Rigid policy demand for electronic accounting archives! Quickly obtain XML format source files, improving both compliance and efficiency

Currently, the digital economy has become the core engine driving high-quality economic development. Against this backdrop, accounting, as the foundational work of the market economy, is undergoing an unprecedented digital transformation. In May 2025, the Notice on Promoting the Application of Electronic Voucher Accounting Data Standards (Cai Kuai [2025] No. 9), jointly issued by the Ministry of Finance and nine other departments, was officially implemented, marking that China's accounting archive management has entered a brand-new historical stage.

I. Analysis of Core Policy Points

The core of this policy is to systematically solve the long-standing pain points of various electronic vouchers, such as "difficulty in receiving, difficulty in reimbursement, difficulty in booking, and difficulty in archiving," and to promote the transformation of various accounting vouchers from paper carriers to digital carriers.

Specifically, the policy puts forward clear requirements in the following aspects:

- Unified technical standards:Clearly specify the technical requirements of the electronic voucher accounting data standard, providing a unified specification for data exchange between different systems

- Standardized processing flow:Establish standardized specifications for the full-process operations of receiving, parsing, authenticity verification, reimbursement, booking, and archiving of electronic vouchers

- Clarified storage requirements:Mandatorily require that reimbursement, bookkeeping, and archiving of fully digitalized e-invoices (including VAT special invoices, general invoices, aviation/railway electronic tickets, etc.) must preserve XML source files containing digital signatures

- Stricter compliance requirements:Saving only PDF/OFD format files or paper printouts will no longer meet policy compliance requirements

II. Policy Implementation Hits Obstacles: Enterprises Face the "XML Acquisition Difficulty" Dilemma

The issuance of the Cai Kuai [2025] No. 9 policy,AlthoughIt points out the direction for enterprise electronic accounting archives management, but in actual implementation, enterprises generally encounter "bottleneck" problems. Currently,Some mainstream invoice management platforms'Input VAT Invoice Management FeaturesAlsoThe automatic acquisition capability for XML source files has not yet been implemented, forcing enterprises to adopt the following inefficient and high-risk workarounds:

- Employee manual operations:Employees need to download, save, and upload XML files themselves, which is time-consuming, labor-intensive, and error-prone

- Repetitive financial work:FinancePersonnel must manually verify XML against PDF/OFD files, repeatedly checking for duplicates and verifying authenticity

- High compliance risk:Problems such as lost files, version confusion, and non-compliant formats occur frequently, posing tax audit risks

- Increased operating costs:A large amount of manpower must be invested every month to process XML files, and costs continue to rise

III. Kailing Technology: professional XML layout source file acquisition solution

Faced with this industry-wide pain point, the Kailing Technology solution completely solves enterprises' XML acquisition difficulties through three core technologies，Provide enterprises with full-process solutions from invoice acquisition to compliant archiving，HelpEnterpriseSmoothly meet the requirements of Cai Kuai [2025] No. 9 policy.

1. Omnichannel intelligent acquisition

The system supports uploading invoices in any format, including paper scans, electronic invoice files, and system-directly-connected invoices, and automatically obtains the corresponding XML source files through penetration. Employees only need to upload PDF/OFD format invoices, and the system automatically matches and obtains the XML source files without any manual operation.

2. Intelligent authenticity verification and signature verification

Built-in invoice verification interface of the State Taxation Administration, enabling "verification upon upload." The system automatically verifies invoice authenticity, digital signature validity, and content integrity, eliminating the risk of fraudulent invoices being recorded from the source, ensuring every XML file meets policy requirements.

3. Seamless system integration

The system is deeply coupled with the enterprise's existing financial system, reimbursement system, and archive management system to achieve full-process automation of "invoice acquisition-verification-archiving," requiring no additional development or system modification and enabling rapid go-live operation.

IV. Value upgrade: Compliant and efficient, cost optimization

The Kailing Technology XML Layout Source File Acquisition System not only solves policy compliance issues, but also brings comprehensive value enhancement to enterprises:

- Compliance assurance:100% meet the policy requirements of Cai Kuai [2025] No. 9, eliminating tax risks caused by non-compliant archives

- Efficiency improvement:Financial invoice verification efficiency increased by 90%, reducing manual reconciliation costs by more than RMB 10,000 per month

- Cost reduction:Based on processing 100,000 invoices per year, paper consumption can be reduced by about 20,000 sheets annually, and operating costs drop directly by 60%

- Management upgrade:Build a "one invoice, one archive" electronic archives system to achieve digital management of the full invoice lifecycle

The Cai Kuai [2025] No. 9 policy has entered the implementation stage, and compliance requirements for enterprise electronic accounting archive management are becoming increasingly strict. The policy explicitly requires that electronic invoices that do not preserve XML source files as required cannot be booked as compliant accounting vouchers.

Policy direction is clear, and user demand is urgent. As a comprehensive business-finance-tax digital solution service provider, Kailing Technology has provided business-finance-tax management digital transformation products and operational services for various government agencies, institutions, and large, medium, and small enterprises. We deeply understand enterprises' dual pursuit of compliance and efficiency.

Contact Kailing Technology now to get a dedicated solution, seize policy opportunities early, and make enterprise financial management more efficient and compliant：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.