Comparison of Real-Time vs. Batch E-Invoice Issuance

E-invoice issuance has become mandatory for all businesses in Vietnam. Especially since July 1, 2022, enterprises are required to adopt electronic invoices in accordance with the General Department of Taxation’s regulations. During this transition, businesses can choose between two common issuance methods: real-time issuance and batch issuance. Each method has its own characteristics, advantages, and limitations, suited to different contexts.

What is Real-Time Invoice Issuance?

Real-time issuance refers to the process of generating and sending an e-invoice immediately at the time of transaction, with invoice data being transmitted to the tax authority almost instantly. Specifically, for e-invoices with tax authority codes, businesses must submit invoice data to the General Department of Taxation’s portal to request a code before issuing it to the buyer. With online connectivity, each invoice is quickly authenticated and approved—usually within seconds—ensuring legal validity before reaching the buyer.

This method is instant and continuous. Invoices are issued immediately after a transaction. The e-invoice system automatically connects to the tax authority to transmit data in real-time or within 24 hours. From the buyer’s perspective, the invoice is received almost instantly via email or an online lookup portal after payment.

What is Batch Invoice Issuance?

Batch issuance refers to the process of compiling multiple invoices and issuing them at once. Unlike issuing each invoice individually in real time, businesses may choose to create a batch of invoices (e.g., at day’s or month’s end), then digitally sign and issue them all at once. The data is then sent to the tax authority in aggregate form instead of transmitting each invoice separately at the time of creation.

This method is periodic and centralized. It is often used when businesses generate a large volume of invoices in a short timeframe or operate on a fixed billing cycle (e.g., utilities, telecom). Per tax authority regulations, some sectors are permitted to send batch invoice data periodically, such as telecom, insurance, finance, aviation, securities, and utilities. The deadline for submitting batch invoice data aligns with VAT declaration deadlines—no later than the 20th of the following month (for monthly reporting) or the last day of the first month of the next quarter (for quarterly reporting). Thus, invoices may be issued to customers first and reported to the tax authority later, provided data is securely stored and ready for submission.

In certain retail sectors, batch issuance is applied even more flexibly. For example, fuel retailers can summarize all daily retail invoices by item and send the summary to the tax authority the same day, reducing the frequency of data submissions while ensuring timely tax authority updates.

Pros and Cons of Real-Time vs. Batch Issuance

Each invoice issuance method has distinct benefits and drawbacks. The table below outlines a quick comparison:

Real-Time Issuance: Timely and Transparent

The biggest advantage of real-time issuance is timeliness and transparency. Businesses avoid late penalties, and the tax authority can immediately monitor revenue, reducing the risk of non-compliance. Customers are satisfied with instant invoices, aiding in their cost tracking. However, this method heavily relies on stable technology and internet. In case of system or network failure, invoicing may be delayed. While tax laws do account for system errors, businesses should still have contingency plans to ensure operations aren’t interrupted.

Batch Issuance: Efficient and Scalable

Batch issuance offers more flexibility in timing. Accountants can pick optimal moments (e.g., end-of-day) to sign and issue invoices in bulk, saving time compared to processing them one by one. For thousands of invoices, modern platforms can now support bulk issuance and digital signatures at scale (up to 60,000 invoices/hour). However, since revenue and tax data are only updated periodically, real-time tracking isn’t possible. Also, strict adherence to reporting deadlines is crucial to avoid missed filings, requiring a well-structured internal process.

How FPT.eInvoice Supports Both Methods

FPT.eInvoice, developed by FPT, is certified by the General Department of Taxation to meet all legal and technical standards per Decree 123 and Circular 78. It is designed to efficiently support both issuance methods.

Real-Time Issuance with FPT.eInvoice

Businesses can issue invoices via the software interface or integrate via API with their ERP systems. After e-signing, data is transfmitted to the tax authority through FPT.TVAN, receiving approval within seconds. Leveraging FPT’s robust infrastructure (e.g., FPT CA Cloud for digital signatures), the system can process 60,000 invoices/hour while maintaining security. Upon approval, invoices are automatically sent to customers or made available via portal lookup. Real-time status tracking helps accountants identify and correct any errors promptly.

Batch Issuance with FPT.eInvoice

The platform allows mass creation and issuance of invoices with ease. Businesses can import data from Excel or ERP systems, then sign and approve all at once using centralized signing features. Invoices are submitted sequentially to the tax authority without overloading the system. Post-issuance, they are emailed to customers or made available for download and lookup. Even if some invoices fail (e.g., invalid email), others proceed without issue.

User Experience

FPT.eInvoice’s intuitive interface caters to both issuance types. For real-time, it provides smart tax code lookups and quick entry. For batch, it supports structured Excel templates and bulk uploads. Users can preview and validate before hitting “Issue All.” Progress indicators show completion status, and error highlights assist in troubleshooting specific records.

Key Benefits

FPT.eInvoice optimizes invoicing workflows and resource usage. Small-volume businesses benefit from instant issuance, while large enterprises can manage bulk issuance without system overload. FPT also offers an on-premises version, ensuring uninterrupted invoicing even during internet outages. Once online, data syncs automatically—ensuring business continuity.

Which Method Should You Choose?

The choice depends on your business type, transaction volume, and management needs.

Real-Time Issuance – Ideal When:

• Sales occur continuously, and customers expect instant invoices (e.g., retail, e-commerce, restaurants, hotels)
• You are legally required to issue invoices instantly (most SMEs)
• You need real-time revenue monitoring and cash flow management

Batch Issuance – Ideal When:

• Services/products are billed cyclically to a large customer base (e.g., telecom, utilities, insurance)
• Manual processing for thousands of invoices is unfeasible
• ERP systems are used to consolidate daily transactions for end-of-day upload
• Time efficiency for accounting teams is a priority
• The business meets legal criteria for batch submissions and possibly operates offline via on-premises solutions

Hybrid Approach: Some businesses can adopt both methods based on use case. For example, a telecom company may batch monthly invoices for consumers while issuing real-time invoices for enterprise contracts. Platforms like FPT.eInvoice make such combinations seamless, allowing tailored issuance strategies by department or service type.

Conclusion

Both real-time and batch issuance are essential to modern e-invoice management. Understanding their definitions, advantages, and limitations helps businesses choose the best-suited method. Amidst digital transformation and evolving tax regulations, a robust platform like FPT.eInvoice enables businesses to issue invoices flexibly, legally, and efficiently. We hope this comparison provides valuable insight for SMEs and large enterprises alike in implementing e-invoices to save time, cut costs, and stay fully compliant.