E-Invoice

Feature Introduction

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

Why Manage E-Invoices?

In business, there are two most important concepts:

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

GTG CRM helps you issue invoices and manage invoices extremely easily!

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

💡 Benefit: No need to download invoices manually every month anymore! All incoming invoices are collected neatly, and accountants only need to download 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 specifically for incoming invoices (e.g., invoice@company.com, ketoan@company.com)
• Separate permissions: only authorized personnel (accountants, financial managers) can view the invoice mailboxes — regular business emails will not be mixed in
• All invoices sent to these mailboxes are automatically grouped into the "Incoming Invoices" list
• The "Incoming Invoices" list can be filtered by source mailbox — know exactly which invoice came from which mailbox, no more confusion between different 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 — reconciliation at the end of the month is much faster.

2. Outgoing Invoice (VAT) Issuance

GTG CRM has partnered with reputable e-invoice providers:

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

Easy Invoice Creation

• Select the appropriate invoice template
• Enter buyer information (name, tax code, 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, etc.):

• 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 handling after issuance. If an invoice needs to be completely canceled (not adjusted), use the Cancel Invoice feature in the section below.

4. E-Invoice Cancellation

When an issued invoice needs to be fully canceled (issued to the wrong customer, serious errors, order cancellation...), GTG CRM supports canceling e-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: if the invoice has been recorded in the accounting books, the system automatically creates a reversal entry — revenue, tax, and liabilities are restored to the correct balance, requiring no manual adjustment by the accountant

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

5. Synchronization & Management

• Sync 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 handle adjustments and returns
Safe Invoice Cancellation	Cancel S-Invoice/MISA invoices in 1 step — automatic journal reversal, books reconcile automatically
Dedicated Invoice Mailbox	Collect incoming invoices into a dedicated mailbox, with permissions & source filtering
Debt Tracking	Know the payment status of each invoice

Integration with GTG CRM

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

• 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 to help businesses: - ✅ Automatically manage incoming invoices (with dedicated invoice mailboxes, source filtering) - ✅ Easily issue VAT invoices - ✅ Safely cancel invoices — automatic journal reversal, books reconcile automatically - ✅ Save time for accountants - ✅ Comply with tax regulations

Experience it today!

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