Nine departments jointly issue the Notice on Promoting the Application of Electronic Voucher Accounting Data Standards. How can Kailing Technology help enterprises reduce costs and increase efficiency?

On May 9, 2025, the Ministry of Finance, the State Taxation Administration and nine other departments jointly issued the Notice on Promoting the Application of Accounting Data Standards for Electronic Vouchers (Cai Kuai [2025] No. 9), deciding to promote and apply the accounting data standards for electronic vouchers nationwide. Since 2022, China has carried out pilot work on accounting data standards for electronic vouchers, and the release of this notice marks that China's work on accounting data standards for electronic vouchers has fully entered the promotion stage.

Original text link:https://kjs.mof.gov.cn/gongzuotongzhi/202505/t20250519_3964023.htm

The electronic voucher accounting data standards provide unified technical specifications and structured data standards for electronic voucher accounting informatization processing, supporting electronic vouchers with structured data such as XML and XBRL, enabling direct processing of receipt, reimbursement, booking, archiving, and other full-process stages without conversion. Promoting and applying these standards is significant in many aspects:

▪ Adapt to the development of the digital economy, promote the expansion of accounting functions and digital transformation of units, and give play to the role of accounting data as a basic resource and innovation engine.

▪ Reduce paper printing needs, transaction costs, and storage costs, reduce carbon emissions, promote green and low-carbon development, and save overall social resources.

▪ Enhance the authenticity and reliability of accounting information, realize efficient supervision of economic activities, prevent financial fraud from the source, and maintain economic and social order.

▪ Solve problems such as inconsistent electronic voucher standards, achieve "let data run more and let the people run less," and enhance the people's sense of gain.

Kailing Technology Solutions: Full-process digital innovation under policy guidance

(1) Full-chain process design: closed-loop linkage from voucher collection to archive management

With the policy-required "standardization, paperless operation, and automation" at its core, Kailing Technology builds an enterprise-side application system with dual tracks of "operation flow + information flow":

1. Electronic Voucher Collection and Management: Intelligent Integration of Multi-Source Data

▪ Invoice pool management:Supports full-process management of 7 pilot document types including VAT invoices, fiscal documents, railway/air electronic tickets, and bank receipts, enabling document download, OFD layout parsing, classified archiving, and price-tax separation, with unified interface output to business systems.

▪ Intelligent input management

- Transaction processing: automate operations such as invoice verification, selection and deduction, calculated deduction, and input tax transfer-out, reducing manual intervention;

- Management efficiency improvement: A group-level invoice pool achieves unified data, unified processes, and unified standards, supporting tax-accounting difference analysis and centralized control;

- Risk Prevention and Control: Real-time monitoring of invoice status (voided/red-ink reversed/out of control), supplier qualification checks, overdue deduction alerts, achieving full-chain risk warning through the risk data platform.

- Technical compliance: develops an electronic voucher generation SDK based on Ministry of Finance standards, adopts national cryptographic algorithms to ensure data security, generates structured data files and layout files that meet standards, and supports signature verification and traceability at the receiving end.

2. Electronic Voucher Reimbursement Management: Full-Process Automated Control

▪ Intelligent reimbursement process:Covers the entire process of "pre-application → travel consumption → expense reimbursement → approval and payment → electronic archiving." Employees can directly reference the layout files of electronic vouchers through the enterprise invoice pool, and the system automatically links business documents to generate reimbursement forms.

▪ Intelligent budgeting and review

- Budget management: supports multi-dimensional budgeting by department and project, displays budget occupation in real time during approval, and enables upfront cost control;

- Intelligent review: automatically verifies compliance issues such as invoice title, consecutive numbers, validity of special seals, and cross-year overdue; automatically intercepts duplicate reimbursements; and continuously tracks the status of already booked invoices (such as red-ink reversal alerts);

- Payment and Bookkeeping: Complete quick payments through bank-enterprise direct connection, automatically associate bank receipt electronic vouchers, and seamlessly connect with mainstream financial software such as Kingdee and Yonyou, achieving automatic generation of bookkeeping vouchers and electronic bookkeeping.

3. Electronic voucher archiving management: dual guarantees of standardization and security

▪ Four-property testing system:In the archive receipt stage, authenticity, usability, integrity, and security checks are embedded to ensure electronic vouchers meet archiving requirements, and generated inspection reports are traceable;

▪ Three-database separate storage

- Long-term preservation repository: encapsulates electronic archives to meet long-term sealing requirements;

- Management repository: Supports management operations such as archive inspection, appraisal, audit, and statistics;

- Utilization repository: provide archive retrieval, borrowing, and download functions within permissions, supporting multi-dimensional retrieval by volume/item/attachment;

- Full archiving process: After reimbursement and booking, electronic vouchers are automatically pushed to the archive system, completing classification, numbering, encapsulation, and electronic signatures, supporting single-set/dual-set archiving modes, in compliance with the requirements of the "Measures for the Management of Accounting Archives."

