Automatic electronic invoice generation A comprehensive solution for multi-channel sellers.

According to the latest government regulations, businesses are now required to issue electronic invoices for each sales transaction. This makes revenue and profit reporting more transparent and accurate, while also ensuring full tax payment in accordance with regulations. However, for many sellers, especially those operating on multiple e-commerce platforms like Shopee, TikTok Shop, and Lazada, manually issuing invoices for dozens, even hundreds, of orders each day is a significant workload.

Understanding the difficulties faced by salespeople, GTG CRM has developed an automatic electronic invoice generation feature, completely freeing you from this time-consuming manual task. The system will automatically generate invoices as soon as an order is confirmed for shipment, ensuring 100% accuracy with the information from the actual order. You only need to set it up once, then you can fully focus on sales and customer service.

GTG CRM's automatic invoicing feature

GTG CRM fully automates the electronic invoicing process with two main features:

Automatic invoice generation: After you confirm the order's shipment, the system automatically generates an electronic invoice with complete product information, quantity, and value. You can choose to create a draft for review before issuance, or issue it immediately to save time.

Automatic invoice adjustment: When a customer returns a portion of a product in their order (for example, buying 3 products but only keeping 2), GTG CRM automatically generates an adjustment invoice to reflect the actual quantity. This helps you accurately record and manage your inventory.

The system fully supports the three most popular sales channels today: Shopee, TikTok Shop, and Lazada.

Installation and usage instructions

Step 1: Set up the automatic invoice generation feature.

Access the electronic invoicing settings in GTG CRM. Here, you will find two main settings: "Automatic Invoices" and "Automatic Adjustment Invoices".

To activate the feature, simply click the blue button next to the sales channel you want to apply it to: Shopee, TikTok Shop, or Lazada.

Important note: If you have already authorized the e-commerce platform to automatically generate invoices, you should not enable this feature in GTG CRM as it will result in duplicate invoices.

Step 2: Configure invoice information

After activation, you need to configure the basic information for the invoice:

• Invoice status: Select "Create draft" if you want to preview before publishing, or "Publish now" for full automation.
• Invoice creation time: By default, it is created immediately after warehouse release confirmation.
• Invoice template and symbols: Choose a template that suits your declaration needs.

Step 3: Process the order and generate the invoice automatically.

When new orders from e-commerce platforms are synchronized to GTG CRM, the orders will be in the "On Hold" status. You need to change the order status to "Waiting for Pickup" or "Delivering" to activate the process.

When you change the order status to "Pending Delivery", the GTG CRM system will automatically create the order.

After the order has been confirmed and changed to the "In Transit" status, the system will automatically generate a warehouse receipt. By confirming the warehouse receipt, the system will automatically create an electronic invoice.

You can check the automatically generated invoice in the "Electronic Invoices" section of the system. All information regarding products, quantities, and values ​​is accurately filled in from the original order.

Step 4: Process the adjustment invoice when the customer returns the goods.

In cases where a customer returns only a portion of a product, the invoice adjustment process is also fully automated. You simply re-enter the quantity of the returned product into your inventory and click confirm; GTG CRM will automatically generate the adjustment invoice for you.

Required condition: An adjustment invoice can only be created after the original invoice has been issued. If the original invoice is still in draft form, you need to issue the original invoice first.

Benefits of using this feature

• Significant time savings: Instead of manually entering information for each order, you only need to confirm the shipment and the system will automatically process everything.
• Absolute accuracy guaranteed: Invoice information is taken directly from actual orders, making the possibility of errors virtually zero.
• Flexible handling of special cases: Automatic invoice adjustments help to quickly handle situations where customers return goods.
• Focus on sales: No more worrying about administrative tasks like issuing invoices.
• Easy legal compliance: Ensure full invoicing is provided in accordance with the new regulations.

Important note

• Avoid activating the automatic invoicing feature on GTG CRM if you have already authorized the e-commerce platform to automatically generate invoices, to prevent duplicate invoices.
• Adjustment invoices can only be created after the original invoice has been officially issued.
• Carefully check the invoice template and symbols during initial installation.