How can the automotive service industry achieve full-process intelligent management of fully digitalized e-invoices?

Nowadays, as more and more enterprises continue to develop their business, their business-finance-tax workload increases and the business volume of branches increases, creating management challenges:

1.Management efficiency: With many invoicing points and many invoicers, how can invoice issuance and tax reporting processes be standardized? With large invoice volumes, how can risks be warned in real time, eliminated, and printing and courier costs reduced?

2.Data acquisition: Business and invoices need to be interconnected and collaborative. Enterprises need to quickly obtain invoicing data, process invoice reimbursement in a timely manner, unify with business data, and accelerate business processes.

3.Invoice issuance risk: Enterprises with large invoice issuance volumes need to ensure the entire invoicing process is compliant and improve efficiency during centralized batch invoicing; at the same time, they need to ensure invoices are authentic and compliant before they can be booked.

4.Business collaboration: enterprises want invoicing data to be linked to orders, reduce invoicing risks, eliminate information silos between business systems and invoices, and establish a closed loop for input VAT invoices and payment business.

5.Data statistics: enterprises want multi-dimensional statistics on invoice-related data, such as counterparties, business contracts, goods and services, so that invoice data can reflect the business and form integrated business-finance management.

With the widespread rollout of fully digitalized e-invoices, enterprises need to actively advance digital transformation, accelerate the invoice electronization process, adapt to policy requirements and regulatory trends, and enhance the integrated coordination of business, finance, invoice, and tax.

Kailing Technology can assist enterprises in building a unified invoice sharing platform, connecting business and finance systems, ensuring complete, standardized, and compliant invoice receipt and issuance data, achieving integrated management of business, finance, and invoice data, and helping enterprises improve business-finance-tax management efficiency and compliance.

Taking the automotive service industry asExample:

1. Output VAT Invoice Issuance Management

Collaborative linkage with sales business, fitting the characteristic business needs of the automotive service industry

▪ Achieve automatic issuance of blue-letter invoices through interfaces

Order data is interconnected with business systems; through interfaces, order data is obtained and pushed to the pending invoice ledger, and after finance confirmation, batch invoicing is carried out. When invoice data is successfully issued, the invoice number is written back to the order, and invoice files can be batch downloaded and printed from the blue invoice pool, thereby achieving full-process management from order initiation through invoicing to archiving.

▪ Adapts to the invoicing requirements of specific businesses in the automotive service industry

It not only supports fully digitalized e-invoice issuance operations for general industries, but in specific business scenarios, such as automotive service enterprises involving goods transport services, real estate operating lease services, and passenger transport services, it can also smoothly carry out invoicing operations for multiple invoice types.

▪ Invoice red-letter reversal process

Once situations such as incorrect invoicing, returns, or sales allowances occur, the salesperson can submit a ticket voiding application in the office system. After entering the original blue invoice number, the system automatically fills in the invoice information and triggers the red-letter confirmation form process. At this point, it is only necessary to select the corresponding red-flush reason and confirm it. After passing validation, the system directly connects with the tax bureau to issue the red-letter invoice.

▪ Diverse invoice delivery methods

After successful invoicing, you can enter the customer's email address or mobile phone number, and the system will automatically send the invoice file and feed back the delivery status. When delivering electronic invoices via email, the email subject and body content can be customized, for example, adding the enterprise logo, electronic invoice, and other elements.

▪ Invoice traceability function

Use the labeling and element-based characteristics of fully digitalized e-invoices to establish an association between each generated invoice and the financial contract; on the invoice application interface, users can view at one time details such as the historical invoicing and payment collection execution follow-up of the corresponding sales contract, effectively achieving close linkage between invoicing and business.

2. Input VAT Invoice Receipt Management

Achieve intelligent collection through multiple channels and realize refined control of the entire reimbursement and booking process

▪ Automated invoice collection and intelligent recognition of all invoice types

Enterprise employees can obtain electronic invoices through multiple channels such as WeChat and Alipay, and can quickly collect paper invoices, electronic invoices and fully digitalized e-invoice source files through diverse methods such as photo capture, manual entry, image upload, and file upload. It supports AI OCR recognition of all invoice types, and all invoice face information can be automatically recognized in one second. Whether single, mixed or continuous shooting, it can be accurately recognized.

▪ Intelligent invoice compliance review

According to preset business rules, conduct compliance checks on invoices during entry, verification and reimbursement, precisely identify potential risks, and provide strong assistance for leadership approval decisions.

▪ Invoice collection builds a unified group-level input VAT invoice management platform

Invoices collected by users through the individual portal enter the individual invoice pool; all invoices in the enterprise's individual invoice pools are consolidated into the enterprise invoice pool, and archiving is then completed. Finance and tax staff can query all input special VAT invoice data on the same platform to ensure "deduct whatever can be deducted"; each subsidiary and branch can manage on the same platform, and all of the group's VAT input data can be collected in real time and stored on the same platform for centralized query and unified management.

▪ Intelligent reimbursement form filling and rapid generation of reimbursement documents

Invoice information, invoice amount, price and tax details, and other content are automatically filled into the reimbursement form, eliminating repeated entry by employees; the invoice service type can automatically match the department and expense account, support mapping to accounting accounts, and enable automatic posting.

▪ RPA login authentication mechanism

Supports RPA automatic SMS verification, building a secure and reliable login assurance system.

3. Value of building

Build a unified invoice sharing platform to achieve deep integration of data, information, processes, and business applications, effectively promoting the group's efficient integration of upstream and downstream business collaboration:

▪ Real-time synchronous interaction between tax data and business and financial data

Achieve seamless connection and integrated consolidation of business-finance-tax data; automated tax accrual processes; tax-accounting difference reconciliation without manual intervention; automatic tax risk alerts; calmly handle various tax inspection matters; enable tax analysis to focus on tax planning and value discovery and creation, providing key support for enterprise strategic decisions.

▪ Significant improvement in financial data accuracy

Invoice data automatically completes booking and archiving operations, greatly improving enterprise financial accounting efficiency and data accuracy; financial data can be automatically converted into tax filing data formats, realizing automated filing processes; providing convenience for tax audit work, easily responding to inspection challenges, and ensuring compliant enterprise business-finance-tax operations.

▪ The connotation of business data is enriched and expanded

Effectively improves the quality of business data, enabling automatic conversion and association between transaction data and invoice data. It has powerful functions for comprehensive analysis of data from different business formats and tax data, deeply mining data value, creating favorable conditions for enterprise business expansion and innovation, and driving sustainable enterprise development.

▪ Optimized group control efficiency

Can be centrally and uniformly operated and executed by headquarters finance, or under effective supervision of headquarters, subordinate departments can be authorized to carry out work separately, eliminating cumbersome data transmission and communication coordination between branch companies in various locations; through a single platform for centralized data storage, data query and management operations can be performed conveniently and quickly, greatly improving the convenience and efficiency of group control.

▪ Strengthened Risk Control Capabilities

Able to comprehensively query the overall status of group business data in real time, strengthen control over input and output VAT invoice processing, precisely grasp the overall invoice risk situation of the group, and effectively control the group's overall tax risk level; thanks to the comprehensive opening of data channels, invoice and accounting data can be analyzed in a centralized and diversified manner, identifying and resolving potential risks in advance and ensuring the group's stable operations.

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, 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.