3 Experience to use electronic invoices effectively

1. Make the most of the mass issuance and sending of electronic invoices
Instead of the process: Create -> Issue -> Send each invoice to the customer, accountants try to optimize the process by:

• Import invoices from excel file:

This operation allows accountants to copy or import existing data into the software to save time and avoid errors in the invoicing process.

• Issue of mass electronic invoices:

Once you have a list of issued invoices, accountants can issue a series of invoices by selecting the invoice item (unreleased / error issued) or by filtering by invoice date / invoice status to search. invoice you want to issue.

Then, the cumulative accountant selects the invoices that want to be issued in bulk and plugs digital signatures into the computer to perform this function.

• Send mass electronic invoices

Similar to the function of mass invoice issuance, accountants can filter electronic invoices that they want to send to customers via email and SMS through detailed items such as: Not sent to customer, Send error, Sent contract for customers or filter by date / invoice status. If there is no adjustment, the system will automatically send a bulk invoice to the recipient's Email Name according to the Buyers and Email information on the invoice.

2. Use mobile version to manage e-invoices anytime, anywhere
If you are using MISA's meInvoice.vn electronic invoice software, you definitely cannot ignore this preeminent feature to manage e-invoices immediately.

The mobile app version of meInvoice.vn focuses on features to help customers track and manage the use of invoices quickly, accurately and with high synthesis:

• Billing anytime, anywhere
• Look up instant invoice information
• Manage the use of e-invoices comprehensively
• Declare customer categories
• Declare a list of goods and services
• Electronic invoice duplication

3. Tips to store electronic invoices safely and scientifically
If your business uses the electronic invoice software of an intermediary provider, the electronic invoice data is always stored online on the system for at least 10 years according to the accounting law. However, to increase the initiative for businesses, accountants can refer to the following ways to store scientific invoices:

3.1 With purchased invoice

• Create a separate email to save your invoice and email notifications to all vendors. Also, this email will be set up to be forwarded to management email.
• Create a Google Drive folder with the same email that saves the bill.
• Upon receiving the downloaded accounting email and stored in a folder on the computer (such as saving an Excel file), rename the invoice file corresponding to Mst, the name of the seller, the invoice number.
• Then, open the invoice, check the invoice and update some information on the invoice into an Excel file such as: the seller tax code, the invoice lookup code and insert the link pointing to that invoice for easy reference. when needed.
• Sync the computer folder containing invoices to Google Drive

3.2 With sold electronic invoice

• When making a pre-signed voucher, you should turn on the preview mode to check the information on the invoice such as: customer name and specifications of goods and services, quantity, unit price, amount, VAT, amount by word…
• After signing the invoice, review it again before sending it to the customer to avoid mistakes.
• Store invoices in a folder on your computer: Update some of the contents on that e-invoice into an excel file such as: Customer name, tax code, Amount before VAT, After VAT, code check assist. At the same time, the accountant should insert the link pointing to this invoice for easy reference when needed
• This excel file folder should also be synchronized with Google Drive to ensure data safety.

If you have any questions, do not hesitate to contact us!

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