Many e-commerce business owners in Guangzhou face this problem:

“Sales are rising steadily,”But the purchasing side has long been unable to obtain invoices."

I really did buy the goods, and I really did pay for them, but when I looked at the books at the end of the year:

Revenue of 20 million,But the cost invoice is far from sufficient.

At this point, the biggest concern isn’t ”not having invoices,” but rather when the accounts, invoices, goods, and cash don’t match up!

01

Just because there's no invoice doesn't mean there are no costs.

The purchase actually took place, so the costs certainly exist.

However, whether this can be successfully deducted for tax purposes depends on:✅Is the purchase genuine?
Contracts, purchase orders, and supplier statements can corroborate one another, which forms the basis for cost deductions. ✅Are the payment records complete?
Every payment must be traceable—including which account it was made from and to whom it was paid. ✅Do the logistics and warehouse receipt records match?
The goods have actually arrived, so the shipping documents, warehouse receipt, and delivery confirmation records must all match. ✅Is there any supporting documentation, such as a contract or purchase order?
The more complete the written evidence of the business process, the more solid the case. ✅Is it possible to obtain the required supporting documentation retroactively?
Running out of tickets isn't the end of the world; what's really devastating is having no way to remedy the situation.

So don't just take it to mean:No tickets = no cost.

The costs were actually incurred, but for them to be tax-deductible, three elements are essential: genuine business activity, payment documentation, and supporting invoices—none of which can be omitted.

02

For long-term suppliers, we will do our best to resolve invoicing issues.

Many business owners, in order to save a few percentage points, have long accepted the idea that ”it’s cheaper not to issue an invoice.”

In the short term, it saves money,Once the scale gets bigger, it might actually become more troublesome.

Especially once annual sales reach the 10 million level,We recommend reviewing the list of suppliers again:

03

Never resort to ”buying votes” just to recoup your costs.”

This is the riskiest method.

The business transactions were fictitious; there were no actual purchases, yet they went out of their way to find invoices to back them up,If this is verified later, it could easily lead to problems.

The prerequisite for issuing a cost-based bill is always:First, there must be an actual business transaction; only then should you issue supporting documents. If you reverse the order, the nature of the transaction changes.

04

PART

Long-term purchases made with personal cards should also be adjusted as soon as possible.

Many e-commerce companies still operate under this model:

The company received the payment, and the boss paid using his personal card.

Over time, it’s easy for the following to happen: ✅The purchaser and the payee do not match.
The person who placed the order, the person who paid, and the entity issuing the invoice are not the same, making it difficult to reconcile the accounts. ✅Company accounts and personal bank statements are mixed together.
Funds are constantly moving in and out of personal accounts, while the company’s accounts show only expenditures with no corresponding transaction history. ✅Difficult to account for financially.
Accounting can't keep track of where the money comes from and where it goes. ✅The costs are hard to explain.
Once asked, ”Why wasn’t the company the one to pay for this purchase?”, it is difficult to provide a compliant response.

Company business, company receipts, company payments.

Once a company reaches a certain size, it is best to gradually consolidate its operations, funds, and accounting at the corporate level to form a closed-loop system.

05

PART

The real issue that needs to be addressed is the ”cost structure.”

Once an e-commerce company reaches the stage of 20 million in annual sales, it can no longer simply think about ”making up for some costs at the end of the year.”

More importantly, plan the following items in advance:✅Procurement Channels.
We need to screen suppliers right from the start to determine whether they can issue invoices. ✅Invoice Structure.
You need to have a clear idea of the ratio between the ticketed and non-ticketed sections. ✅Payment Methods.
Whether payments are made via business accounts or personal cards, we need to gradually switch to using company accounts. ✅Gross Profit Margin and Pricing.
Take the cost of uninvoiced items into account when setting prices, and don’t let your reported profits be artificially inflated. ✅Tax burden.
You should be able to calculate the actual tax rate at any time and determine whether it is higher or lower than the industry average. ✅Inventory and Cash Flow.
Are the timing of goods, cash, and invoices consistent, and do the recorded and actual amounts match?

0

What can Enterprise Cai Ying do for you?

If you're also experiencing:

Annual sales exceed 10 million; there’s a chronic shortage of purchase invoices; payments are frequently made with personal credit cards; reported profits are abnormally high; and you’re unsure how to organize historical cost data?

Qicaiying can assist businesses with the following:

Accounting review, cost structure analysis, procurement document planning, tax compliance consulting, and the design of e-commerce and cross-border financial and tax solutions.

Want to know how to handle your company's costs associated with missing tickets?

Send us a private message with the word “cost”—include your annual sales volume, the percentage of purchases made without invoices, and your procurement methods, and we’ll help you figure out exactly where the problem lies.

LAST

Finally

When you reach annual sales of 20 million, your biggest fear isn’t a heavy tax burden—it’s when your books, invoices, inventory, and cash don’t match up at all. Start by streamlining your procurement invoice structure and cash flow pathways; Gucaiying has already helped many people navigate this process successfully.

Our Qicaiying team has long served e-commerce companies in Guangzhou and the Pearl River Delta, and we’ve seen far too many companies where ”revenue keeps rising, but they’re increasingly short on invoices to cover their costs.”

If you'd like to know:Compliance with Procurement Costs Without Invoices, you can scan the QR code to add our online customer service representative (WeChat ID:JXH23314), where a professional manager will answer your questions and provide one-on-one service throughout the entire process ↓↓↓