Step-by-Step Guide to E-Invoice Registration for Newly Founded Companies in Vietnam

Nhung Nguyen
Jul 6
6 min read

Everything You Need to Know Before Issuing Your First Electronic Invoice

Starting a new company in Vietnam involves more than obtaining an Enterprise Registration Certificate (ERC) and Tax Identification Number (TIN). Before you can legally issue invoices to customers, your business must complete the electronic invoice (e-invoice) registration process in accordance with Vietnamese tax regulations.

Since Vietnam has fully transitioned to mandatory electronic invoices, understanding the registration procedure is essential to avoid compliance issues, delays in sales operations, or administrative penalties.

This guide walks you through every step—from company incorporation to issuing your very first e-invoice.

Why Is E-Invoice Registration Required?

Under Vietnam's tax regulations, businesses are generally required to issue electronic invoices instead of paper invoices.

Electronic invoices help:

Reduce administrative costs
Prevent invoice fraud
Improve tax transparency
Enable real-time communication with tax authorities
Simplify accounting and auditing

A company cannot legally issue VAT invoices or sales invoices until its e-invoice registration has been approved by the tax authority.

Legal Framework

The primary regulations governing electronic invoices include:

Decree No. 123/2020/ND-CP
Circular No. 78/2021/TT-BTC
Guidance issued by the General Department of Taxation (GDT)

Businesses should always monitor updates issued by Vietnam's tax authorities as regulations continue to evolve.

Overall Registration Process

Company Registration

│

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Receive Enterprise Registration Certificate

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Receive Tax Identification Number

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Open Company Bank Account

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▼

Purchase Digital Signature

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Choose E-Invoice Provider

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Submit E-Invoice Registration

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Tax Authority Approval

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Issue First Electronic Invoice

Step 1 — Establish Your Company

Before registering e-invoices, your company must first complete incorporation.

Required documents include:

Enterprise Registration Certificate (ERC)
Tax Identification Number (TIN)
Company seal (if applicable)
Legal representative information

After incorporation, the tax authority automatically creates your tax profile.

Step 2 — Open a Corporate Bank Account

Although not directly required for e-invoice registration, nearly every company should open a business bank account because:

Customers usually pay via bank transfer.
Tax payments are made electronically.
Accounting software often integrates with banking.

Prepare:

ERC
Company seal
Legal representative identification
Appointment letter (if applicable)

Step 3 — Purchase a Digital Signature (USB Token or Cloud Signature)

Electronic invoices must be digitally signed.

The digital signature is used for:

Electronic tax filing
Tax payment
E-invoice issuance
Social insurance declarations
Customs declarations

Many providers now offer cloud-based signatures instead of traditional USB tokens.

Step 4 — Register Electronic Tax Services

Your business should activate electronic tax services through the General Department of Taxation portal.

This enables:

Tax declaration
Tax payment
E-invoice management
Tax notifications

Without an active electronic tax account, e-invoice registration cannot proceed.

Step 5 — Choose an E-Invoice Service Provider

Vietnam allows businesses to use licensed software providers that integrate with the tax authority.

A typical provider offers:

Invoice creation
Automatic numbering
Digital signature integration
XML generation
PDF invoices
Customer email delivery
Integration with ERP and accounting systems
Tax authority connectivity

Many accounting software solutions also include built-in e-invoice modules.

Step 6 — Prepare Registration Information

Typical information required includes:

Invoice Information

Choose:

VAT Invoice
Sales Invoice
Export Invoice (if applicable)

Specify:

Invoice symbols
Invoice templates
Numbering method

Step 7 — Submit E-Invoice Registration

The registration is submitted electronically through the tax authority system, usually via your chosen e-invoice software provider or the General Department of Taxation portal.

The application typically includes:

Registration declaration
Digital signature
Invoice usage information

Submission is completed electronically.

Step 8 — Wait for Tax Authority Approval

The tax authority reviews:

Company status
Tax registration
Business information
Invoice registration details

If approved:

✅ The company may begin issuing electronic invoices.

If rejected:

The authority usually provides the reason for rejection, allowing the business to correct and resubmit the application.

Step 9 — Configure Invoice Templates

Once approved, configure your invoice layout.

Common information includes:

Company logo
Company name
Tax code
Address
Contact information
Invoice number
QR code
Tax rates
Currency
Banking information

Many providers offer customizable templates that comply with legal requirements while reflecting your company's branding.

