{"id":18372,"date":"2026-09-18T17:37:01","date_gmt":"2026-09-18T09:37:01","guid":{"rendered":"https:\/\/www.qicaiying.cn\/?p=18372"},"modified":"2026-09-18T17:38:14","modified_gmt":"2026-09-18T09:38:14","slug":"%e5%b9%bf%e5%b7%9e%e7%94%b5%e5%95%86%e5%85%ac%e5%8f%b8%e4%b8%80%e5%b9%b4%e5%8d%962000%e4%b8%87%ef%bc%8c%e9%87%87%e8%b4%ad%e9%95%bf%e6%9c%9f%e6%b2%a1%e5%8f%91%e7%a5%a8%ef%bc%8c%e6%88%90%e6%9c%ac","status":"publish","type":"post","link":"https:\/\/www.qicaiying.cn\/en\/archives\/18372","title":{"rendered":"A Guangzhou e-commerce company has annual sales of 20 million. Since it has long been unable to obtain invoices for its purchases, how should it account for its costs?"},"content":{"rendered":"
Many e-commerce business owners in Guangzhou face this problem:<\/p>\n\n\n\n
\u201cSales are rising steadily,<\/em>\u201dBut the purchasing side has long been unable to obtain invoices.\"<\/em><\/strong><\/p>\n\n\n\n
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:<\/p>\n\n\n\n
Revenue of 20 million,<\/strong>But the cost invoice is far from sufficient.<\/p>\n\n\n\n
At this point, the biggest concern isn\u2019t \u201dnot having invoices,\u201d but rather when the accounts, invoices, goods, and cash don\u2019t match up!<\/strong><\/p>\n\n\n\n
01<\/strong><\/p>\n\n\n\n
Just because there's no invoice doesn't mean there are no costs.<\/strong><\/p>\n\n\n\n
The purchase actually took place, so the costs certainly exist.<\/p>\n\n\n\n
However, whether this can be successfully deducted for tax purposes depends on:<\/strong>\u2705Is the purchase genuine?<\/strong> Contracts, purchase orders, and supplier statements can corroborate one another, which forms the basis for cost deductions. \u2705Are the payment records complete?<\/strong> Every payment must be traceable\u2014including which account it was made from and to whom it was paid. \u2705Do the logistics and warehouse receipt records match?<\/strong> The goods have actually arrived, so the shipping documents, warehouse receipt, and delivery confirmation records must all match. \u2705Is there any supporting documentation, such as a contract or purchase order?<\/strong> The more complete the written evidence of the business process, the more solid the case. \u2705Is it possible to obtain the required supporting documentation retroactively?<\/strong> Running out of tickets isn't the end of the world; what's really devastating is having no way to remedy the situation.<\/p>\n\n\n\n
So don't just take it to mean:No tickets = no cost.<\/strong><\/p>\n\n\n\n
The costs were actually incurred, but for them to be tax-deductible, three elements are essential: genuine business activity, payment documentation, and supporting invoices\u2014none of which can be omitted.<\/strong><\/p>\n\n\n\n
02<\/strong><\/p>\n\n\n\n
For long-term suppliers, we will do our best to resolve invoicing issues.<\/strong><\/p>\n\n\n\n
Many business owners, in order to save a few percentage points, have long accepted the idea that \u201dit\u2019s cheaper not to issue an invoice.\u201d<\/p>\n\n\n\n
In the short term, it saves money,Once the scale gets bigger, it might actually become more troublesome.<\/strong><\/p>\n\n\n\n
Especially once annual sales reach the 10 million level,We recommend reviewing the list of suppliers again:<\/strong><\/p>\n\n\n\n
Supplier Information<\/th>
Suggestions on how to handle this<\/th>
Why<\/th><\/tr>
Able to issue invoices normally<\/strong><\/td>
Priority reservation; a price that includes tax is also acceptable.<\/td>
The cost of issuing invoices is actually already factored into the overall cost; it can't be avoided.<\/td><\/tr>
You can buy a ticket on board.<\/strong><\/td>
Arrange for replacement tickets to be issued as soon as possible and conduct a comprehensive cleanup of historical ticket shortages.<\/td>
We'll add as many as we can\u2014piece by piece\u2014to complete the cost documentation.<\/td><\/tr>
Inability to cooperate over the long term<\/strong><\/td>
Gradually reduce the procurement ratio year by year<\/td>
The cost of unrecorded transactions will remain on the books indefinitely; the larger the scale, the higher the risk.<\/td><\/tr>
Needs to be replaced<\/strong><\/td>
Gradually transition to compliant suppliers<\/td>
A low list price \u2260 low total cost; you have to factor in tax costs.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
03<\/strong><\/p>\n\n\n\n
Never resort to \u201dbuying votes\u201d just to recoup your costs.\u201d<\/strong><\/p>\n\n\n\n
This is the riskiest method.<\/p>\n\n\n\n
The business transactions were fictitious; there were no actual purchases, yet they went out of their way to find invoices to back them up,<\/strong>If this is verified later, it could easily lead to problems.<\/p>\n\n\n\n
Approach<\/th>
Key Differences<\/th><\/tr>
The Right Approach<\/td>
First, findReal Business<\/strong> \u2192 Provide additional information and supporting documents. The transaction comes first, and the receipt follows; every receipt is backed by an actual transaction.<\/td><\/tr>
