How to use an invoice management system to achieve paperless reimbursement and archiving

Against the backdrop of booming emerging technologies, expense reimbursement in enterprises and institutions has shifted from the traditional offline paper-based model to a new intelligent reimbursement model. A series of application scenarios such as intelligent data collection, intelligent form submission, and intelligent review have gradually been realized, providing an effective way to optimize the reimbursement experience and achieve more precise expense management.

Although constrained by factors such as the fact that electronic invoices are not yet fully popularized, differences in the informatization capabilities of various units, and inconsistent degrees of policy implementation, achieving completely paperless reimbursement remains difficult, but many enterprises and institutions have already made advanced intelligent reimbursement attempts and practices. The wave of full invoice digitalization has arrived, and the building of paperless enterprise reimbursement is urgent.

When electronic invoices meet reimbursement, are you still printing invoices?

Paperless reimbursement refers to a reimbursement model in which reimbursement vouchers are in electronic form during the expense reimbursement process, and the receipt, review, booking, and archiving of reimbursement vouchers are all completed through information systems.

Under the paperless reimbursement model, at the document submission stage, the reimburser does not need to fill out a paper application and can use intelligent recognition technology to automatically collect business data; at the review stage, finance can use deep learning technology for review and verification；In the accounting entry process, finance can use accounting rules to automatically generate accounting ledgers；In the archive management step, various original vouchers can be matched, archived, and accessed in electronic form.

Currently, fully paperless reimbursement is an ideal state, and truly achieving paperless reimbursement is not easy. Some external vouchers（Such as train tickets, bus tickets, ship tickets, admission tickets, etc.）Electronification has not yet been implemented. However, the electronification of paper original vouchers is key to promoting paperless reimbursement.

However, with the widespread rollout of electronic invoices, some problems have gradually emerged. Especially problems in reimbursement, posting, and archiving have greatly reduced the significance and effectiveness of electronic invoices.

Some companies still use traditional reimbursement methods, requiring employees to print out electronic invoices, making the reimbursement process more cumbersome instead. The financial reimbursement system has not kept pace with invoice digitalization and failed to achieve matching "paperless" operations, so the finance workload has actually increased.

The main reason these problems occur is that the full popularization of electronic invoices is still in a transition period, and we are still in a paper-electronic mixed period. Most enterprises still cannot truly achieve paperless reimbursement, accounting, and accounting archives management.

How can enterprises truly realize paperless reimbursement?

The full implementation of paperless reimbursement is not achieved overnight; it requires a gradual process. During the paper-electronic mixed period,Kailing Technology LingShuiTongSystem's paperless reimbursement solution will realize full-process online integration of reimbursement, bookkeeping, and archiving, helping enterprises steadily achieve paperless reimbursement and seamlessly connect the paper-electronic mixed era with the fully electronic era.

▪ Paper invoice solution——intelligent invoice entry and recognition

Kailing Technology LingShuiTongSystemCan provide intelligent invoice recognition. After employees photograph paper receipts or import from WeChat invoice folder, invoice details can be automatically extracted, and invoice information automatically reviewed, then one-click generation of reimbursement forms and reimbursement detail sheets, saving 80% of expense filling time.

▪ Superior reviews and approves reimbursement

After an employee submits a reimbursement form, superiors approve it level by level, and finally finance scans and recognizes the original paper invoices in batches and automatically intelligently compares them with the reimbursement data submitted by the employee, reviewing whether reimbursement invoices are missing and whether amounts are consistent, thereby completing reimbursement approval.

▪ Accounting and archiving stage

Previously, Notice Cai Kuai [2020] No. 6 explicitly stipulated that where a unit uses a paper printout of an electronic accounting voucher as the basis for reimbursement, booking, and archiving, it must also retain the electronic accounting voucher from which the paper copy was printed. This also means that archiving based solely on printed paper electronic accounting vouchers is non-compliant.

Kailing TechnologyA systematic and standardized invoice management solution not only helps you easily meet the requirements of the Cai Kuai [2020] No. 6 document, but also allows you to electronically process, systematically archive, store long-term, and retrieve with one click paper invoices, attachments, and other reimbursement vouchers, helping you organize large volumes of invoices in good order.

Intelligentization is the prevailing trend in the business-finance-tax industry,Kailing Technology LingShuiTongSystemThe integrated invoice management service of one-click archiving and intelligent retrieval will empower enterprise transformation and upgrading, while intelligent electronic accounting voucher archiving will help improve enterprise employees' invoice management efficiency and reduce enterprise operating costs.

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Beijing Kailing Technology Co., Ltd.——an enterprise business-finance-tax digitalization solution service provider.

Kailing Technology provides solutions for sales management systems, procurement management systems, output invoicing systems, input invoice collection systems, imaging management systems, financial posting systems, electronic accounting archives, fully digitalized e-invoice and Leqi interfaces and other businesses according to enterprise needs, professionally and efficiently helping enterprises transform and upgrade their business-finance-tax digital management.

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