Electronic invoice archiving system, Kailing Technology's archive management system helps enterprises achieve XML+XBRL full file type archiving

In May 2025, the Ministry of Finance and nine other departments jointly issued the Notice on Promoting the Application of Accounting Data Standards for Electronic Vouchers (Cai Kuai [2025] No. 9), clearly pointing out that accounting vouchers of enterprises and institutions are transitioning from paper carriers to digital carriers, but the wide variety of electronic vouchers and inconsistent data standards have led to problems such as "difficult receipt, difficult reimbursement, difficult booking and difficult archiving" that urgently need to be solved. Among the electronic vouchers frequently used by enterprises, fully digitalized e-invoices account for the largest proportion and have the most complex application scenarios, and their full-chain electronic management, especially the archiving stage, has become a key pain point in enterprises' digital transformation.

Based on policy requirements such as the Accounting Informatization Work Standards and the Measures for the Management of Accounting Archives, Kailing Technology has launched the Kailing Technology Archive Management System, focusing on the full lifecycle management of fully digitalized e-invoices, especially forming core technical advantages in the archiving of structured electronic vouchers such as XML and XBRL, helping enterprises achieve an integrated closed loop of business-finance-tax-archives and fully adapting to the accounting data standards for electronic vouchers.

I. Common industry challenges faced in fully digitalized e-invoice archiving

1. High technical barriers to structured file archiving

Fully digitalized e-invoices use structured data formats such as XML and XBRL as source files, and it is necessary to ensure signature validity, metadata integrity and format compliance. Traditional archive management systems lack the ability to parse, verify signatures and convert formats for such files, resulting in archived files that cannot meet the requirements of the Accounting Data Standards for Electronic Vouchers.

2. Many breakpoints in full-chain circulation, low level of archiving automation

From invoice issuance to archiving, enterprises often face problems such as "difficulty obtaining source files, weak invoice-document-certificate association, and complex system integration." For example, some enterprises still rely on manually downloading invoice XML files and lack automated integration with accounting systems and reimbursement systems, resulting in low archiving efficiency and susceptibility to errors.

3. Single-set management of electronic archives lacks mature practice

Policies encourage "single-set" management of electronic accounting archives (archiving only in electronic form), but enterprises lack solutions to guarantee the authenticity and security of electronic documents. How to achieve trusted evidence preservation across the entire process of fully digitalized e-invoices, from generation and transmission to storage, has become a key challenge for enterprises implementing single-set management.

II. Kailing Technology Archives Management System: Full-chain archiving solution

1. Full support for XML+XBRL file types, solving structured archiving challenges

Kailing Technology's archives management system is deeply adapted to the structured data standards of fully digitalized e-invoices:

▪ Full-format source file collection: automatically download XML and XBRL files with digital signatures from tax digital accounts, Leqi platform, and other channels, supporting associated archiving with PDF, OFD, and other formats, ensuring dual-track retention of "original vouchers + structured data";

▪ Intelligent signature verification and parsing: built in with an electronic voucher signature verification engine, it automatically verifies the validity of file signatures, parses invoice metadata (such as invoice number, invoicing date, buyer and seller information, etc.), and generates structured data files for bookkeeping that comply with standards;

▪ Format conversion and standardization: supports converting XML and XBRL files into specified formats according to enterprise needs, while preserving the characteristics of the original files to meet traceability requirements under different audit and regulatory scenarios.

2. Full-chain automated process, connecting "invoicing-InAccount-"Archiving" closed loop

▪ Direct invoicing connection and source file collection: connect to enterprise ERP, CRM, and other business systems, support Leqi Direct Connection invoicing or automatic invoicing via the electronic tax bureau, and collect XML source files in real time to the archive system after invoicing is completed, avoiding manual collection omissions;

▪ Invoice-document association and automatic recording: deeply integrated with expense control and procurement settlement systems, achieving "invoice-Reimbursement form-Automatically linked to "bookkeeping vouchers," triggering the archiving process upon posting and reducing manual intervention;

▪ Dynamic archiving and status tracking: automatically mark invoice archiving milestones based on bookkeeping and closing status, support real-time query of archiving progress through tax digital accounts and enterprise archive portals, achieving full-process traceability.

3. Multi-level security protection, ensuring compliance of single-set management of electronic archives

▪ Trusted evidence preservation technology: uses blockchain evidence preservation to ensure files are not tampered with during transmission and storage, meeting the requirements of the Electronic Signature Law for the legal validity of electronic vouchers;

▪ Tiered storage and disaster recovery backup: supports tiered storage of hot and cold data, combined with off-site disaster recovery backup mechanisms, to prevent data loss caused by system failures or natural disasters;

▪ Permission and borrowing management: Built-in refined permission control system, supporting department- and role-based settings for archive viewing, downloading, and modification permissions, with the entire borrowing process traceable, complying with the requirements of the Measures for the Management of Accounting Archives.

III. Core Advantages and Practical Value of the Kailing Technology Solution

1.Technical Adaptability：Certified through the electronic voucher accounting data standards, it supports archiving of all types of structured files such as XML and XBRL, and is compatible with multi-source data access such as tax digital accounts and the Leqi platform.

2. Business-finance-archive integration:Seamless integration with existing enterprise financial and tax systems to achieve full-process automation from business transactions to archive filing, increasing efficiency by more than 60% and reducing labor costs by 40%.

3. Compliance assurance:Strictly comply with the relevant standards of the Ministry of Finance and the National Archives Administration, providing full lifecycle compliance management from document generation to destruction. It has helped multiple central state-owned enterprises and listed companies complete single-set electronic archive management pilots.

4. Scalability:Supports modular deployment to suit enterprises of different sizes, and can later extend to archiving of all categories of electronic vouchers such as fiscal electronic receipts and bank electronic receipts, building a unified electronic archive management platform.

The digital transformation of electronic vouchers has become a mandatory task for enterprises' digital and intelligent upgrade. With the technical features of "full-format support, full-process automation, and full-chain security," Kailing Technology's archive management system provides enterprises with a one-stop archiving solution from policy compliance to efficiency improvement, helping enterprises solidify their accounting data foundation and unlock the value of data elements in the digital wave.

For 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.