Kailing intelligent expense control management system: Integration of fully digitalized e-invoice reimbursement and electronic accounting archives

Project Background

1. The all-new era of fully digitalized e-invoices

"Digital transformation" has become the main line of global social, technological, and economic development. Invoices, documents, archives, etc. related to organizational expense management have gradually completed digital transformation from traditional forms. In 2022, fully digitalized e-invoices were officially implemented, and fully digitalized e-invoices have the same legal effect and basic purpose as existing paper invoices.

2. End-to-end fully digital expense control system

End-to-end expense control integrating budget linkage, invoice collection, automatic reimbursement, settlement and payment, accounting and bookkeeping, and archive evidence retention, promoting major enterprises to build expense control management and achieve precise expense control.

3. Truly achieve the goal of "fully paperless office"

Intelligent scenarios such as front-end invoice recognition, invoice authenticity verification, invoice deduplication, and invoice sensitive word verification replace traditionalsticker ofinvoice reimbursement model, thereby improvingHighWork efficiency, then through intelligent invoice review and high-speed scanner integration, realize secondary invoice comparison, reduce the risk of wrong or missed invoices, and finally achieve electronic archiving, truly and comprehensively replacing traditional paper-based office workModuletype.

Featured highlight functions

Highlight 1: Fully digitalized e-invoices require no source file upload; simply scan the QR code to enter

According to the requirements of Document No. 6 of the Ministry of Finance, when electronic invoices are reimbursed and booked, the source files of the invoices (PDF, OFD, XML) must be retained

Based on this regulation, there are only two ways for enterprises to obtain the source file of an invoice:

1) Employees upload source files in 3 formats for reimbursement (poor practical implementation; employees upload PDF files at most);

2) The system can automatically obtain the source file; employees scan the invoice QR code to enter invoice information, and the system can automatically associate the source file from the tax bureau;

Highlight 2: Reimbursement forms can be automatically created based on the invoice folder, and invoices can be automatically linked based on reimbursement forms

Highlight 3: No computer needed throughout the reimbursement process; remote printing of reimbursement forms + invoices

No PC printing: no need to turn on a computer; printing can be completed using only a mobile phone;

No need to replace printers: existing old company printers can be used, no separate purchase requiredWiFiPrinter;

Non-local employees can remotely use the company printer to print: the printer is at the Beijing headquarters, and an employee in Yunnan can also print。

Highlight 4: Supports centralized batch printing by finance managers (can filter to print only fully digitalized e-invoices)

Highlight 5: Reimbursement status and invoice ledger are linked in real time, supporting one-click batch selection by finance staff

Full lifecycle invoice management: full-process status management from submission, review, verification, bookkeeping, selection, archiving, to early warning.

Highlight 6: No separate APP installation required; H5 interface works across devices/applications

Highlight 7: Flexibly configurable reimbursement forms; new scenarios can be published online the next day

Kailing reimbursement supports custom settings for application documents, expense types, and approval workflows, making expense application and reimbursement management better fit the enterprise's actual needs and personalized usage scenarios.

Highlight 8: Custom data reports; new scenarios can be published online the next day

Timely data statistics tool, enabling real-time query of budget usage progress and other expense data;

Supports penetrating query functionality; click on the relevant area to jump directly to the document interface for efficient queries;

The same data system allows self-configuration of different report types to meet query needs of personnel at different levels, without custom development, saving costs.

Highlight 9: The reimbursement system is directly connected and interoperable with the electronic accounting archives system, enabling seamless expansion

The reimbursement system supports integration with the electronic archives system, enabling the rapid flow of source voucher materials such as paper invoice images, electronic invoice voucher files, and business approval process forms to the electronic archives system for archiving, and, when financial system integration is established, automatically synchronizing accounting materials such as financial vouchers for archiving.

Application value

Paperless development

Through functions such as invoice recognition/verification, high-speed scanner connection, intelligent invoice review, and electronic archiving, offline business is moved online to achieve the goal of paperless construction.

Intelligent reimbursement

Through invoice recognition/verification/number removal/sensitive word verification/price-tax separation, intelligent invoice collection is achieved, improving reimbursement efficiency and enhancing reimbursement compliance.

Mobile micro-reimbursement for invoice cloud management

Invoices can be automatically collected for reimbursement on mobile devices，At the same time, invoice recognition and invoice verification can be performed for paper invoices.

Expense Management

TargetingTravel standards, reimbursed expenses, prepayments with missing invoicesetc.Achieve unifiedManagement.

Kailing Technology provides enterprise business-finance-tax digital product lines according to enterprise needs:

Solutions for businesses including sales contract management system, procurement contract management system, fully digitalized Leqi interface project, output automatic 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, professionally and efficiently supporting the transformation and upgrading of enterprise 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.