• Reduced Costs: Eliminate expenses related to printing, mailing, storage, archiving, and retrieval of invoices.
• Streamlined Accounting and Management: E-invoices facilitate efficient accounting processes, data reconciliation,and business management, simplifying tax declaration and payment.
• Enhanced Security: E-invoices can be easily duplicated for backup, mitigating risks of loss or damage. In case of loss,invoices can be reissued upon request.
• Faster Payments: E-invoicing streamlines payment processes, leading to quicker settlements.
• Environmental Friendliness: Reduce paper usage and contribute to environmental conservation

Businesses can choose one of two methods:

1. Develop their own software: Create a custom e-invoicing software solution.
2. Use a software provider: Partner with a company that offers e-invoicing software solutions.

Regardless of the chosen method, businesses must meet the requirements outlined in Circular 32/2011/TT-BTC regarding the conditions for initiating e-invoices.

After meeting these requirements, businesses must issue a decision to adopt e-invoicing and submit it to the Tax Authority. Upon acceptance by the Tax Authority (without the need for a request to use invoices in the form 3.14 of Circular 39/2014/TT-BTC), businesses can proceed to notify the Tax Authority of their e-invoice issuance, following the prescribed regulations.

• For individual customers or retail customers who do not need to use electronic invoices for tax declaration, it is not necessary to digitally sign the received electronic invoices.
• For customers who are businesses or accounting units that need to use electronic invoices for tax declaration, a digital signature on the received electronic invoice is mandatory. Only then is the invoice considered a complete electronic invoice with legal validity and usable with the Tax Authority.
• For invoices for electricity, water, and telecommunications purchases, it is not necessary for customers to have the buyer’s signature and the seller’s seal. The invoice is still considered a legal invoice and is accepted by the Tax Authority.
• In addition, there are some special cases where the seller may request permission from the Tax Authority to allow their buyers not to digitally sign the invoices.

If the invoice has NOT been issued to the buyer yet:

1. Cancel the incorrect e-invoice:
   • Fill out the “Notification of cancellation of electronic invoices” (Mẫu số 04/SS-HĐĐT) as per Appendix IA of Decree 123/2020/ND-CP.
   • Submit the notification to the tax authority.
2. Issue a new, corrected e-invoice:
   • Create a new e-invoice with the correct information.
   • If the invoice has a tax code, submit it to the tax authority for a new code.
   • Send the corrected e-invoice to the buyer.

If the invoice has ALREADY been issued to the buyer:

1. Notify the tax authority:
   • Use form 04/SS-HĐĐT to inform the tax authority about the errors and request to cancel the incorrect invoice.
   • Explain the reasons for the errors in the notification.
2. Issue a new, corrected e-invoice:
   • Create a new e-invoice with the correct information.
   • If the invoice has a tax code, submit it to the tax authority for a new code.
   • Send the corrected e-invoice to the buyer.
3. Obtain confirmation from the buyer (optional):
   • While not mandatory, it’s good practice to get written confirmation from the buyer that they agree to the cancellation of the incorrect invoice and accept the new, corrected one.

• An electronic invoice (e-invoice) is a collection of electronic data messages about the sale of goods or provision of services that is created, made, sent, received, stored, and managed electronically.
• Therefore, e-invoices do not have physical copies like traditional invoices. The character “0” is used in the invoice template code to indicate the invoice copy number (Official Letter 1721/TCT-DNL dated May 14, 2014).
• To check if a seller’s e-invoice has been notified to the Tax Authority, businesses can visit the tax sector’s website:tracuuhoadon.gdt.gov.vn.