Which electronic accounting archives management system is relatively easy to use in 2025?

In 2025, with the comprehensive implementation of China Golden Tax Phase IV and the adoption of fully digitalized e-invoices, corporate business-finance-tax management has entered the era of "full-process digitalization." From the Measures for the Management of Accounting Archives (Order No. 79 of the National Archives Administration) to the Notice on Regulating the Reimbursement, Booking, and Archiving of Electronic Accounting Vouchers (Cai Kuai [2020] No. 6), a series of policies explicitly require enterprises to accelerate electronic archives construction—not only to achieve "electronic accounting vouchers having the same legal effect as paper vouchers" but also to meet core needs such as "full-lifecycle compliance management," "multi-system data connectivity," and "rapid response to regulatory verification." At this point, choosing a "user-friendly" electronic archives management system has become key for enterprises to avoid compliance risks and improve business-finance-tax efficiency.

So which electronic archives management system is actually better to use in 2025? And what are the evaluation criteria? Combined with current policy trends and enterprise practices,Kailing TechnologyWith four major advantages—"strong policy adaptability, outstanding integration capability, leading core technology, and rich implementation experience"—the electronic accounting archive management system has become the first choice for many enterprises.

I. First clarify: a "usable" electronic accounting archives management system in 2025 must meet these 5 major standards

To judge whether an electronic accounting archives management system is "easy to use," you cannot only look at whether the functions are rich; it must also fit the actual pain points and policy requirements of enterprises in 2025. Based on the current regulatory environment and industry practice, the core evaluation criteria can be summarized into the following 5 points:

1. Policy Compliance: Precisely Matching the Latest Regulatory Requirements

In 2025, the primary prerequisite for enterprise electronic archives management is "compliance"—it must simultaneously meet multiple requirements of the Ministry of Finance, the National Archives Administration and the State Taxation Administration, such as:

- Electronic accounting vouchers (electronic invoices, bank receipts, etc.) must retain the original files and be verifiable for legality and tamper-resistant;

- Electronic archives must pass the four-property test of "authenticity, integrity, usability, and security";

- If archived as paper printouts, the electronic originals must be saved simultaneously (explicitly required by Cai Kuai [2020] No. 6).

A "user-friendly" system needs built-in compliance verification logic, requiring no additional manual verification by the enterprise, avoiding non-compliance risks from the source.

2. System integration capability: connecting full-link "business-finance-capital-tax" data

In 2025, enterprise data is no longer isolated: tax data (input/output VAT invoices), financial data (vouchers/ledgers/reports), business data (purchase/sales documents) and fund data (bank receipts/transaction records) need to be interconnected to achieve "one-click traceability". Therefore, the system needs strong integration capabilities to seamlessly connect with enterprises' existing systems, including:

- Tax system: directly connected to the electronic tax bureau, automatically obtaining original invoices and tax filing forms;

- Financial system: compatible with mainstream ERPs such as Yonyou, Kingdee, and SAP, synchronizing voucher and report data;

- Business system: connect to procurement/sales platforms and OA approval flows to automatically collect business documents;

- Image system: compatible with document cameras and scanners, converting paper documents into electronic images and linking them for archiving.

3. Core Technical Strength: Using AI to improve management efficiency

Manually processing electronic archives is not only time-consuming but also error-prone. A "usable" system in 2025 needs to leverage AI technology to simplify processes, with core technical capabilities including:

- OCR recognition: supports private deployment, precisely recognizes various documents such as invoices, contracts, and receipts, and structurally extracts key information (such as invoice code, amount, receipt number), with recognition accuracy reaching over 99.9%;

- Data penetration: through visualizationStar Chain Graph featuresAchieve "business-Document-Voucher-Invoice-Full-chain penetration of the receipt, for example a RMB 1 million contract paid in 3 installments can be linked to 3 vouchers and corresponding invoices with one click;

- Intelligent retrieval: supports "multi-condition combined retrieval" at the billion-level data volume, with response time not exceeding 1000ms, eliminating manual searching during audits and access.

4. Security and controllability: ensuring enterprise core data does not leak

Electronic archives contain sensitive information such as enterprise finance and tax data, and enterprises have higher data security requirements in 2025. An "easy-to-use" system needs multiple security safeguards:

- Private deployment: data stored on the enterprise's own servers, avoiding cloud leakage risks;

- Permission management: Subdivide operational permissions by role (finance, audit, business) to prevent unauthorized access;

- Backup mechanism: support dual local + offsite backup to prevent data loss caused by natural disasters or man-made damage;

- Tamper-proof design: use electronic seals certified by the Ministry of Public Security and open-source electronic signatures, with any modification traceable in real time.

5. Flexibility and ease of use: reducing enterprise implementation costs

Whether a system is easy to use ultimately depends on the user experience of frontline employees. A "easy-to-use" system in 2025 needs "low-code, high-customization" features:

- Custom forms: enterprises can configure archive forms independently (e.g., adding fields for reimbursement forms or payment application forms) without additional development;

- Process adaptation: supports alignment with enterprises' existing processes (such as "procurement-Payment" "Reimbursement-Booking") custom archiving logic, without requiring enterprises to adjust their business habits;

- Paperless support: achieves "no sticker, no printing," employees do not need to submit paper documents, and finance does not need to bind them, greatly saving labor costs.

II. Kailing Technology Solutions: The "easy-to-use" choice that fits 2025 needs

As a professional, efficient, and reliable enterprise business-finance-tax digital solution service provider,Kailing Technologyelectronic accounting archives management system fully meets the above 5 standards and has been deeply optimized for the special needs of the fully digitalized e-invoice era in 2025. Its core advantages can be summarized as "compliant without risk, integrated without barriers, technologically complete, and effortless to implement".

