A full-process guide to fully digitalized e-invoices from reimbursement and posting to archiving

The application of fully digitalized e-invoices lays a digital highway for enterprises, closely connecting invoicing, receiving, reimbursement, recording, archiving, and other links, and has become a powerful tool for financial management in the digital era.

Kailing Technology·LingshuitongContinuous efforts are made in invoicing, invoice receipt, reimbursement, accounting, archiving, and other stages to help enterprises build complete fully digitalized e-invoice capabilities, comprehensively covering enterprise business consumption scenarios. At the same time, it can help enterprises quickly connect to the Leqi platform, deeply integrate organizational finance and business, and fully realize automated management of accounts receivable and payable.

01 Invoicing automation

Achieve one-click issuance of fully digitalized e-invoices. After logging into the system, invoicers can easily achieve direct-connection invoicing and direct-connection invoice usage, no longer troubled by frequent facial recognition authentication.

For automated invoicing needs in multiple scenarios, it supports enterprises in embedding rules into the system. It can automatically issue invoices based on orders, and can also generate invoicing details according to rules, automatically issuing invoices after the invoicing application is approved, thereby effectively reducing the workload of finance personnel.

After invoicing is completed, managers can view invoicing statistics tables within the system to clearly understand the peak and off-peak periods of invoicing each month, thereby reasonably arranging the work of finance personnel.

02 Invoice receipt intelligence

After employees complete consumption, fully digitalized e-invoices are automatically included in the enterprise invoice pool, and invoice source files are also automatically retrieved. Among them, transportation invoices are automatically aggregated into employees' personal invoice folders and automatically associated with online consumption orders, greatly improving the timeliness of invoice collection.

After invoice collection, the identification, verification, and duplicate checking of invoice content are automatically completed. Air itinerary receipts, train tickets, etc. do not require manual price-tax separation, and can be directly included in input tax amount based on the "tax amount" field in the structured invoice data, making document management more convenient and compliant.

The invoice pool can help enterprises centrally manage scattered input VAT invoices, achieve all-round monitoring of invoices and identification of important sensitive information, and strengthen business risk prevention. Enterprises can understand the source, type, amount, etc. of input VAT invoices, calculate the deductible tax amount of special invoices, etc., provide data support for procurement decisions, and make enterprise finance more compliant.

03 Simplified reimbursement process

Employees no longer need to perform cumbersome operations such as offline ticket collection, invoice upload, and order linking. With direct connection to fully digitalized e-invoices, after employees make purchases, the system can automatically obtain invoices and automatically match them to the corresponding expense details during reimbursement. Employees only need to check one box to quickly complete the reimbursement process, greatly improving the convenience and efficiency of reimbursement.

Invoice items are pre-matched with the system's built-in expense accounts according to preset rules. The system can automatically parse invoice content, recognize invoice information, and automatically match it to the corresponding reimbursement accounts and categories, generating reimbursement detail information with one click. Information such as reimbursement reason, date, related customer, project, invoice, and amount is automatically populated, improving entry efficiency and document compliance.

04 Accounting automation

Enterprises can configure accounting scenarios, account mappings, and voucher definitions for business nodes that require accounting. After operations at business nodes, pre-generated vouchers are automatically created and pushed to the financial system. After financial review is completed, the vouchers are pushed to the accounting system for booking.

At the same time, invoices that have been reimbursed and booked are automatically synchronized to the electronic voucher accounting data standard platform. Combined with the booked accounting voucher information, XBRL files for electronic vouchers are generated. When electronic voucher booking information changes, updating the booking information is supported. Enterprises can download and export these files for external audit, inspection, and upload to the Ministry of Finance for filing.

The Kailing electronic voucher accounting data standard platform comprehensively solves the challenges enterprises face in online acquisition, unified storage, centralized management and real-time tracking of electronic voucher data, ensuring the legality, authenticity and compliance of electronic voucher data sources, and thoroughly solving the whole-chain management difficulties of electronic vouchers.

This platform supports integration with multiple bank systems, treasury systems, or super online banking. Cashiers can directly submit approved reimbursement documents in the system to generate payment instructions, and pay through bank-enterprise direct connection, achieving automated settlement and payment, reducing fund payment risks caused by manual operations, and at the same time greatly improving the organization's payment settlement efficiency.

05 Archiving Digitalization

The system establishes an automatic archiving mechanism. Upon completion of business processes, it automatically generates archiving lists based on voucher posting, organized by business type. Intelligent archiving robots archive various materials such as related documents, invoices, contracts, bank receipts, vouchers, and attachments one by one according to the lists, effectively achieving the goal of "archive everything that should be archived," truly realizing paperless office work, freeing archive management personnel from heavy workloads, and effectively improving enterprise efficiency.

Enterprises can flexibly set archiving time nodes, archiving types such as various documents and contracts, archive storage addresses, and archive data permissions according to actual needs. The preset rules engine can automatically match business data, bank receipts, accounting vouchers, and invoices, etc., ensuring archive completeness while allowing free penetration through the archive chain.

At the same time, the system supports availability, authenticity, completeness, and security testing, and provides multi-dimensional custom query functions. Through catalog and full-text search, query results can be quickly located. Electronic archives are highly associated with physical archives; querying an electronic archive can locate the physical archive's position, fully meeting enterprises' electronic accounting archive management needs at different stages and supporting the realization of the dual carbon goals.

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.