(2) Classified measures: differentiated solutions adapted to enterprises of different sizes

1. Large and medium-sized enterprises: full-process automation and system integration

▪ Solution highlights:Through direct connection with the electronic voucher issuance platform, using Kailing Technology's free toolkit or customized development, it achieves full-process automation of "business-invoice-tax-finance-archives." For example, a central state-owned enterprise integrated SAP, SRM, and other systems to achieve real-time linkage between procurement, sales, reimbursement data, and electronic vouchers, increasing document processing efficiency by 60% and reducing manual archiving costs by 70%.

▪ Typical scenarios:Group-level bill pool centrally manages all electronic vouchers, intelligently matches business documents, automatically generates accounting vouchers, and supports hierarchical archive management for multiple legal entities.

2. Administrative Public Institutions: Integration of Centralized Management and Budget Integration

▪ Solution highlights:Connect to the integrated budget management system and achieve batch collection of electronic vouchers through the Kailing Technology government financial service platform, supporting full-process processing of special voucher types such as fiscal electronic receipts and treasury centralized payment vouchers. A provincial-level unit increased fiscal receipt processing efficiency by 80% through this solution, meeting audit traceability and compliance requirements.

3. Small and micro enterprises and bookkeeping agencies: Lightweight and entrusted services

▪ Solution highlights:Provide a SaaS-based paperless platform that supports lightweight collection methods such as invoice photo recognition and WeChat card wallet import, automatically generating vouchers and ledgers; bookkeeping agencies can use the Kailing Technology cloud bookkeeping platform to achieve centralized management of electronic vouchers for multiple clients, complete batch selection for deduction and tax filing, reducing the processing cost per client by 50%.

(3) Technology empowerment: dual drive of compliance and intelligence

▪ Toolkit and standard adaptation: Provide a free toolkit certified by the Ministry of Finance, supporting core functions such as electronic voucher signature verification, parsing, and generation, seamlessly compatible with standard formats such as XML, XBRL, and OFD, ensuring data interoperability with the issuance side.

▪ Security assurance system: domestic cryptographic algorithms are used to encrypt and electronically sign electronic vouchers, meeting the requirements of the Electronic Signature Law; the archive system has passed Level 3 of the Multi-Level Protection Scheme certification, ensuring data storage and transmission security.

▪ Ecosystem integration capability: deep connection with issuing-end platforms such as banks, airlines, and railways to open up the electronic voucher acquisition link and achieve "issuance-Receive-Processing-Full closed-loop management of "archiving."

III. Policy Implementation Case: Kailing Technology Helps Enterprises Reduce Costs and Increase Efficiency

1. A certain large state-owned enterprise

▪ Pain points: Over 200,000 vouchers processed annually, paper archive storage costs of 210,000 yuan per year, and low retrieval efficiency.

▪ Solution results: Through Kailing Technology's electronic archives system, 90% of vouchers are electronically archived, storage costs are reduced to zero, archive retrieval time is shortened from 2 hours to 5 minutes, and the entire process is traceable, reducing audit risks.

2. A certain central enterprise electronic voucher pilot project

▪ Pain points: Data silos across multiple systems, a 3% duplicate reimbursement rate for electronic invoices, and high manual verification costs.

▪ Solution results: After deploying Kailing Technology's intelligent review system, the duplicate reimbursement interception rate reached 100%, invoice processing efficiency increased by 45%, and as one of the first pilot units, it passed the Ministry of Finance acceptance and became an industry benchmark.

As the nine-department policy is implemented, full-process processing of electronic vouchers has become a required course for enterprise digital transformation. With its full-process solution, multi-scenario adaptability, and national-level pilot experience, Kailing Technology provides enterprises with one-stop services from system transformation to implementation, helping achieve:

▪ Significantly reduced costs: comprehensive costs such as paper, storage, and labor reduced by over 60%;

▪ Comprehensive efficiency improvement: Voucher processing efficiency increased by 50%-80%, zero waiting for archive retrieval;

▪ Effective risk prevention and control: full-chain compliance detection and data encryption, eliminating financial fraud at the source;

▪ Brand Value Upgrade: Align with national strategic direction and enhance enterprise digital competitiveness.

For more details, please consult Kailing Technology:https://www.kailingteck.com/ 。

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 sales contract management system, procurement contract management system, fully digitalized Leqi interface project, automatic output VAT invoicing system, invoice issuance for individuals system, employee expense control and reimbursement system, input VAT invoice management system, supply chain collaborative reconciliation system, imaging OCR recognition system, automatic financial bookkeeping system, electronic accounting archives system and other businesses, comprehensively advancing 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.