No less units encounter situations: partners offering goods or services is for individual business households, businesses need an invoice for tax declaration. However, the question is: business have the invoice is not? – if it is, then in what conditions?
This article will help you – as a business owner, accountant or hr system implementation bill – understand the latest regulations of the business has allowed the bill or not, how to handle true when working with this target group. The whole content is written, combined with the updated tax policy latest practical guide.
1. Business have the invoice is not?
Answer the question: What business have the invoice is not?
YES. Pussy business be allowed to invoice if the tax payer according to the method declaration or have registered to use electronic invoices with tax authorities. However, not all business are the right invoice. The apartment can invoice or not depends on many factors such as:
| Criteria | Can receipt? |
| Pay tax according to the method declaration | ✅ Can export electronic invoice |
| Pay tax according to the method of exchange | ❌ No self-invoice, but can offer retail |
| Have registered to use the electronic invoice | ✅ Can |
| No registration bill | ❌ Can't |
| Has a revenue of over 100 million/year | ✅ Base to tax authorities review |
| Operation business casual | ❌ Able to apply for retail each |
Hint: If your business regularly deals with big business, should encourage registered partners use electronic invoice integration helps simplify the process of invoice, guarantee legality, save processing time and vouchers.
Define business role in the economy
According to Article 79 Decree 01/2021/ND-CP, business is due to an individual or a group of people (a family member) registration are responsible for the whole of his property for business activity. Business not having legal personality, is not mandatory to open a bank account, but still allowed many business industry, employers hiring.
In large quantities, the scattered diversity in the market, business is subject often deals with business – especially in the supply chain of goods and services short-term, small retail.
Business are required to produce an invoice?
According to the Decree 123/2020/ND-CP business has a revenue of over 100 million/year subject to payment of tax, if offer goods/services for organizations and businesses may be invoiced upon request of the buyer. However:
- Pussy pay the tax according to the method of exchange is not required to register electronic invoice, unless required from the buyer → In this case, can suggest provide separate invoices from the tax authority.
- Pussy pay the tax according to the declaration or subject to have regular bills will have to register to use electronic invoices have the code of the tax authority.
Businesses need to understand the nature of “questions” how to do it right from the start?
The business may invoice or not depends on the type of taxpayer, the scale of operation, the status register electronic invoice. Therefore, enterprises should:
- Carefully check the registration status of bills of partners before you sign the contract
- Hints partners use system electronic invoice as AccNet eInvoice, integrated with process, business accounting
- Note: if you can't invoice, businesses need plans to handle other to account for reasonable costs (to be presented in the following section)
Why many entrepreneurs interested in business have the invoice is not?
In the Vietnamese economy, individual business households accounted for 60-70% of the total number of business units, particularly popular in areas such as: supply of raw materials, transport, food and drink, office supplies, service, short,... When businesses purchase or lease the service from this object, the first problem arises: there is an invoice? If there is no invoice, the cost of that valid? Get a tax deduction not?
Added to that, from the date 01/07/2022, all the organizations and individuals subject to use invoice must apply the electronic invoice as prescribed in circular 78/2021/TT-BTC, the Decree 123/2020/ND-CP. This makes business need to understand: in the context of conversion of mandatory data business are required to use electronic invoice no, when then can export legal bills?
Therefore, the clarification of questions "business have the invoice is not" not only helps businesses ensure the legality of the tax, which also supports deployment of system efficiency electronic invoice.
2. Classification of business according to the ability to invoice
To determine whether a business can invoice or not, the business should understand how to classify businesses according to the method of tax calculation. Because of the way tax is a key factor determining the rights and obligations using the electronic invoice of each household. Here are 2 groups common business under current regulations, specific analysis about the possibility of the invoice of each group:
Business tax payment according to the method declaration
Business application method declaration is the scale big business, permanent, stable. They must fully implement the procedure for basic accounting such as bookkeeping, tax declaration, monthly, or quarterly, self calculating the tax payable. Main characteristics:
- Have large revenues, business activity, regular
- Have the tax code, the tax is declared periodically
- To sign up, set up, pay the tax, VAT, PIT, CIT
- Mandatory use of electronic invoices have the code of the tax authority
- Is the right to create, issue invoices for customers according to the transaction
The ability to invoice:
- Can electronic invoice for all transactions arising
- Can invoice VAT if the registered tax according to the method of deduction
- Is object suitable for business if you need the invoice, valid legal to accounting, tax deduction
Note for business:
- Case, the transaction with the declaration, the business can request valid invoice, the same as with normal business
- Before the transaction, should check out MST, bill status of this on the system of tax authorities to avoid receiving the wrong invoice is not valid
Business tax payment according to the method of exchange
