GenInvoice: Automated E-Invoicing for E-Commerce Businesses

As e-commerce operations expand, businesses need reliable transaction data and a consistent process for meeting invoicing requirements. Vietnam’s Decree 254/2026/ND-CP and Circular 91/2026/TT-BTC establish requirements for electronic invoices and records that businesses must incorporate into their daily operations.

In practice, an order recorded on a marketplace may still require several steps before an invoice can be issued. Operations and accounting teams need to extract the data, standardize the information, transfer it into e-invoicing software, and review the invoice details. For businesses processing hundreds of transactions a day, these tasks create a substantial administrative workload.

GenInvoice connects sales data with invoice preparation, issuance, and status tracking in a single workflow. By using the same transaction records throughout the process, it reduces repeated data entry and makes invoices easier to verify against their original orders.

1. What is GenInvoice?

GenInvoice is an automated e-invoicing solution for e-commerce businesses, developed on the Genbook platform. It currently supports order data from Amazon and Etsy, connecting marketplace transactions with invoice preparation and issuance. This reduces the manual work involved in downloading reports, preparing spreadsheets, and entering information into e-invoicing software.

Synchronized order data is processed into draft invoices, which businesses can review and approve before issuing them in batches. Each invoice remains linked to its original transaction, allowing the responsible team to monitor issuance status and reconcile invoice details with the corresponding order.

GenInvoice is designed for businesses managing substantial transaction volumes, operating multiple stores, or allocating significant staff time to manual invoicing and reconciliation. As order volumes increase, it helps teams maintain a consistent process for preparing, reviewing, and tracking invoices with less repetitive work.

2. Why invoicing becomes more demanding as order volumes increase

2.1 Marketplace data still requires preparation

Marketplaces record sales information and provide downloadable reports. For example, Etsy allows sellers to export order and transaction data as CSV files. These reports provide the source data, but further preparation may be necessary before the information can be used for invoicing.

When systems operate separately, staff must select the relevant records, adjust data formats, and transfer information between applications. Each transfer adds to the time required to verify transaction values, buyer details, and order status.

GenInvoice reduces this work by using synchronized order data directly in the invoice preparation process.

2.2 Separate systems make invoice status difficult to verify

When orders are managed on a marketplace and invoices are stored in a separate system, accounting teams often need additional spreadsheets to track progress. Records must be matched to establish which orders have been invoiced, which invoices failed to issue, and which transactions require further review.

For businesses with large transaction volumes, this reconciliation can take considerable time even after data entry is complete. GenInvoice maintains the connection between invoices and their source orders, making records easier to retrieve and verify.

2.3 Manual processing costs increase with business growth

Individual administrative tasks may take only a few minutes, but their combined workload increases with order volume. Businesses must allocate additional resources to data entry, error checking, and invoice tracking, particularly during peak sales periods.

Genbook examines this issue in its article on the hidden costs of managing e-commerce accounting and finance in spreadsheets. When evaluating automation, businesses should consider both the software cost and the staff time required to maintain existing processes and resolve discrepancies.

3. How the GenInvoice workflow operates

3.1 Centralized sales data

Order data from Amazon or Etsy is synchronized with GenInvoice and organized by legal entity, store, and reporting period. Teams can review the relevant transactions and identify those requiring invoices from a single location, reducing the need to access individual seller accounts and consolidate separate reports.

3.2 Automated draft invoice preparation

The system processes order status, sales value, and buyer information to generate draft invoices automatically. The responsible team reviews the details, adds any required information, and approves the invoices before issuance. This reduces manual entry while retaining a review stage to check invoice accuracy.

3.3 Batch invoice issuance

Once approved, multiple invoices can be submitted for issuance in one operation, reducing the time spent processing each invoice individually. The data is transferred to the e-invoicing service provider for issuance and transmission through the applicable process.

3.4 Invoice status tracking and reconciliation

GenInvoice provides a consolidated view of draft invoices, issued invoices, issuance failures, and total invoice value. Each invoice is linked to its source order, allowing teams to identify transactions requiring action and investigate discrepancies using the corresponding records.

4. Key considerations for an effective invoicing process

4.1 Consistent data supports efficient processing

GenInvoice prepares invoices from synchronized order data, reducing repetitive manual entry. To support an efficient implementation, businesses should verify legal entities and store information and establish consistent procedures for returns, cancellations, and transactions with missing details.

Preparing this information from the outset makes invoices easier to generate and review, helping teams maintain an efficient process as transaction volumes increase.

4.2 Review and approval maintain control over invoice accuracy

Draft preparation and approval before issuance allow businesses to reduce manual work while retaining oversight of invoice content. When implementing GenInvoice, teams should define the appropriate invoice types, issuance timing, and required information based on their sales activities and applicable regulations.

Clear requirements help staff process transactions consistently and reduce the need to correct invoices after issuance.

4.3 Clear responsibilities support timely follow-up

Centralized status tracking allows teams to identify invoices awaiting approval, invoices already issued, and cases where issuance has failed. Assigning responsibility for review, approval, and follow-up, together with regular checks, helps prevent outstanding work from accumulating.

This gives staff more time to assess transactions that require attention and reduces the effort spent compiling records from multiple sources.

5. GenInvoice pricing

GenInvoice offers an initial package that includes a software license and digital signature for VND 5.540.000 (including VAT). The first purchase also includes 10,000 complimentary invoices.

As invoicing requirements increase, businesses can purchase additional invoice packages according to their transaction volumes and store expansion plans.

 

GenInvoice offers invoice promotions and additional registration benefits for new customers. Contact Genbook to confirm available offers, pricing, and the VAT treatment of additional invoice packages at the time of registration.

Genbook: Connecting marketplace data with invoice management

For businesses selling on Amazon and Etsy, Genbook centralizes marketplace data and standardizes it to align with accounting standards, supporting transaction review and reconciliation. GenInvoice uses this data to prepare draft invoices for review, approval, and batch issuance, reducing the manual work involved in downloading reports, processing spreadsheets, and transferring information between systems.

The link between each invoice and its original order gives teams a clear basis for tracking issuance, identifying transactions that require action, and investigating discrepancies. This supports higher order volumes during peak sales periods while reducing the time spent on manual data entry and reconciliation.

Contact Genbook for a consultation on implementing GenInvoice to meet your business’s operational and invoicing requirements.