E-invoice Generated from Cash Registers – Mandatory Regulations and What Businesses Need to Know

With the rapid development of technology and the digital transformation trend in business management, the use of electronic invoices has become a mandatory regulation, replacing traditional paper invoices. However, for businesses operating in direct sales, particularly retail stores, supermarkets, restaurants, eateries, and shopping centers, etc, issuing electronic invoices is not always straightforward. To address this issue, the Vietnam government has introduced regulations on invoices generated from cash registers – a solution that helps businesses both comply with the law and optimize their sales processes.

However, many businesses are still unclear about this regulation:

• Who is required to use invoices generated from cash registers?
• How does this type of invoice work?
• What do businesses need to prepare for proper implementation?
• Will there be penalties for non-compliance?

If you are also concerned about these issues, this article will help you understand and proactively implement a system for invoices generated from cash registers to ensure compliance with legal regulations.

What is an E-Invoice Generated from a Cash Register?

An invoice generated from a cash register is a type of electronic invoice, but with one key difference: it is issued directly from a cash register connected to the tax authorities. This means that with every sales transaction, the system automatically generates an invoice while simultaneously transmitting transaction details to the tax authorities in real time, eliminating the need for businesses to manually process invoices as before.

Characteristics of E-Invoices Generated from Cash Registers

• They are electronic invoices but do not require the seller’s digital signature.
• There is no need to submit periodic tax reports since data is transmitted directly after each transaction.
• They apply only to businesses operating in specific sectors, mainly retail, food services, and hospitality.
• Transactions are immediately recorded in the tax system, allowing for stricter revenue and tax compliance monitoring

Benefits of E-Invoices Generated from Cash Registers​

• Minimizing Errors and Legal Risks: Since invoice data is automatically sent to the tax authorities, businesses no longer have to worry about discrepancies in reported figures or penalties due to incorrect tax declarations.
• Saving Time and Costs: Businesses do not have to submit periodic invoice reports or manually store and retrieve invoices.
  
• Enhancing Business Transparency: Tax authorities can closely monitor revenue, preventing tax evasion and reducing fraud in business transactions.
• Improving Customer Experience: Invoices are generated immediately after each transaction, allowing customers to quickly verify information and experience a more professional service.​
  

Mandatory Regulations on E-Invoices Generated from Cash Registers

Implementing invoices generated from cash registers is not just a technological solution but also a mandatory government regulation. According to Decree 123/2020/NĐ-CP and Circular 78/2021/TT-BTC, certain business sectors must use invoices generated from cash registers starting from 2023.

Who is Required to Use E-Invoices Generated from Cash Registers?​

According to regulations, businesses and individual business households engaged in direct sales to consumers are required to implement this system, including:

• Supermarkets, convenience stores, and grocery shops
• Restaurants, eateries, cafe, and bars
• Hotels, shopping malls, and cinemas
• Service businesses such as spas, hair salons, and gyms

These business models involve frequent, high-volume transactions and require a fast and transparent invoicing solution.

Requirements for E-Invoices Generated from Cash Registers

Businesses looking to implement this invoicing system must ensure the following:

• Registration: Businesses must register with the General Department of Taxation for using electronic invoices generated from cash registers.
• Compatible Software: The cash register must be equipped with software that supports direct connection to the tax system.
• Invoice Issuance and Delivery: The cash register must be capable of printing electronic invoices or sending them to customers via email/SMS.
• Data Standardization: The invoicing system must comply with the tax authorities' standard data formats to ensure seamless data synchronization.
• Invoice Integrity: Invoice information must be complete and accurate, with no modifications allowed after issuance.

Penalties for Non-Compliance

Under current regulations, businesses required to use invoices generated from cash registers but fail to do so may face administrative fines ranging from VND 10 million to 20 million. In severe cases, businesses may even be suspended from operations.

Therefore, businesses must promptly implement this system to avoid legal risks and ensure uninterrupted business operations.

Challenges Businesses May Face When Implementing This System

Despite the clear benefits and mandatory regulations surrounding invoices generated from cash registers, many businesses still face difficulties during implementation, particularly small businesses lacking modern management systems.

1. Difficulty in Integrating Electronic Invoices with Cash Registers

• Not all cash registers currently on the market support direct connectivity with the tax authorities. Many businesses may need to upgrade or replace their existing equipment.
• New software need to ensure compatibility with the current sales and accounting system.

