Must-read for finance professionals: Kailing Technology's full-process electronic accounting archives, freeing 90% of voucher organizing time

Driven by policy, traditional management models are becoming unsustainable due to high costs, low efficiency, and high risks. The popularization of electronic vouchers, improvements in storage and computing power, and breakthroughs in system integration provide solid technical support for full-lifecycle electronic archive management.

Policies explicitly require that electronic vouchers meet legal source, authenticity, reliability, and non-tampering requirements, and achieve closed-loop full-process operation. This means enterprises must build a full-process electronic system covering "issuance-receipt-reimbursement-booking-archiving," which must comply with national cryptographic algorithms and technical specifications while achieving unified data standards and security protection. Kailing Technology's solution strictly follows the Ministry of Finance's accounting data standards for electronic vouchers and adopts nationally recognized cryptographic technology, ensuring enterprises can efficiently advance electronic transformation under the premise of policy compliance.

I. Kailing Technology full-process electronicization reshapes the archives management experience

Kailing Technology's full-process electronic accounting archives solution, centered on "cost reduction and efficiency improvement, data sharing, and risk prevention and control," connects the entire chain from invoice collection to electronic archiving, achieving seamless connection of "business, invoice, tax, and finance" data.

1. Invoice collection: One-click integration, say goodbye to manual entry

Enterprises have a wide variety of invoice types, including VAT invoices, fiscal invoices, itineraries, bank receipts, etc. Traditional manual sorting is not only time-consuming but also prone to omissions. Kailing Technology's enterprise invoice pool enables multi-dimensional automatic collection:

▪ Full invoice type coverage:Supports 7 pilot invoice types and other various electronic vouchers. Through technologies such as OFD layout parsing and file encryption, it automatically completes invoice classification, storage, and price-tax separation.

▪ Intelligent verification management:Connect to official ledger databases of tax, finance, and other authorities to automatically complete invoice authenticity verification, duplicate checking, and status tracking, with real-time alerts for abnormal invoices, reducing manual verification time by 90%.

▪ Automated input tax processing:Automatically select deductions, calculate deductions, generate input tax transfer-out ledgers, and synchronize tax authority certification information to avoid overdue deduction risks.

2. Reimbursement management: Full-process online, approval efficiency improved by 60%

In the traditional reimbursement process, steps such as employees attaching invoices, finance reviewing, and leaders signing off are cumbersome and error-prone. Kailing Technology achieves full-process optimization through an intelligent reimbursement system:

▪ Full control before, during, and after the event:From travel requests and expense syncing to reimbursement approval, the system automatically links business orders with invoices, validates expense standards and budget usage in real time, and gives instant alerts for overruns.

▪ Intelligent review:Automatically complete more than 10 review dimensions, including invoice title verification, consecutive number detection, and special seal validity verification, and continuously track the status of booked invoices to avoid post-booking risks.

▪ Bank-enterprise direct connection payment:Reimbursements are paid quickly through the bank-enterprise direct connection channel, and bank receipts are automatically associated with reimbursement forms without manual matching, increasing payment efficiency by 3 times.

3. Electronic archiving: compliant storage, retrieval efficiency increased by 80%

Electronic archive filing must meet the four requirements of "authenticity, integrity, usability, and security." The Kailing Technology electronic archive system achieves full-process compliant management:

▪ Automated four-property testing:In the archive receipt step, metadata verification, content consistency checks, virus scanning, and more are automatically completed to ensure that archived materials comply with national standards.

▪ Three-database separated storage:Adopt a "long-term preservation repository + management repository + utilization repository" architecture, which both meets long-term preservation needs and supports fast retrieval and permission management, shortening retrieval of a voucher from hours to seconds.

▪ Full lifecycle management:Supports online approval for archive borrowing, automatic expiration reminders, and compliant destruction processes, completely eliminating the problems of paper archive storage space occupation and inconvenient retrieval.

II. Proven in practice: visible improvement in enterprise efficiency

1. A certain large state-owned enterprise: Annual archive cost savings exceed 200,000 yuan

This enterprise's archive management once faced three major pain points: high storage costs for paper archives, time-consuming organization, and difficult retrieval. Through Kailing Technology's solution, it achieved:

▪ Full-process electronification:Data from internal systems such as the accounting system and payment platform is automatically synchronized to the electronic accounting archives system, with accounting vouchers and source vouchers linked in one click and a 100% pass rate for the four-property check.

▪ Sharp cost reduction:Paper printing and storage are canceled, saving over RMB 200,000 in archive management costs annually and reducing voucher organization time by 90%.

▪ Efficient utilization:Archive retrieval is shortened from an average of 2 hours to 10 seconds, the online borrowing process is standardized, and the risk of loss is zero.

2. A certain central enterprise: Achieved traceability across the entire business process

As an electronic voucher pilot unit, the enterprise urgently needs a full-process system to meet pilot requirements. Kailing Technology's solution helps it:

▪ Break down data silos:Integrate with SAP, input VAT invoice pools, and other systems to achieve full business data linkage across procurement, sales, and reimbursement, with electronic invoice vouchers automatically matching business documents.

▪ Zero tolerance for risks:Issues such as duplicate reimbursement and difficulty in distinguishing authenticity of e-invoices are completely resolved, with a 100% recognition rate for abnormal invoices.

▪ Efficiency leap:Finance staff go from processing 50 vouchers per day to 500, with 90% of organizing time converted into business analysis value.

As a professional enterprise business-finance-tax digitalization solution provider, Kailing Technology's full-process electronic accounting archives solution not only complies with national pilot standards, but also focuses on automation and intelligence to help finance staff:

▪ Time saved:Reduce voucher organization, verification, and archiving work by 90%, focusing on core functions such as budget analysis and risk control.

▪ Reduce costs:Costs for paper consumables, storage space, and manual organization are reduced by more than 60%.

▪ Worry-free compliance:The full process complies with policy requirements, and technologies such as four-property testing and electronic signatures ensure the archives are legal and valid.

Kailing Technology's full-process electronic accounting archives solution enables finance professionals to break free from tedious transactional work, empowering enterprise business decisions with digital tools and opening a new paradigm for business-finance-tax management:https://www.kailingteck.com/h-col-110.html 。

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.