Step 10 — Test the System

Before issuing invoices to customers:

Verify that:

Digital signature functions correctly.
Invoice numbering is accurate.
VAT calculations are correct.
Customer information displays properly.
PDF and XML files are generated successfully.
Email delivery works as expected.
Accounting software integration is functioning.

Conducting internal testing helps prevent errors during live operations.

Step 11 — Issue Your First E-Invoice

Once everything has been tested:

Create invoice
Enter customer information
Input products/services
Calculate VAT
Digitally sign
Submit to tax authority (if required)
Generate PDF/XML
Send invoice to customer

The invoice is now legally valid.

Step 12 — Store and Manage Electronic Invoices

Vietnamese regulations require businesses to retain electronic invoices for statutory record-keeping periods.

Good practices include:

Secure cloud backup
Regular data backup
Access control
Audit logs
Integration with accounting software
Version management

Many providers offer secure archival and retrieval features to support compliance and audits.

Common Reasons for Registration Rejection

Some common issues include:

Problem	Solution
Invalid digital signature	Renew or correctly install the signature certificate
Incorrect company information	Update registration details
Inactive tax account	Complete tax account activation
Expired digital certificate	Renew the certificate
Missing required information	Review and resubmit the application

Best Practices

Use Integrated Accounting Software

Choose software that integrates:

Accounting
ERP
Sales
Inventory
Banking
Electronic invoices

This reduces manual work and improves data consistency.

Automate Invoice Issuance

Many companies automate invoice creation when:

Sales orders are completed
Goods are delivered
Services are accepted
Payments are received (where applicable)

Automation reduces manual effort and minimizes errors.

Maintain Customer Information

Incorrect customer details may require invoice adjustments or replacement invoices.

Verify:

Company name
Tax code
Address
Email
VAT status

before issuing invoices.

Frequently Asked Questions (FAQ)

Can a new company issue invoices immediately after incorporation?

No. The company must first complete e-invoice registration and receive approval from the tax authority.

Is a digital signature mandatory?

Yes. Electronic invoices must be digitally signed using a valid digital certificate.

Can e-invoices be integrated with ERP systems?

Yes. Most modern e-invoice platforms provide APIs for integration with ERP, accounting, CRM, POS, and e-commerce systems, enabling automatic invoice generation based on completed business transactions.

Can invoices be issued automatically?

Yes. Many businesses automate invoice issuance after:

Sales order completion
Delivery confirmation
Payment receipt (depending on business process)
Service acceptance

This improves efficiency and reduces manual intervention.

Conclusion

Registering for electronic invoices is one of the most important compliance steps for newly established companies in Vietnam. Although the process involves multiple stages—from purchasing a digital signature to obtaining tax authority approval—it can usually be completed efficiently with proper preparation.

By selecting a reliable e-invoice provider, ensuring accurate company information, and integrating your invoicing system with accounting and ERP platforms, your business can streamline billing, reduce administrative work, and maintain full compliance with Vietnamese tax regulations from day one.

As Vietnam continues its digital transformation, adopting a well-integrated e-invoicing solution is not only a legal requirement but also a strategic investment in operational efficiency and sustainable business growth.

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In practice, opening the corporate bank account usually comes before purchasing the digital signature, but the two steps are largely independent and can often be done in parallel.

Here's the recommended sequence for a newly established company in Vietnam:

Step	Activity	Reason
1	Obtain Enterprise Registration Certificate (ERC) and Tax Identification Number (TIN)	Establishes the legal entity.
2	Open a corporate bank account	Required for receiving customer payments, paying taxes, paying suppliers, and completing many business transactions.
3	Purchase a digital signature (USB Token or Cloud Signature)	Used to sign electronic tax filings, e-invoices, customs declarations, and other electronic documents.
4	Register electronic tax services	Requires the digital signature.
5	Register for e-invoices	Requires an active digital signature and tax account.

Why open the bank account first?

There are several practical reasons:

The bank account is needed early for day-to-day business operations.
Many digital signature providers require payment from the company's bank account.
Banks often ask whether the company already has or plans to obtain a digital signature, especially if they offer integrated digital banking services.
You may need the bank account to register for electronic tax payment shortly afterward.

Can you buy the digital signature first?

Yes. There is no legal requirement that the bank account must be opened first. As long as your company has:

Enterprise Registration Certificate (ERC)
Tax Identification Number (TIN)
Legal representative's identification

you can usually purchase a digital signature immediately.

Many newly incorporated companies complete both steps within the same week.

Recommended workflow for most companies

Company Incorporation

↓

Enterprise Registration Certificate (ERC)

↓

Tax Identification Number (TIN)

↓

Open Corporate Bank Account

↓