This is the group accounted for the majority of businesses today, especially in the sector of small spaces, such as dining, transportation, retail, repair,... Pussy exchange not to tax the states that tax authorities will exchange the rate of tax payable based on the estimated actual revenue. Main characteristics:
- There is no obligation to report periodic tax
- No need for electronic invoicing, recurring
- Is tax authorities determine the amount of VAT, PIT,... payable quarterly
- Often personal, small business, do not hire professional accounting
- Don't be self-print or self-released electronic invoice
The ability to invoice:
- Can't export bill electronic regularly
- However, if the buyer (business) to ask for the bill, pussy exchange can do the recommended procedures provided by the tax authority each separate invoices for each transaction-specific
- Each time such households need to tax department, preparation of documents (paper proposed a bill, ID card, contract, receipt of goods...), take from 2-5 working days
Note for business:
- Transactions with securities should not be expected to get the bill right, especially in the case need to fold to the settlement, accounting
- If the transaction often, businesses can:
- Required to register to use electronic invoice
- Or choose the voucher replacement (will be mentioned in next section)
Quick comparison: Pussy declaration and exchange
| Criteria to distinguish | Pussy declaration | Pussy exchange |
| Business scale | Medium to large | Odd small-scale family |
| How to calculate tax | Declare, pay | The tax authority determined |
| Liability declaration | Yes, recurring monthly or quarterly | No, only pay tax under the exchange |
| Obligation of accounting | Have the store vouchers | Not mandatory record books |
| Use electronic invoice | Can register, released | Not printing, just please provide separate invoices |
| Frequency invoice | Flexible according to the needs transactions | Each track licensed from tax department |
| Trading business suit | Very suitable if you need invoice for withholding, accounting | Single transaction, not often |
Business need to do to determine the right kind of business?
Before the transaction, the business should verify the type of business, through:
- Registration certificate of private business
- Tax code of: checking the status on the website, the General department of Taxation
- Required to provide written work with the tax authority if you have doubt about the obligation to invoice
- Asked directly: “He/she may bill electronic't?” – this is a simple question but verify very fast fact
3. The business case should note when you get the bill from the business
Receiving bills from the business not just a matter of mere accounting, but also directly affect the rights, VAT, charged a reasonable cost, especially valid when the tax settlement. Here is the situation, enterprises need to keep in mind.
Big business is not VAT invoice can be issued – that affect the tax deduction not?
YES. When business does not invoice VAT (i.e. VAT invoice), the business will not be deducted input VAT for the transaction. This is direct losses on cash flow tax. For example:
- Business to buy raw materials from exchange prices 110 million
- Pussy no VAT invoice → can't separate the 10% VAT to deduct → damage 10 million
Hint: When working with partners-business, should be preferred have tax code, using the electronic invoice can export VAT invoices – avoid losses tax.
The bill from the business can be charged the cost reasonable?
BE, but need additional conditions. According to circular 96/2015/TT-BTC, so the cost is reasonable when calculating corporate INCOME tax, business need:
- Proof of payment non-cash (if from 20 million or more)
- There is evidence from adequate (invoice or receipt)
- Proven related to manufacturing operations – business
If no bills, you can replace it with:
- Minutes to confirm the transaction
- Receipt signed, ID card, MST
- Proxy details, statement, account transfers, get deals content
How to handle when the business has no bills
If the business can't request a business-level bills, have 3 manual handling fact:
| Situation | Manual handling suggestions |
| Small value, the transaction is not regular | Use receipt paper, to confirm the transaction |
| Transaction > 20 million, need reasonable cost | Transfer, have written certification, declaration of special costs |
| Transactions often need recurring bills | Suggest to register to use electronic invoice |
AccNet eInvoice provide simple solution, quickly, helps businesses can invoice the correct standard in 1 minute – even for people who do not specialize in accounting.
Risks commonly encountered & how to avoid them
- Non-deductible VAT → affect cash flow
- Costs, is not valid when settlement CIT → device arrears, penalty
- Bill wrong information, fake bills from not sign up → violations of tax laws
Business need:
- Have inspection procedures MST, bill status of partner
- Stored transaction records full
- Suggestions or support partners use software electronic invoice (the priority system synchronous)
4. Detailed instructions how to business is valid invoice
Though not mandatory to use invoice value-added (VAT), such as corporate, business can still invoice valid if compliance with procedural due process, and specifications prescribed by the tax authority. Below are the steps, conditions specific to the business done is this:
Step 1. Tax registration, identify the type of business
Before referring to the bill, businesses need to ensure has been granted tax code (MST). This is a prerequisite to trade legally, working with tax authorities.
- If no MST, to register at the local Tax department where the business location.
- The case of big business has 10 or more employees, or operations are large scale, the tax authority may request transition to business models.
Step 2. Choose the type of invoice matching
Under current regulations, businesses can use the invoice type the following:
| Types of bills | For any object | Characteristics |
| Bill of sale | Business declaration under the direct method | No line VAT |
| Bill electronic code CQT | Business need electronic invoice duly | Due to the tax level authentication code |
| Paper invoice (put in) | Just apply for some special cases | Must sign up in the invoice with tax authorities |
Note: According to the Decree 123/2020/ND-CP, from 01/07/2022, all-business when you need the invoice must use electronic invoicing.