1. Policy Compliance: Avoiding Regulatory Risks from the Source

The Kailing system deeply interprets and implements the latest policy requirements, so enterprises do not need to worry about "non-compliance" issues:

- Built-in compliance verification: Automatically meets the requirements of Cai Kuai [2020] No. 6 and State Archives Administration Order No. 79, completing "legality verification" and "electronic signature verification" simultaneously during electronic voucher archiving;

- Four-property detection automation: After the system receives archives, it automatically performs multi-dimensional detection of "authenticity, integrity, usability, and security," provides real-time prompts for failed items and generates detection reports, which can be directly connected to the financial audit process;

- Paperless compliance implementation: provides a "no sticker, no printing" solution, supporting full-process electronic archiving of accounting vouchers, reimbursement forms, electronic invoices, etc. It has helped enterprises such as China Unicom pass pilot acceptance by the National Archives Administration. Non-pilot enterprises can also communicate efficiently with audit institutions through the system, reducing the risk of not printing.

2. Full-chain integration: breaking down "business-finance-capital-tax" data silos

The Kailing system has strong integration capabilities and can seamlessly connect with enterprises' existing systems, achieving "data without landing, one-click archiving":

- Tax authority side: directly connected to the electronic tax bureau, automatically collecting input/output VAT invoices (supporting XML/PDF/OFD formats) and original PDF tax filing forms, with no manual download or upload required;

- Finance side: compatible with mainstream ERPs such as Yonyou, Kingdee, SAP, and Oracle, synchronizing bookkeeping vouchers, general ledger, subsidiary ledger, and financial statements, and automatically linking vouchers with original documents;

- Business side: connect to procurement/sales systems (such as SCM and self-developed order systems) and OA approval flows, collect business documents such as purchase orders, sales contracts, and reimbursement application forms, and realize "business-triggered-Document Generation-Full-process automation of "archive filing";

- Fund side: integrate the bank-enterprise direct connection system, automatically obtain bank receipts and statements, and synchronize receipt and payment information to ensure "voucher-One-to-one correspondence with the receipt.

3. Leading Core Technology: Using AI to improve management efficiency

The Kailing system leverages AI technology to increase electronic archive management efficiency by over 80%. Core technical highlights include:

- OCRPlatform：CanProvide OCR-AI recognition platform private deployment service; enterprises can independently train AI models, supporting recognition of 200+ types of documents such as invoices, contracts, receipts and itineraries, with structured output in JSON format, ensuring data does not leak;

- Star Chain Graph visualization: the innovative "Star Chain Graph" feature, the multiple documents involved in a single business transaction (such as a purchase contract-Procurement Order-Warehousing receipt-Invoice-Payment voucher) can be displayed intuitively through a star-chain diagram, and related archives can be viewed through from any node, with no need to search one by one during audits or verifications;

- Source code knowledge transfer: deliver source code to the enterprise, enabling the client to "independently define forms and independently configure interfaces." Subsequent new archive content (such as adding fixed asset card archiving) requires no additional paid development, greatly reducing expansion costs;

- Efficient full-text search: supports "full-text + multi-condition combined search" (e.g., by voucher number, invoice code, business order number), with response time ≤1000ms for billion-level data, enabling internal and external audits to quickly obtain the required archives.

4. Secure and controllable: multiple safeguards protecting sensitive data

The Kailing system ensures data security across all stages of "storage, access, and backup", giving enterprises peace of mind:

- Private deployment: the system is deployed on the enterprise's own servers or private cloud, data does not pass through third parties, avoiding cloud leakage risks;

- Refined permissions: by "organization-Role-three-level permission division for "users," supporting "data isolation" and "operation log traceability";

- Dual backup: supports local backup + off-site disaster recovery, with regular automatic backup of archive data, capable of handling emergencies such as natural disasters and server failures;

- Tamper-proof design: use blockchain technology to solidify archive metadata, with real-time traces of electronic file modifications, combined with electronic seals to ensure archives cannot be tampered with.

5. Flexible and easy to use + full-process implementation: reducing enterprise implementation costs

The Kailing system is not only "powerful in functions" but also "easy to implement", providing full support from requirements analysis to system launch:

- Strong customization capabilities: supports dynamic form configuration and custom archive types. Enterprises can add new archive content without development, reducing implementation costs;

- Clear implementation process: provides "archiving content sorting-Business process reconstruction-System Deployment-Personnel training-Full-process services for launch and operations, for example for core processes such as "sales to collection," "procurement to payment," and "reimbursement to payment," sorting out paper-to-electronic transition points and automatic matching logic to help enterprises optimize existing processes;

- Full coverage of archiving content: Can organize all types of archives including finance (vouchers/ledgers/reports), funds (receipts/statements), OA (application forms/approval records), business (purchase/sales documents), and paper documents (audit reports/tax attestation reports), ensuring no omissions in archiving.

In 2025, choosing a "user-friendly" electronic archives management system requires not only looking at whether the functions are comprehensive and the technology advanced, but also whether the vendor has deep industry understanding, compliance capabilities, and practical experience. With its one-stop electronic accounting archives solution, Kailing Technology helps enterprises easily meet the challenges of China Golden Tax Phase IV and achieve digital transformation and upgrading of business-finance-tax.

If you are looking for a truly reliable electronic accounting archives management system, Kailing Technology is worthy of your trust and choice：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.