E-Invoice

Feature Introduction

E-Invoices is a crucial feature of GTG CRM that helps businesses manage all incoming and outgoing invoices centrally, automatically, and efficiently.

Why Manage E-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 resale	Incoming invoice (issued to you by suppliers)

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

Key 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 with GTG CRM
• Enable the "Automatic Invoice Collection" feature
• The system automatically retrieves invoices from email and imports them into the system

💡 Benefit: No more manual invoice downloads every month! All incoming invoices are neatly collected; accountants only need to download them to 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 aggregated 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 multiple departments or branches.

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

2. Outgoing Invoice Issuance (VAT)

GTG CRM has partnered with reputable e-invoice providers:

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

Easy Invoice Creation

• Select a suitable invoice template
• Enter buyer information (name, tax code, address)
• Add products/services with unit price, quantity, tax rate
• Supports product-specific discounts
• Preview PDF before issuing

3. Replacement Invoices

When adjustments are needed for issued invoices (customer returns, errors, etc.):

• Create a replacement invoice directly from the original invoice
• Adjust product information, quantity, and 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 below.

4. E-Invoice Cancellation

When an issued invoice needs to be fully canceled (incorrectly issued to a customer, serious errors, order cancellation, etc.), GTG CRM supports canceling e-invoices directly within the system for both providers:

Provider	Invoice Cancellation
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 journal entry — revenue, taxes, and accounts receivable are reverted to the correct balances without manual adjustments by the accountant.

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

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 Saving	Automatic collection of incoming invoices from email
Centralized Management	All incoming/outgoing invoices in one place
Provider Integration	Issue invoices directly via S-Invoice, MISA
Easy Reporting	Accountants can easily download and prepare tax reports
Replacement Invoices	Quickly process adjustments and returns
Safe Invoice Cancellation	Cancel S-Invoice/MISA invoices in one step — automatic JE reversal, self-reconciling ledgers
Dedicated Invoice Mailboxes	Aggregate incoming invoices into a private mailbox, with permissions and source filtering
Accounts Receivable Tracking	Know the payment status of each invoice

Integration with GTG CRM

E-invoicing is deeply integrated with other GTG CRM modules:

• Customer Management (CRM): Link invoices to customers
• Order Management: Automatically issue invoices upon order completion
• Reporting: Summarize revenue and expenses by invoice

Conclusion

GTG CRM's E-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 JE reversal and self-reconciling ledgers - ✅ Save time for accountants - ✅ Comply with tax regulations

Experience it today!

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