Step 3. Sign up using electronic invoices with tax authorities
When it was determined need the invoice, business must perform:
- Send notification register to use electronic invoice (form M01 issued circular 78/2021/TT-BTC) up to the portal of the General department of Taxation (etax.gov.vn).
- Attachment: MST, information representative, business location, email, contact phone number.
Response time: Within 01 working day, tax authorities will respond to the result register.
Step 4. Electronic invoicing, send the tax to the code
Once approved, business done:
- Electronic invoicing with the full information:
- Information sell-side, buy-side
- Tax code (if any) of the buy
- Goods/services, quantity, unit price, amount
- Send invoices to the tax authorities to grant authentication code.
- After being granted a code, send invoices to customers via email or digital platforms.
Step 5. Storage electronic invoicing regulations
- Businesses have to archive invoices minimum of 10 years from the date of establishment, in format electronic.
- Responsible supply bill when being examined or collate data with tax authorities.
Step 6. Some note to avoid mistakes when invoice
- No invoice before the time of supply of goods/services.
- No blank or incorrect information, the purchaser (especially MST).
- Do not modify the contents bills after release – if wrong to invoice adjusted according to the regulations.
- Do not use the software cannot connect to the system of the directorate General of Tax.
Step 7. Business casual invoice, then why?
With those who only occasionally need the invoice (for example, selling for business requires a VAT invoice), may:
- Applicant proposed a bill electronic code of tax authorities, each arising.
- Form: Form no. 06/DN-PSĐT issued under circular 78/2021/TT-BTC.
- Sent on the portal of public services of the General department of Taxation, with a scan HĐMB, HĐKT, warehouse...
The tax authorities will review the code for each invoice a – in accordance with the no needs regular release.
5. The legal regulations related to the business invoice
The business has the right, obligation, cumshot, electronic invoice are specified in the text with current legislation. Businesses need to know to avoid misinterpretation or wrong treatment vouchers.
Decree 123/2020/ND-CP – legal Framework platform
- Provisions of the bill, vouchers apply to all business objects, including individual households
- Clause 2, Article 91: Big business has revenues of > $ 100 million/year to register tax code, the implementation of tax obligations
- Pussy declaration mandatory use of electronic invoices have the code of the tax authority
Circular 78/2021/TT-BTC guiding the implementation of electronic invoice
- Effect from the date 01/07/2022
- Business declaration, or use bills, mandatory switch to electronic invoicing
- Black exchange if the transaction have to ask for the bill, then perform recommended level of each invoices to the tax
This circular does not apply for exchange styled mandatory as for business, however still open door, encouraging them to use electronic invoice to simplify the process.
Dispatch instructions from the General department of Taxation – actual Update
- Dispatch 2393/TCT-CS (2022): Explain case black exchange possible please provide separate invoices for delivery to the organization
- Dispatch 6185/CT-WITHOUT (ho chi minh CITY.CITY): instructions for handling a reasonable cost to the business when the business has no bills
- Total Tax department also encourages business registration using platform electronic invoice to transparent transactions
Statistical fact: the rate of adoption of electronic bills of business
According to data from the General department of Taxation (the end of 2024):
- Almost 2 million households and business have been granted tax code
- In it, only about 30% of registered use of electronic invoices
- The industry applies the most: wholesale, transport, trade, raw materials, electronic equipment
This is the opportunity for businesses to proactively propose solutions with partners – promote them to join the ecosystem electronic invoice.
Practical suggestions: If you are a business often need an invoice from business to provide simple solutions – for example, use hints AccNet eInvoice for business, help them billed fast, standards legislation without the costs of administration complex.
6. Solutions for business when dealing with business't be bill
Not always big business also eligible to bill now. Here is the alternative solution to the business ensuring properly accounted law:
Contract principles & acknowledgment
- The contract made clear time, number, value
- Signed two parties, information business, with ID card
- Receipt, transfer full help prove transactions
Use voucher replacement
- Cash receipts
- Votes internal revenue
- Copy of bank transfer (specify)
- Acceptance certificate services (if rental services)
Encourage partners use electronic invoice
If the frequency trading high, so:
- Suggested use AccNet eInvoice for business
- Advice detail how to sign up, deploy for free
- Unit can support the original specifications
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“Business have the invoice is not?” - Business can invoice, but not all have rights and obligations as each other. Business need verification partner belongs to the type which registered the bill or not, to choose how to handle fitting. Summary:
- Big declaration: is bill electronic – should be the priority
- Black exchange: not to be – yes please-level retail
- If no bills, need to prepare vouchers valid alternative
To better control bills inputs, increase efficiency management accounting – business should choose the solution electronic invoice as AccNet eInvoice:
- Sync with financial processes, accounting
- Automatically check the validity invoice input
Support business-easy invoicing – legal right, save time
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