In the era of fully digitalized e-invoices, challenges and solutions for enterprise invoice management

The promotion of fully digitalized e-invoices makes the digital transformation of enterprise financial management imperative. But this transformation also brings new challenges to finance personnel. How to efficiently manage, verify, and archive electronic invoices to ensure the smoothness and security of enterprise financial processes has become an urgent problem to solve.

1. Challenges faced by finance staff

In the era of fully digitalized e-invoices, finance personnel face multiple challenges. If a company needs to use paper printouts of electronic invoices as the basis for reimbursement, booking, and archiving, then according to Article 4 of Document CaiKuai [2020] No. 6, the company must also retain the XML-format electronic file of the fully digitalized e-invoice containing the digital signature.

For enterprises that have not yet implemented an electronic archives management information system, according to the requirements of the Guidelines for Full-Process Electronic Management of Electronic Invoices, enterprises that reimburse and enter accounts offline should collect, organize, and archive electronic invoices according to the following seven steps.

Finance staff need to verify authenticity and check duplicates of received invoices, ensuring the authenticity and uniqueness of each invoice, preventing financial risks arising from duplicate reimbursement.

2. Kailing Fully Digitalized E-Invoice Solution

Faced with the challenges brought by the era of fully digitalized e-invoices,Kailing Technology·Lingshuitong Smart Invoice Management PlatformHelp enterprises achieve collection, verification, storage, and archiving of receipts, supporting the smooth progress of enterprise electronic voucher archiving. Users can viaLingshuitongThe system prints, queries, and exports invoices, effectively improving work efficiency and preventing tax risks.

XML Format Storage

LingshuitongSupports generating previewable invoice details from XML format files, displaying more intuitively and making it convenient to view XML format fully digitalized e-invoices.LingshuitongSupports automatic collection of fully digitalized e-invoices in 2 formats simultaneously: PDF and XML, meeting enterprises' requirements for printing, storage, and archiving at the same time.

Multi-method collection

LingshuitongProvides flexible and diverse invoice collection methods, supportingMulti-segment collection via computer and mobile phone, supportingLocal file upload,Scanner, document camera, mobile phone images/filesImport and automatic collection of all invoicesLog in。

Automatic verification

LingshuitongSupports automatic invoice verification. The system can perform automatic OCR recognition, automatic authenticity verification, and multiple underlying checks on collected invoices, providing comprehensive warning alerts for abnormal invoices.

Invoice printing

LingshuitongProvides comprehensive invoice printing functions, supporting print preview and custom print settings, with scaling for printing as needed, effectively saving paper and printing costs. It also supports monthly batch printing and printing of verification details.Better results when used with the Kailing fully digitalized e-invoice printer.

Multiple backups

LingshuitongSupports dual cloud + local backup, and can restore data from an old computer to a new computer through data recovery, preventing data loss and ensuring data security.

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.