Should Electronic Invoices Be Integrated with Accounting Software?

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29-07-2025

What is an Electronic Invoice?

An electronic invoice (e-invoice) is a type of invoice that is created, issued, and processed through the computer system of a tax-registered organization when providing goods or services. It is digitally stored by all involved parties in compliance with legal regulations on electronic transactions.

E-invoices include the following types:

Export invoices
Value-added tax (VAT) invoices
Sales invoices
Other types such as stamps, tickets, cards, insurance receipts
Specialized invoices such as airline tickets, international freight invoices, and bank service fee receipts

Key Benefits of Using E-Invoice Software

Integrating electronic invoicing with your accounting software brings significant advantages:

Cost Reduction: Businesses can save on printing, storage, and shipping costs associated with traditional paper invoices.
Tax Procedure Optimization: E-invoicing helps simplify and streamline tax-related administrative processes, saving time and resources.
Data Security & Reliability: Unlike paper invoices, e-invoices are stored digitally with backup systems in place, eliminating the risk of total data loss due to misplacement or fire.
Enhanced Customer Trust: The use of electronic invoicing contributes to building trust among customers and partners by promoting transparency and professionalism.

→ Learn more about K-Invoice Electronic Invoicing Software

What is Accounting Software?

Accounting software is an application that integrates various accounting functions to help manage bookkeeping, company journals, tax declarations, debt collection, cash handling, payments, liabilities, and payroll processing.

In addition, accounting software can also assist businesses in generating financial reports and forecasting cash flow when needed. It supports a wide range of accounting tasks—from basic to advanced—tailored to suit the operations of small and medium-sized enterprises (SMEs) across all industries and sectors.

Key Benefits of Accounting Software for Businesses

Accounting software offers substantial value to businesses, including:

Improved Accuracy: It enhances the precision of financial reports and records.
Optimized Data Processing: It automates calculations and data processing, reducing errors compared to traditional manual methods.
Time Efficiency: It significantly reduces the time needed for calculations and data entry.
Cost Savings & Productivity: It helps cut operational costs and boosts overall efficiency across departments.

→ Learn more about the smart accounting software Kaike

The Advantages of Integrating Electronic Invoices into Accounting Software

Accounting software and electronic invoicing systems have become indispensable tools for accountants. Integrating these two solutions delivers significant benefits for both accounting teams and the business as a whole:

Save Up to 90% of Manual Entry Work: Sales and service invoice data is automatically transferred to the accounting system at the time of invoice creation. This automation helps businesses reduce operational costs significantly.
Simplified Income Booking: Income entries become easier to manage compared to manual bookkeeping and paper documents.
Fast and Accurate Invoice Management: Creating, exporting, and sending invoices directly from the accounting system becomes faster and more precise.
Reduced Errors During Peak Periods: Automation minimizes the risk of mistakes during high-pressure financial closing periods.
Centralized Sales Management: Businesses can manage their entire sales operations more easily, clearly, and efficiently through a centralized platform.

Integrated E-Invoicing within Accounting Software: A Game Changer for Businesses

Things to Consider When Using Accounting Software Integrated with E-Invoicing

The volume of data processed through accounting software integrated with electronic invoicing is typically vast. Therefore, businesses should ensure the following factors are met:

The accounting software must be suitable for your industry and business size.
It should offer automation capabilities powered by modern technologies to enhance report generation processes.
The system must be flexible enough to reflect changes promptly and accurately.
Choose accounting software that is reputable and widely used.
The software should be user-friendly and easy to navigate.

Since data is generated in its final form as an electronic invoice, it is crucial to ensure the completeness and integrity of the information contained within.

Data integrity means that the information remains complete and unchanged, except for format modifications during transmission, storage, or display. The information on the electronic invoice must remain accessible and usable in full whenever required.

K-Invoice – Integrated E-Invoicing Solution for Kaike Smart Accounting Software

Developed by GMO-Z.com RUNSYSTEM, the K-Invoice e-invoicing software is now integrated into the Kaike Smart Accounting Software as a new feature. It supports e-invoice issuance in compliance with Circular 78/2021/TT-BTC by the Ministry of Finance and Decree 123/2020/ND-CP by the Government of Vietnam on electronic invoicing in business transactions.

Outstanding Features of K-Invoice:

Create, issue, adjust, replace, cancel, and convert invoices.
Send invoices to customers via email or convert them to paper format.
Customize invoice templates or select from a wide variety of available templates.
Access various reports such as invoice usage reports, input invoice management, and sales summaries.
Unlimited device access with user account control and permission management by role.
Free data storage for up to 10 years.
Bulk upload of product and customer information.
Automatic updates when tax regulations or accounting practices change.