Guide to Issuing International Electronic Invoices on GTG CRM

What you can do after this guide

Choose an invoicing market (apply account system + tax + currency) → check the invoicing network in the Connection section → (when needed) connect your own account or token → create an international invoice that complies with the buyer's country's standards → issue and send via the appropriate network/gateway → track transmission status and download the invoice PDF according to the template. All in one system, no need for separate invoicing software for each country.

Preparation

1. Log in to GTG CRM, with Invoice Management (ERP) permission. — To create and issue invoices.

2. Have Chart of Accounts Management permission. — To apply the account system by country in Step 1.

3. Have your business's tax identity in the invoicing market (tax code / UEN / NIP…). — A valid invoice requires the correct seller's tax identity.

4. (For markets with government gateways, e.g., Poland) Have a KSeF authorization token obtained from the government gateway. — To submit invoices through the KSeF gateway.

5. The invoicing market is in a ready state. — Some markets are still under development; in such cases, you can still save drafts, and official submission will be enabled later.

Step 1 — Select Market & Apply Account System

Go to Accounting → Setup.

In the country selection section, choose the country where you will issue invoices — for example, Singapore (or Poland, Japan, Malaysia…).

Click Apply to create the account system, set accounting standards, currency, and tax profile for that country.

✅ Expected Result: The workspace displays the correct accounting standards and currency of the country you selected (e.g., Singapore: SFRS standards, SGD currency, 9% GST tax). A new chart of accounts appears in the account list.

💡 Tip: Each workspace uses one country/accounting standard. To change the country, you must Reset first. After posting transactions, the chart of accounts will be locked to protect your books.

Step 2 — Check Invoicing Connection

Go to Settings → Invoicing → E-invoice Connection.

Check the Network and Status sections: - For Peppol markets currently operating on GTG's default network (Singapore, Japan, Malaysia, and 16/27 EU member states — check your country here before invoicing): the status is usually "Using GTG's default network" — you can invoice immediately without setting up an account. Australia and the remaining 11 EU countries (including France, Italy, Spain) are NOT yet operating on the default network — your invoices will be saved as drafts until the connection is ready (see "Market Roadmap" below). - For markets with government gateways (e.g., Poland — KSeF): the page displays fields to enter (NIP tax code + KSeF token) — the KSeF connection is NOT yet active on GTG CRM; these fields are displayed for when the connection becomes active, and Polish invoices will currently be saved as drafts.

✅ Expected Result: You can clearly see whether your invoice will go through GTG's default network or requires a separate account/token connection; and the "Connect your own" button is available if you want self-management.

Step 3 — Connect Your Account or Token (When Needed)

Skip this step if you are using GTG's default network for Peppol markets. Perform this step when you want to invoice under your own account (BYO), or when the market requires a connection (e.g., Poland — KSeF).

On the Connect Release page, click Connect your own.

Enter information by market: - Peppol (BYO): Account ID + API Key (and Base URL if available). - Poland (KSeF): Tax Identification Number (NIP) + KSeF Token (paste the token obtained from the government portal) — this connection is currently NOT active; pasting the token here does not yet allow issuing to KSeF.

Click Verify & Connect.

✅ Expected Result: the system verifies the key/token upon connection. If correct, the status changes to "Connected — your own", displaying a masked identity (e.g., acct •••1580) and the connection date, along with a Disconnect button. If the key is incorrect, the page shows an error immediately and does not save.

ℹ️ Keys/tokens are stored encrypted and never displayed again. You can Disconnect at any time to return to GTG's default network.

Step 4 — Create International Invoice

Go to ERP → Invoices → New Outgoing Invoice.

For the Peppol market, the form displays a blue banner "E-invoice ready via GTG (Peppol) network — no need to set up your own account" (without supplier fields/invoice number/serial number like Vietnamese invoices).

Enter the buyer's information, paying attention to the tax ID field which has its label dynamically changed by country — for example, Singapore shows "GST Reg No (UEN)". Enter a valid ID (e.g., 200912345A).

Select/leave the currency according to the market (e.g., SGD); check the displayed exchange rate.

Add line items, for example: Consulting services · Quantity 1 · Unit Price 1,000 · Tax 9%.

Click Save as Draft.

✅ Expected Result: the draft invoice is created, displaying the correct tax and total amount (e.g., GST S$90.00, total S$1,090.00). If you enter an incorrectly formatted tax ID (e.g., 12345), the field turns red immediately: "The GST Reg No (UEN) is not valid" and will not allow saving.

Step 5 — Issue Invoice

Open the draft invoice just created.

Click Issue Invoice.

In the confirmation box, review the information and click Confirm.

✅ Expected Result: a notification "Invoice issued successfully" is displayed, and the screen returns to the E-Invoice Management list. The invoice is sent through the appropriate network/portal, and a transaction code is received.

ℹ️ The KSeF (Poland) connection is not currently active on GTG CRM, so this step does not apply to Poland yet — Polish invoices will be saved as drafts until the connection is ready.

Step 6 — Track Transmission Status & Download PDF

In the E-Invoice Management list, open the invoice that was just issued.

View the invoice's activity log — milestones like *sent → delivered/accepted → (if applicable) rejected with reason* on the network.

Click Download PDF to get the invoice in a standard format.

✅ Expected Result: the activity log displays the invoice's transmission status (e.g., *sent via Peppol*, then *delivered/accepted*). The downloaded PDF version matches the document label, tax label, and market currency.

ℹ️ Some markets being implemented may not yet have official sending enabled or sufficient transmission status — in which case you can still create and save invoices as drafts; statuses will be fully displayed when the market is ready.

Quick Reference for Expected Results

Select country in Accounting → Setup — Apply the correct accounting standards, currency, and tax for that country (e.g., Singapore: SFRS, SGD, GST 9%)

Open the Issuance Connection page — See the issuance network + status ("Using GTG's default network" or fields that need input)

Authenticate & Connect Account/Token — "Connected — your account", display masked identity + Disconnect button

Enter invalid tax ID format — Field turns red with "The … is not valid", prevents saving

Save invoice as draft — Draft invoice with correct tax and total amount according to the market

Issue invoice — "Invoice issued successfully" + redirects to the Electronic Invoice Management list

Open issued invoice — Activity log shows transmission status; Download PDF button is active

Notes

Permissions: requires **Invoice Management (ERP)** permission to issue and **Account System Management** permission to apply account systems by country.

One workspace = one country/accounting standard. To change country, **Reset** first; after entries are made, the account system is locked.

GTG's default network vs. your account: for active Peppol markets (Singapore, Japan, Malaysia, 16/27 EU countries), you can issue immediately using the default network; connecting your own account (BYO) is optional. For government gateways like KSeF, you need to paste the token before issuing — KSeF connection is NOT yet active on GTG CRM.

Market Roadmap: capabilities will be opened by market. Markets under implementation still allow creation/draft saving; official sending will be enabled when ready.

To issue invoices within Vietnam, refer to the article "Guide to Issuing Electronic Invoices with GTG CRM — From A to Z" — this article is only for international / cross-border invoices.