Practical operation of the new fully digitalized e-invoice archiving rules: full-process explanation of XML parsing + XBRL packaging (essential for 80% of enterprises in 2025)

Under the wave of digital transformation, the Ministry of Finance and eight other departments jointly issued the "Notice on Promoting the Application of Accounting Data Standards for Electronic Vouchers," promoting the transition of accounting vouchers of enterprises and institutions from paper to digital. However, electronic vouchers face many challenges, such as "difficulty in receiving, difficulty in reimbursement, difficulty in booking, and difficulty in archiving." Among them, fully digitalized e-invoices, as the electronic vouchers with the largest issuance and receipt volume on the enterprise side and complex application scenarios, have become a key point that enterprises urgently need to overcome.

I. Challenges of the full-process electronification of fully digitalized e-invoices

Although fully digitalized e-invoices have the same legal effect as paper invoices, they differ significantly in form, use, and data protection. They are transmitted through encrypted channels with security protection and can be received in multiple ways, making them more convenient and secure. However, enterprises face numerous difficulties in management：

▪ Four pain points: hard to receive electronic vouchers, hard to reimburse, hard to book, hard to archive;

▪ Technical Thresholds: Signature verification and parsing of structured data such as XML/XBRL, multi-system connectivity, and lack of practice in single-set archiving;

▪ Compliance risk:MostThe enterprise's existing systems cannot meet the accounting data standards for electronic vouchers.

II. Kailing Technology Fully Digitalized E-invoice Full-Process Management Solution

As a professional technology service provider, Kailing Technology actively promotes and applies the electronic voucher accounting data standard, providing comprehensive solutions for the full-chain management of enterprises' fully digitalized e-invoices.

1. Automatic issuance of fully digitalized e-invoices

Kailing Technology's system ensures the authenticity and security of invoices through strict identity verification methods such as real-person authentication. It achieves integrated application of enterprise tax systems and business systems, optimizes the invoicing process, and reduces manual intervention. With Leqi Direct Connection invoicing or automatic login to the electronic tax bureau digital account for invoicing, invoicing is driven by business transactions and settlement rules and pushed automatically, improving the customer invoice experience and accelerating sales settlement efficiency.

2. Fully digitalized e-invoice signature verification and parsing

Signature verification and parsing of fully digitalized e-invoices is key to ensuring invoice authenticity, integrity, and compliance. Kailing Technology strictly follows the unified technical specifications and structured data standards for electronic vouchers, not only obtaining structured data format files such as XML and XBRL containing signatures, but also verifying the validity of electronic file signatures through technical means to prevent tampering during transfer and transmission. At the same time, it parses the metadata contained in the files and encapsulates it with accounting voucher information to generate corresponding structured data files for booking information before archiving.

3. Fully digitalized e-invoice reimbursement and recording linkage

Following the Accounting Informatization Work Standards, Kailing Technology ensures the security and compliance of accounting data in all stages. It realizes integrated connectivity between fully digitalized e-invoices and reimbursement systems and accounting systems, with invoice-document-voucher association and joint query, supporting full-process automated circulation. With Kailing Technology's platform, it connects with existing expense control, procurement settlement, and accounting systems to achieve automatic invoice download and claim, purpose confirmation, invoice-document-voucher association matching, and joint query.

4. Certification and selection of fully digitalized e-invoices

According to the "Specification for Accounting Informatization Work", Kailing Technology establishes a safe and convenient channel for enterprises to obtain electronic source vouchers. Through the tax digital account or Leqi platform, it completes authentication and selection of fully digitalized e-invoices, realizes automation of invoice purpose confirmation and selection, and improves the efficiency and accuracy of accounting data processing.

III. The key to full-chain breakthrough: XML parsing + XBRL packaging core process

1. XML parsing and signature verification stage

▪ Traditional pain points:Source files are difficult to obtain, electronic signature verification processes are complex, enterprises need to manually connect to multiple platforms to download files, and lack professional signature verification tools.

▪ Kailing solutions:

- Automatic invoice pool collection: direct connectionTax bureau, enterprise financial systems, reimbursement systems, etc., one-click download of XML/OFD source files with digital signatures;

- Four-property detection engine: Automatically completes electronic signature verification + structured data extraction, ensuring file authenticity and integrity and eliminating tampering risks.

2. Intelligent invoice-document linkage step

▪ Traditional pain points:Reimbursement, accounting, and archiving systems are disconnected, requiring manual matching of invoices with business documents—inefficient and error-prone.

▪ Kailing solutions:

- Smart association matching: automatically associate electronic invoices, reimbursement forms, bank receipts, and other vouchers through business document numbers;

- Full-chain traceability: supports joint query of electronic voucher layout files and bookkeeping vouchers, achieving integrated "business-finance-archives" penetration.

3. XBRL encapsulation and archiving stage

▪ Traditional pain points:Lack of standardized encapsulation tools; the generated structured data does not meet the archiving requirements of the Accounting Informatization Work Standards.

▪ Kailing solutions:

- XBRL automatic encapsulation: encapsulate bookkeeping information into structured data files according to national standards;

- Single-set electronic archiving: after electronic signature + four-property testing, directly stored in the electronic archives system, meeting "paperless" compliance requirements and reducing storage costs by 90%.

With the full implementation of the new rules for fully digitalized e-invoice archiving, enterprises need to overcome the difficulties of electronic voucher management and build a full-process digital system. With deep technology and case experience, Kailing Technology provides solutions from automatic issuance to XBRL packagingUntilA full-chain archiving solution that ensures electronic files are authentic and complete, enables integrated traceability of business and financial archives, meets paperless compliance requirements, and reduces storage costs.

Contact Kailing Technology to obtain a detailed solution,Lay a solid foundation for enterprise financial digital transformation and open a new chapter in business-finance-archive integration：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.