Many business households believe that just having created and sent invoices to customers is enough to fulfill their obligations. However, according to current regulations, electronic invoices must be stored for at least 10 years and ensure traceability when requested by competent authorities.
When invoice data is no longer traceable, business households may be identified as violating regulations on the storage and preservation of electronic invoices, even if tax evasion does not arise.
Fine of 8–15 million VND if losing invoice data
According to Decree 125/2020/ND-CP, amended and supplemented by Decree 310/2025/ND-CP, violations of regulations on storing and preserving electronic invoices may be penalized:
- A fine of 8 - 15 million VND if losing, burning, or damaging electronic invoices without ensuring storage as prescribed.
- In case electronic invoices cannot be provided when a competent authority requests inspection, they may also be fined from 5 - 10 million VND, depending on the nature of the act.
- Regulations require electronic invoices to be stored for at least 10 years and ensure traceability when needed.
Distinguish between data loss and non-invoice creation
For business households, not issuing invoices and losing invoice data are two acts of different legal nature. Business households need to clearly distinguish:
- Not issuing invoices when transactions arise is another act, with much higher penalties.
- Having made an invoice but losing data or not storing it in accordance with regulations is a violation of storage, with a fine of 8–15 million VND.
Even if tax fraud does not arise, the absence of invoice data is still considered not fully fulfilling the storage obligation as prescribed.
The 2025 Law on Tax Administration allows consideration of factors such as technical incidents or force majeure situations when applying penalties. However, if business households do not perform backups, do not ensure stable storage systems or lose data due to subjectivity, penalties are clearly legally grounded.
Business households need to standardize the storage of electronic invoices
To limit the risk of penalties, business households need to proactively review the storage and management of electronic invoice data. First of all, it is advisable to choose a service provider with a centralized storage system, automatic backup capability and ensuring stable data access. Storing invoices only on a personal device such as a phone or a separate computer poses many risks when changing equipment or technical problems occur.
In addition, business households should periodically back up data and check invoice access, especially after updating software or system conversion. Under permissible conditions, parallel storage on the cloud platform or the provider's server system will significantly reduce the risk of data loss.
In the context of tax management based on electronic data, invoices not only need to be made correctly but also must be stored correctly and fully. A fine of up to 15 million VND shows that the obligation to manage invoice data has become a mandatory legal requirement, no longer an optional technical issue.
