E-Invoice Automated invoice processing – easy tax reporting

Introduction to Features

Electronic Invoices is a key feature of GTG CRM that helps businesses manage all incoming and outgoing invoices in a centralized, automated, and efficient manner.

Why Manage Electronic Invoices?

In business, there are two most important concepts:

Concept	Description	Invoice Type
Revenue	Money earned from sales	Outgoing invoice (issued to customers)
Cost	Money spent on purchasing goods for sale	Incoming invoice (issued by supplier to you)

GTG CRM makes it incredibly easy for you to issue invoices and manage invoices!

Outstanding Features

1. Incoming Invoice Management

Manual Invoice Upload

• Drag and drop or select PDF invoice files
• System automatically recognizes and extracts information
• Supports complex invoices with multiple products

Automatic Collection from Email

This is a special feature of GTG CRM!

• Connect your business email to GTG CRM
• Enable the "Automatic Invoice Collection" feature
• System automatically retrieves invoices from email and imports them into the system

💡 Benefit: No more downloading invoices manually every month! All incoming invoices are collected neatly, and accountants just need to download them and prepare tax reports.

Dedicated Invoice Mailboxes

Now you can create dedicated invoice mailboxes — completely separate from customer service email channels (messaging).

• Create one or more mailboxes exclusively for incoming invoices (e.g., invoice@company.com, accounting@company.com)
• Separate Permissions: Only authorized personnel (accountants, financial managers) can view the invoice mailbox — regular business emails won't be mixed in
• All invoices sent to these mailboxes are automatically gathered into the "Incoming Invoices" list
• The "Incoming Invoices" list can be filtered by source mailbox — you'll know exactly which invoice came from which mailbox, eliminating confusion between different departments or branches

💡 Benefit: Incoming invoices no longer get buried in customer service inboxes. Accountants have a clean, separate "invoice repository" that can be filtered by source — making month-end reconciliation much faster.

2. Outgoing Invoice (VAT) Issuance

GTG CRM is integrated with reputable electronic invoice providers:

Provider	Description
S-Invoice (Viettel)	Viettel electronic invoices
MISA	Accounting software and electronic invoices

Easy Invoice Creation

• Select the appropriate invoice template
• Enter buyer information (name, tax ID, address)
• Add products/services with unit price, quantity, tax rate
• Supports discounts per product
• Preview PDF before issuing

3. Replacement Invoices

When an issued invoice needs to be adjusted (customer returns, errors...):

• Create a replacement invoice directly from the original invoice
• Adjust product information, quantity, price
• System automatically links to the original invoice

💡 Note: Replacement is just one method of post-issuance adjustment. If an invoice needs to be completely canceled (not adjusted), use the Cancel Invoice feature in the section below.

4. Electronic Invoice Cancellation

When an issued invoice needs to be fully canceled (wrong customer, serious error, order cancellation...), GTG CRM supports canceling electronic invoices directly within the system for both providers:

Provider	Cancel Invoice
S-Invoice (Viettel)	✅ Direct cancellation via API
MISA	✅ Direct cancellation via API

• Open the issued invoice → select "Cancel Invoice" → confirm
• GTG CRM sends the cancellation command to the provider (S-Invoice/MISA) and updates the invoice status
• Automatic Journal Entry Reversal (JE reversal): if the invoice has been recorded in the accounting ledger, the system automatically creates a reversing entry — revenue, tax, and payables are restored to their correct balances, requiring no manual adjustment by the accountant

💡 Benefit: Canceling an invoice is no longer a process of "logging into the provider's software separately + manual ledger correction." One action in GTG CRM — the invoice is canceled correctly, and the ledgers automatically reconcile. (See more about double-entry bookkeeping in the Accounting feature set of GTG CRM.)

5. Synchronization & Management

• Synchronize invoices from providers to GTG CRM
• Download PDF of issued invoices
• Edit invoice information when needed
• Track payment status (Paid / Unpaid)

Benefits for Businesses

Benefit	Description
Time Savings	Automatic collection of incoming invoices from email
Centralized Management	All incoming/outgoing invoices in one place
Provider Integration	Issue invoices directly through S-Invoice, MISA
Easy Reporting	Accountants can easily download and prepare tax reports
Replacement Invoices	Quickly handle adjustments and returns
Safe Invoice Cancellation	Cancel S-Invoice/MISA invoices in one action — automatic journal entry reversal, ledgers reconcile automatically
Dedicated Invoice Mailbox	Consolidate incoming invoices into a dedicated mailbox, with permissions and source filtering
Debt Tracking	Know the payment status of each invoice

Integration with GTG CRM

Electronic invoices are deeply integrated with other modules of GTG CRM:

• Customer Management (CRM): Link invoices to customers
• Order Management: Automatically issue invoices upon order completion
• Reporting: Statistical analysis of revenue and expenses based on invoices

Conclusion

GTG CRM's Electronic Invoice is a comprehensive solution that helps businesses: - ✅ Automate incoming invoice management (with dedicated invoice mailboxes and source filtering) - ✅ Easily issue VAT invoices - ✅ Safely cancel invoices — with automatic journal entry reversal and reconciled ledgers - ✅ Save time for accountants - ✅ Comply with tax regulations

Experience it today!

Document belongs to GTG CRM - Comprehensive Customer Relationship Management System