In business operations, managing invoices and products are two key factors that determine operational efficiency and legal compliance. To understand the importance of automation solutions, we need to analyze the needs of each customer group in detail.

Analyzing Customer Needs by Group

1. Household Business

Key legal characteristics

According to Government Decree 01/2021, household businesses have the following characteristics:

• Unlimited liability : The head of the household is liable with all personal assets for business activities.
• Lack of legal personality : Operating under the name of an individual, not as an independent legal entity.
• Quantity limit : Each individual/household is only allowed to register one business.
• Integrated financial management : All income from personal and business accounts is counted as household income.

Financial management challenges

Household businesses often face the following difficulties:

1. Difficulty separating personal and business income : All accounts are considered sources of household income.
2. Double tax calculation method : Applying both the declaration method and the lump-sum method as prescribed.
3. Separation of accounts required : Decision 3389 recommends opening separate accounts for business operations.
4. Managing input invoices : It is necessary to keep complete records of expense invoices for accurate tax declaration.

Specific needs

• A simple, user-friendly product management solution for homeowners without in-depth accounting knowledge.
• Automatically collect and categorize input invoices (expenses) from various sources.
• Simple financial reports help capture monthly revenue and expenses.
• Issue invoices quickly for retail customers.

2. Small and Medium-sized Enterprises (SMEs)

Operating characteristics

• Having legal personality : Limited liability within the scope of registered capital.
• Staff size : 5-50 employees, requiring clear delegation of authority.
• Multiple sales channels : Online, offline, dealers, distributors
• Accounting system : There is a dedicated accounting department.

Management challenges

1. Large volume of invoices : Hundreds of input/output invoices per month
2. Managing diverse products : Multiple SKUs, multiple suppliers, multiple units of measurement.
3. Complex tax reporting : Input/output VAT, corporate income tax settlement.
4. System integration : Requires connection with accounting software (MISA, MISA AMIS, etc.)
5. Traceability : Managing shipments, expiration dates, and origin of goods.

3. Large Businesses & Corporations

Operating characteristics

• Large scale : Over 100 employees, multiple branches and subsidiaries.
• Multi-industry : Operating in various business sectors.
• ERP system : Already has a comprehensive management system (SAP, Oracle, etc.)
• Complex process : Multi-level delegation of authority, strict approval process.

Introducing GTG CRM Solution

After a detailed analysis of the needs of each customer group, GTG CRM provides a comprehensive solution with two core features :

Automatic Electronic Invoice Generation

Direct connection with reputable suppliers

GTG CRM has deeply integrated with two leading electronic invoicing providers in Vietnam:

Automated invoicing process

Step 1: Configure the connection once.

• Log in to GTG CRM → Settings → Electronic Invoices
• Choose a provider (S-Invoice or MISA)
• Enter the authentication information (API key, username/password).
• The system automatically checks the connection and synchronizes the invoice template.

Step 2: Create an invoice in 3 minutes

1. Select "Create new invoice" from the order or create it manually.
2. Fill in the buyer's information: Company/individual name, Tax identification number (if a business), Address, email address for receiving invoices.
3. Adding products/services: Search from the available product catalog, enter the quantity, automatically fill in the unit price from the price list, select the tax rate (0%, 5%, 8%, 10%), apply discounts if available.

Step 3: Preview and Export

• Preview the PDF invoice before officially issuing it.
• Verify buyer information, product details, and total price.
• Click "Generate Invoice" → The system automatically: Sends a request to S-Invoice/MISA, receives the invoice code and digitally signs it, sends the invoice as a PDF email to the customer, and stores it in GTG CRM.

Processing replacement invoices

When it's necessary to adjust an issued invoice (customer returns goods, incorrect quantity/price, etc.):

1. Find the original invoice in the list.
2. Select "Create a replacement invoice"
3. Adjust the information that needs correction.
4. Automated system: Cancel the old invoice according to regulations, issue a new invoice with the note "Replace invoice number...", link the two invoices for retrieval.

Professional Product Management

Multi-tiered product management structure

Product classification

• Create parent-child categories with no level limit.
• Example: Electronics → Mobile Phones → Samsung → Galaxy S Series
• Easy to search and filter by category.

Detailed product information

• Automatic or custom SKU code
• Product name (Vietnamese + English)
• Detailed descriptions, diverse images.
• Basic units of measurement and conversion units
• Purchase price, selling price (prices can be set by channel)
• Applicable tax rates (0%, 5%, 8%, 10%)

Variant Management

• Attributes: Color, size, capacity...
• Each variant has its own SKU and price.
• Inventory management by variant

Logistics integration

• Real-time inventory tracking
• Warning: Out of stock, expiring soon.
• Inventory management by batch (inflow/outflow/stock).

