기업소득세 신고 시 손금 인정 비용 및 전자세금계산서의 역할

When declaring corporate income tax (CIT), correctly identifying deductible and non-deductible expenses is crucial. This not only helps businesses legally optimize their taxes but also avoids risks from tax inspections and audits. Along with that, the electronic invoice system plays a key role in proving the reasonableness of these expenses.

This article will help you understand the types of reasonable expenses deductible when calculating CIT, as well as how GTG CRM supports businesses in managing invoices and documents effectively.

Basic Principles of Deductible Expenses

According to current Corporate Income Tax Law, expenses deductible when determining taxable income must meet all of the following conditions:

Conditions for Deductible Expenses

• Actual expenses incurred related to production and business activities
• Possess valid and legal invoices and documents as prescribed
• Expenses not included in the list of non-deductible expenses as stipulated by law
• Correctly and fully accounted for in the value of goods and services
• Fully declared in accounting and tax records

Common Types of Deductible Expenses

1. Raw Materials and Goods Expenses

• Cost of direct raw materials used for production
• Cost of goods purchased for sale
• Cost of supplies and tools

Note: Must have valid input VAT invoices and payment documents

2. Labor Expenses

• Wages, salaries, and allowances
• Social insurance, health insurance, unemployment insurance (employer's contribution portion)
• Occupational accident and disease insurance
• Trade union fees (according to prescribed rates)

3. Fixed Asset Depreciation Expenses

• Tangible fixed assets (factories, machinery, equipment...)
• Intangible fixed assets (software, copyrights...)
• Must be depreciated according to regulations

4. Outsourced Service Expenses

• Office and factory rental expenses
• Consulting, auditing, legal fees
• Transportation and delivery expenses
• Advertising and marketing expenses (within permitted limits)

5. Sales Expenses

• Goods transportation and storage expenses
• Packaging and wrapping expenses
• Commissions and trade discounts
• Promotional and advertising expenses (according to prescribed rates)

6. Business Management Expenses

• Stationery, electricity, water, telephone expenses
• Asset repair and maintenance expenses
• Asset insurance expenses
• Employee training expenses

7. Interest Expenses

• Interest on loans for production and business purposes
• Limit: Interest expenses must not exceed 150% of market interest rates (for unsecured loans or loans from related parties)

Non-Deductible Expenses

1. Expenses Without Valid Invoices and Documents

• Invoices not matching the business name or tax code
• Invoices without signatures or seals
• Invoices from businesses that are not operational or do not pay taxes

2. Administrative Fines

• Traffic violation fines
• Tax violation fines, late payment penalties
• Environmental, construction, etc. violation fines...

3. Expenses Unrelated to Production and Business Activities

• Personal expenses of business owners
• Charitable expenses (unless deductible according to regulations)
• Personal asset purchase expenses

4. Excessive Gift and Entertainment Expenses

• Entertainment expenses exceeding the permitted limit (10 million VND/occasion)
• Gift expenses without specific recipient lists

5. Invalid Provision Expenses

• Provisions for inventory devaluation (except for certain specific industries)
• Provisions for doubtful accounts receivable (except for credit institutions)

6. Other Expenses

• CIT, PIT (portion paid on behalf of employees)
• Interest on loans not supported by equity (exceeding ratio)
• Expenses from illegal transactions

Guide to Determining Deductible Expenses for Tax Filing

Step 1: Classify Expenses by Nature

Divide expenses into groups:

• Direct production costs
• Sales expenses
• Business management expenses
• Other expenses

Step 2: Verify Document Validity

Checklist:

• ✅ Valid VAT invoice available
• ✅ Payment document available (bank transfer, check...)
• ✅ Economic contract available (for large transactions)
• ✅ Liquidation or acceptance report available (if needed)
• ✅ Information on documents matches the business

Step 3: Compare with Permitted Expense Limits

Some expenses have maximum deductible limits:

• Advertising expenses: Not exceeding 15% of total deductible expenses
• Sales promotion expenses: Not exceeding 15% of total deductible expenses
• Entertainment expenses: Must have a list, not exceed reasonable limits
• Interest expenses: Not exceeding 150% of market interest rates (for unsecured loans)

Step 4: Record and Store Documents

• Sort documents by date of occurrence
• Number sequentially, create detailed ledgers
• Store fully as prescribed (minimum 10 years)
• Be prepared for inspections and audits

Step 5: Declare and Settle Taxes

• Fill in all expenses on the CIT return form
• Reconcile with accounting records
• Prepare complete financial statements
• Submit tax settlement documents on time

💡 Benefits of Managing Deductible Expenses

• ✅ Legal Tax Optimization: Transparently minimize the amount of tax payable
• ✅ Avoid Legal Risks: No penalties during tax inspections and audits
• ✅ Effective Financial Management: Understand cost structure, optimize profits
• ✅ Enhance Business Reputation: Ensure compliance with legal regulations
• ✅ Facilitate Loans and Partnerships: Transparent and complete document system

Important Notes for Expense Declaration

Be Cautious with Electronic Invoices

• Check invoice status on the tax portal before accounting
• Only accept invoices from active businesses
• Regularly reconcile with suppliers

Non-Cash Payments

• Prioritize bank transfers for large transactions (over 20 million VND)
• Keep bank transfer documents along with invoices
• Clearly state the payment purpose on the transfer order

Economic Contracts

• Large transactions (50 million VND or more) should have a contract
• Contracts must be signed before expenses are incurred
• Contract terms must be consistent with invoices and payment documents

GTG CRM - Automated Electronic Invoice Management Solution

To support businesses in managing invoices and documents effectively, GTG CRM offers a built-in automated electronic invoice generation feature:

Outstanding Features:

• 🧾 Automated Invoice Generation: Automatically create electronic invoices upon order completion
• 📊 Centralized Management: Store all outgoing invoices in one system
• 🔗 Integration with Invoice Providers: Connect with Sinvoice and MISA to issue legal electronic invoices as per regulations
• 🔗 Connect with Accounting Software: Easily synchronize invoice data to accounting software
• 📱 Instant Invoice Sending: Automatically send invoices via email/SMS to customers
• 🔍 Quick Search: Search invoices by various criteria

Connection with Electronic Invoice Providers

GTG CRM supports direct connection with:

Sinvoice

• Automatically push order data to Sinvoice upon sales completion
• Issue legal electronic invoices in accordance with the General Department of Taxation regulations
• Automatically receive invoice codes and digital signatures
• Synchronize invoice status (issued, canceled...)

MISA

• Integrates with the MISA electronic invoice system
• Issue VAT invoices, direct sales invoices from GTG CRM
• Automatically update invoice status from MISA to the system
• Supports easy invoice lookup and reconciliation

Benefits for Businesses:

• Save time on manual invoice processing
• Minimize errors during invoice generation
• Ensure compliance with electronic invoice regulations
• Support accurate and transparent tax filing
• Legally recognized invoices by the General Department of Taxation
• Completely automated process from sales to invoice issuance

Important Note: GTG CRM is a customer relationship and sales management system, not a tax filing tool. However, automated and accurate invoice management through integration with reputable invoice providers like Sinvoice and MISA will provide businesses with reliable and legal input data for their accounting and tax filing later.

Conclusion

Understanding deductible and non-deductible expenses for CIT declaration is fundamental for businesses to legally optimize taxes and avoid risks. Combined with an automated invoice management system like GTG CRM – integrated with reputable electronic invoice providers (Sinvoice, MISA) – businesses will have accurate, transparent, and legal data for accounting and tax purposes.