Wrong Approach (High Risk)<\/td>
\u201dFind the invoice first \u2192 then figure out how to \u201dexplain' the transaction.\" The transaction is fabricated; the invoice is just a red herring\u2014any audit will expose it immediately.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
The prerequisite for issuing a cost-based bill is always:<\/strong>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.<\/strong><\/p>\n\n\n\n
04<\/strong><\/p>\n\n\n\n
PART<\/strong><\/p>\n\n\n\n
Long-term purchases made with personal cards should also be adjusted as soon as possible.<\/strong><\/p>\n\n\n\n
Many e-commerce companies still operate under this model:<\/p>\n\n\n\n
The company received the payment, and the boss paid using his personal card.<\/strong><\/p>\n\n\n\n
Over time, it\u2019s easy for the following to happen: \u2705The purchaser and the payee do not match.<\/strong> 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. \u2705Company accounts and personal bank statements are mixed together.<\/strong> Funds are constantly moving in and out of personal accounts, while the company\u2019s accounts show only expenditures with no corresponding transaction history. \u2705Difficult to account for financially.<\/strong> Accounting can't keep track of where the money comes from and where it goes. \u2705The costs are hard to explain.<\/strong> Once asked, \u201dWhy wasn\u2019t the company the one to pay for this purchase?\u201d, it is difficult to provide a compliant response.<\/p>\n\n\n\n
Company business, company receipts, company payments.<\/strong><\/p>\n\n\n\n
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.<\/strong><\/p>\n\n\n\n
05<\/strong><\/p>\n\n\n\n
PART<\/strong><\/p>\n\n\n\n
The real issue that needs to be addressed is the \u201dcost structure.\u201d<\/strong><\/p>\n\n\n\n
Once an e-commerce company reaches the stage of 20 million in annual sales, it can no longer simply think about \u201dmaking up for some costs at the end of the year.\u201d<\/p>\n\n\n\n
More importantly, plan the following items in advance:<\/strong>\u2705Procurement Channels.<\/strong> We need to screen suppliers right from the start to determine whether they can issue invoices. \u2705Invoice Structure.<\/strong> You need to have a clear idea of the ratio between the ticketed and non-ticketed sections. \u2705Payment Methods.<\/strong> Whether payments are made via business accounts or personal cards, we need to gradually switch to using company accounts. \u2705Gross Profit Margin and Pricing.<\/strong> Take the cost of uninvoiced items into account when setting prices, and don\u2019t let your reported profits be artificially inflated. \u2705Tax burden.<\/strong> 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. \u2705Inventory and Cash Flow.<\/strong> Are the timing of goods, cash, and invoices consistent, and do the recorded and actual amounts match?<\/p>\n\n\n\n
0<\/strong><\/p>\n\n\n\n
What can Enterprise Cai Ying do for you?<\/strong><\/p>\n\n\n\n
If you're also experiencing:<\/strong><\/p>\n\n\n\n
Annual sales exceed 10 million; there\u2019s a chronic shortage of purchase invoices; payments are frequently made with personal credit cards; reported profits are abnormally high; and you\u2019re unsure how to organize historical cost data?<\/p>\n\n\n\n
Qicaiying can assist businesses with the following:<\/strong><\/p>\n\n\n\n
Accounting review, cost structure analysis, procurement document planning, tax compliance consulting, and the design of e-commerce and cross-border financial and tax solutions.<\/p>\n\n\n\n
Want to know how to handle your company's costs associated with missing tickets?<\/strong><\/p>\n\n\n\n
Send us a private message with the word \u201ccost\u201d\u2014include your annual sales volume, the percentage of purchases made without invoices, and your procurement methods, and we\u2019ll help you figure out exactly where the problem lies.<\/p>\n\n\n\n
<\/p>\n\n\n\n
LAST<\/strong><\/p>\n\n\n\n
Finally<\/strong><\/p>\n\n\n\n
When you reach annual sales of 20 million, your biggest fear isn\u2019t a heavy tax burden\u2014it\u2019s when your books, invoices, inventory, and cash don\u2019t 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.<\/p>\n\n\n\n
Our Qicaiying team has long served e-commerce companies in Guangzhou and the Pearl River Delta, and we\u2019ve seen far too many companies where \u201drevenue keeps rising, but they\u2019re increasingly short on invoices to cover their costs.\u201d<\/p>\n\n\n\n
If you'd like to know:<\/strong>Compliance with Procurement Costs Without Invoices<\/strong>, you can scan the QR code to add our online customer service representative (WeChat ID:JXH23314<\/strong>), where a professional manager will answer your questions and provide one-on-one service throughout the entire process \u2193\u2193\u2193<\/p>\n\n\n\n<\/figure>","protected":false},"excerpt":{"rendered":"
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