2. Initial Investment Costs

• Many businesses are concerned about the costs of upgrading cash registers, integrating electronic invoicing software, and training employees.
• However, compared to the potential fines and legal risks, this investment is entirely reasonable and necessary.

3. Ensuring System Stability and Compliance

• Some businesses worry that continuously transmitting invoice data to the tax authorities might slow down transaction processing, particularly during peak hours.
• Choosing a stable and reliable system is crucial to prevent disruptions in sales operations.

4. Changes in Management Processes

• Sales and accounting staff must adapt to the new invoicing system.
• Business managers must enforce stricter monitoring to ensure compliance.

Viindoo’s Solution – Supporting Businesses in Implementing E-Invoices Generated from Cash Registers

Implementing a system for invoices generated from cash registers can be a significant challenge, especially for small businesses without modern management software or for those that have invested in sales software years ago, which has now become outdated and lacks scalability. 

Recognizing this challenge, Viindoo provides a comprehensive solution that helps businesses efficiently manage operations while ensuring compliance with regulations on invoices generated from cash registers.

Automated E-Invoice Creation and Transmission – No Manual Processing Required

Since electronic invoices generated from cash registers must ensure that every transaction is accurately recorded and transmitted in real time to the tax system, Viindoo automates the entire process of invoice generation, transmission, and storage, eliminating manual intervention, reducing errors, and saving time.

• Once a sales transaction is completed, Viindoo’s software automatically generates an electronic invoice in the required format set by the General Department of Taxation - without any manual input from staff.
• Invoice data is immediately transmitted to the tax system via an Internet connection, ensuring compliance without requiring additional declarations.
• Customers receive invoices via email or can easily retrieve them from tax data records, ensuring transparency and convenience.

No Need to Change Existing Hardware

One of the biggest concerns businesses have when implementing invoices generated from cash registers is the potential need to replace hardware, which can be costly and disruptive. However, Viindoo’s software is highly flexible and can operate on any Internet-connected device, allowing businesses to implement the system quickly without investing in new hardware infrastructure.

• No need to buy a new cash register, businesses only need to use existing devices with Internet connection such as cash registers, tablets, laptops or mobile phones.
• Viindoo POS operates on a web platform, compatible with popular POS machines on the market that businesses have previously invested in, helping businesses to access and use at any time.
• Easy to install and use, does not require businesses to have a specialized IT team to deploy and operate.

Viindoo is not just an e-invoicing software – It is a comprehensive business management solution

Viindoo is more than an e-invoicing software helps businesses issuing e-invoices from cash registers; it is a comprehensive business management system that meets all enterprise management needs on a single platform, eliminating the need for multiple separate software solutions.

Viindoo integrates all essential features to optimize business operations:

• Sales Management: Synchronizes data from multiple sales points, ensuring accurate revenue tracking.
• E-invoicing: Automatically generates and sends legally compliant invoices in accordance with the General Department of Taxation’s regulations.
• Accounting: Directly integrates with e-invoices, enabling accountants to monitor revenue, manage receivables, and generate financial reports with precision.
• Inventory Management: Updates stock levels in real time, allowing businesses to track inventory and optimize restocking.
• Human Resources & Timekeeping: Tracks employee working hours, calculates payroll, and manages workforce operations seamlessly.
• CRM & Marketing: Supports customer relationship management, after-sales service, and the execution of effective marketing campaigns.

Viindoo’s automated financial reporting system enables managers to monitor business performance anytime, anywhere:

• Aggregates revenue, profit, and expense data in real-time, facilitating quick and informed decision-making.
• Synchronizes data across departments, reducing errors and ensuring more effective financial oversight.
• Provides an intuitive reporting interface accessible remotely on any device, allowing managers to stay updated on business performance without waiting for manual reports.

Conclusion

The use of invoices generated from cash registers is not only a technological solution that helps businesses optimize their sales processes but also a legal requirement. Businesses that delay implementation may face legal risks, penalties, or even suspension of operations in cases of serious violations.

Therefore, if your business operates in retail, food and beverage services, hospitality, or any other industry required to adopt cash register-generated invoices, now is the right time to implement a compliant system to ensure full compliance with government regulations.