New e-invoice rules set tighter requirements on issuance timing, buyer data and error handling. These ten checks help businesses reduce the risk of disallowed expenses or amended returns.
E-invoicing makes issuing, sending and storing invoices easier, but it also makes every error visible: data reaches the tax authority almost instantly. New e-invoice rules continue to tighten requirements on issuance timing, buyer information and how incorrect invoices are handled. Drawing on its review work for clients, Corvane's tax team has compiled ten points worth checking before every filing period.
Output invoices
- 1. Issuance timing matches the transfer of goods or completion of services, rather than being batched at month-end.
- 2. Buyer details (name, tax code, address) are checked against registration data, with particular attention to customers who have recently changed name or address.
- 3. Incorrect invoices are handled through the correct adjustment or replacement procedure, with a written agreement with the buyer where needed.
- 4. Promotional goods, gifts and internal consumption are invoiced in line with guidance and not overlooked.
- 5. Revenue on invoices matches revenue recorded in the books and in the return for the same period.
Input invoices
- 6. Invoice status is checked on the tax authority's system before the expense is recorded.
- 7. The seller's operating status is checked periodically, especially for new suppliers and high-value transactions.
- 8. Payment evidence matches the invoice: the right payee, the right amount and a compliant payment method.
- 9. Supporting documents (contracts, delivery notes, acceptance records) show that the transaction actually took place.
Systems and processes
- 10. Permissions and retention: who can issue, who can sign digitally and who can cancel; invoice data is backed up and remains retrievable for the full statutory retention period.
“The biggest e-invoice risk usually lies not in the software but in the process: goods delivered today with the invoice left for next week, or a new supplier nobody has checked. A simple checklist run consistently every period is worth far more than a year-end clean-up.” — Mr Ly Gia Hung, Partner, Tax Advisory, Corvane Advisory
Putting it into practice
Businesses can assign one person to run this checklist two to three days before each filing deadline, recording any exceptions and how they were resolved. For businesses issuing thousands of invoices a month, automated reconciliation between the invoicing system, the accounting system and bank data is worth considering.
This checklist is general guidance; how it applies depends on each business's sector and business model. Businesses should also keep up to date with new guidance from the tax authority.
Corvane's full-service clients can access this checklist as a template on Corvane Portal, with a notes column for tracking the results of each period.