Automatic Input Invoice Collection Feature

This is an exclusive feature that saves accountants dozens of hours each month.

How it works

Step 1: Connect your business email.

• Go to Settings → Email Integration
• Enter your email address to receive invoices (Gmail, Outlook, etc.).
• Grant access (using secure OAuth 2.0)

Step 2: Enable automatic collection

• Select "Automatically collect input invoices"
• The system scans emails periodically (every hour or every day).
• Automatically recognize PDF invoice files from popular vendors.

Step 3: Automatically extract information

GTG CRM uses AI OCR to read invoices and extract information:

• Supplier name, tax identification number
• Invoice number, invoice date
• List of products/services
• Total amount before tax, VAT, total payment

Step 4: Confirm and save

• The accountant checks the extracted information.
• Adjust as needed (the system learns and improves accuracy).
• Classify into the appropriate expense category.
• Label it "Paid" or "Unpaid"

Practical benefits

Practical Usage Scenario

Scenario 1: Online Fashion Business

Background : Ms. Mai runs an online clothing business, receiving 200 orders per month and sourcing her goods from 5 suppliers.

Previous problem :

• You have to create the invoice manually or use Excel.
• Unable to track incoming invoices.
• Filing tax returns takes up the entire last day of the month.

After using GTG CRM :

1. Product management : Import 50 clothing samples with color/size variations → 200 SKUs generated.
2. Automatic invoice generation : When a customer places an order → Automatically generate an invoice → Send an email to the customer.
3. Collecting input invoices : Receive invoices via email from suppliers → Automatically enter them into the system.
4. Tax reporting : Generate input/output tax reports in 10 minutes at the end of the month.

Results : Saving 15 hours/month, revenue increased by 30% by focusing on sales instead of administrative tasks.

Scenario 2: Medical Equipment Distribution Company

Context : The company has 20 employees, 500 products, and 1000 invoices per month.

Previous problem :

• I'm using MISA Accounting, but I have to enter data twice (using a separate CRM and MISA software).
• The sales staff didn't know if the item was in stock or sold out.
• Issuing invoices through MISA takes 5 minutes per invoice.

After using GTG CRM :

1. MISA integration : GTG CRM ↔ MISA two-way synchronization
2. Inventory management : Employees can view real-time inventory on the CRM.
3. One-click invoice generation : From Order → Invoice Generation → Automatically imported into MISA
4. Sales report : CEO views reports by product, region, and employee.

Results : Reduced administrative time by 50%, increased sales staff efficiency by 25%.

Overall Benefits

Increase Productivity

• Save 10-20 hours per month on administrative tasks.
• Issuing invoices is 5 times faster than manual methods.
• Automate 80% of the process for collecting and processing input invoices.

Reduce Costs

• No need to purchase invoicing software separately.
• Reduce accounting staff through automation.
• Avoid tax penalties due to errors or missing invoices.

Compliance with the Law

• 100% of invoices are valid according to the regulations of the General Department of Taxation.
• Store all electronic invoices for 10 years.
• Ready for audit at any time.

Important Note

Regarding Electronic Invoices

1. Registration with the provider (S-Invoice or MISA) is required before use.
2. Service fee : Approximately 500,000 - 1,000,000 VND/year depending on the package.
3. Issued invoices cannot be deleted ; only replacement/amended invoices can be created.
4. A stable internet connection is required to synchronize with your provider.

Regarding Product Management

1. Data should be standardized before import (SKU code, product name, unit of measurement).
2. Conduct regular inventory checks to ensure accurate stock levels.
3. Granting user permissions to prevent arbitrary price/product editing.
4. Regular data backups (GTG CRM automatically backs up daily).

Regarding Automated Invoice Collection

1. OCR accuracy : ~95-98%, manual verification is still required.
2. Only standard PDF format is supported (images to be converted).
3. Business email : It's recommended to use a separate email address to receive invoices to avoid confusion with personal emails.

Conclude

GTG CRM provides a comprehensive and automated solution for invoice and product management, suitable for businesses of all sizes, from small businesses to large corporations.

• Automatically generate invoices directly linked to S-Invoice & MISA.
• Automatically collect input invoices from email.
• Professional product management with variations and inventory.
• Instant reports on revenue, expenses, and profits.
• Comply 100% with Vietnamese laws and regulations.

Experience it today to free up your time and focus on business development!