1 (recommended): Tendering company pays taxes and fees on behalf

After experts confirm via facial scan, taxes are uniformly paid on their behalf by the bidding company. Experts have zero payment and zero operations throughout the process.

Mode 2: Experts pay taxes themselves

The system generates a payment QR code. After experts scan and pay via WeChat, an invoice is automatically issued. Suitable for scenarios with larger amounts or where experts already have a habit of requesting invoices.

The two models can be flexibly configured by project; different projects of the same tendering company can adopt different schemes.

4. Personal income tax filing: automatically generated, completed with one click

Expert review fees belong to income from remuneration for labor services. The tendering company, as the payer, must complete withholding and remittance filing of individual income tax by the 15th of the following month.

The Kailing Technology system automatically summarizes all invoicing records of the current month, calculates the tax amount to be withheld according to tax law provisions, and generates a standard file in the import format of the Electronic Tax Bureau withholding client. Finance can download it and import it directly to complete the filing with one click.

The system simultaneously reminds:Labor expenditures for which individual income tax filing has not been completed may not be used as pre-tax deduction vouchers for corporate income tax even if invoices have been obtained. Ensure that the two actions of "invoicing" and "filing" are not disconnected.

IV. Changes in the finance side's workload

Before onboarding:

After each bid evaluation ends, contact experts one by one to urge invoice issuance

Write an invoicing guide document and send it to the expert

Answer experts' various operational questions ("which code to choose," "how is tax paid")

After receiving invoices, check the information one by one for accuracy

Manually organizing individual income tax filing data at month-end

Handling a large backlog of uncollected invoices at year-end

After access:

Bid evaluation ends → System automatically pushes invoicing task

Expert facial scan → system automatically issues invoice

Automatic invoice archiving → direct viewing in the financial backend

Individual income tax data automatically generated → one-click import for filing

No expert action → system automatic reminder (frequency can be set)

Finance returns from "invoice-chasing specialist" to the role of "financial manager."

The issue of invoicing for bid evaluation expert fees is essentially not a problem of "experts not cooperating," but a problem of "the process being too unfriendly to individuals." When the operational threshold drops from 2 hours to 10 seconds, the cooperation rate naturally jumps from 50% to over 95%.

To learn more about the invoicing solution for bidding expert fees or to request a system integration demo, please contact Kailing Technology:https://www.kailingteck.com/h-col-126.html 。

As a comprehensive business-finance-tax digitalization solution service provider, Kailing Technology provides business-finance-tax management digital transformation products and operational services for various government agencies, institutions, and large, medium, and small enterprises. The product line includes:

Solutions for businesses including sales contract management system, procurement contract management system, fully digitalized Leqi interface project, output automatic invoicing system, reverse invoicing system, natural-person invoicing system, employee expense control and reimbursement system, input VAT invoice management system, supply chain collaborative reconciliation system, image OCR recognition system, automatic financial bookkeeping system, and electronic accounting archives system, comprehensively driving the digitalization process across various fields.

If you have any business-finance-tax digital transformation needs, welcome to contact us. Beijing Kailing Technology will serve you wholeheartedly.

#Invoice Issuance for Individuals Solution #Invoice Issuance for Individuals System #Invoice Issuance for Individuals API Interface #Batch Invoice Issuance for Individuals Interface #Nationwide Invoice Issuance for Individuals Solution #Bidding and tendering expertInvoice Management #Digital Business-Finance-Tax Compliance #Enterprise Tax Risk Control