Detailed Guide: How to Purchase Initial Invoices from POS Terminals in 2026

From June 1, 2025, businesses with annual revenue exceeding 1 billion VND are mandated to use initial invoices generated from POS terminals (e-invoices). From January 1, 2026, this regulation will apply to all business households, regardless of whether their revenue is below 1 billion VND. A detailed guide on how to purchase initial invoices from POS terminals and sales management software is a crucial preparatory step for Vietnamese businesses to comply with the law and optimize their sales processes.

#Detailed Guide: How to Choose a POS Terminal Supporting Initial Invoices?

A POS terminal must have digital signature capabilities, stable internet connectivity, and compatibility with sales management software recognized by the Tax Department. Popular models include Sunmi T2 (L1521/L1522), ZPOS 1563 core i5/i3, and Easy 664 core i5/i3 — with reference prices ranging from 8-25 million VND per machine. The machine must have a pre-installed digital certificate and support API connectivity with the Tax Department's e-invoice system.

Based on Viet POS's deployment experience, retail businesses (cafes, stores, restaurants) often choose Sunmi T2 due to its stability, integrated customer display, and competitive price. Larger businesses (supermarkets, chain stores) prioritize the ZPOS 1563 core i5 for high transaction volume processing, offering 30-40% faster speeds compared to the core i3.

• Sunmi T2 L1521 (1 screen): 10-12 million VND, suitable for cafes, small stores
• Sunmi T2 L1522 (2 screens): 14-16 million VND, optimized for restaurants, eateries
• ZPOS 1563 core i5: 18-22 million VND, for supermarkets, retail chains
• Easy 664 core i5: 12-15 million VND, balancing price and performance

#Which Sales Management Software is Compatible with Initial Invoices?

Sales management software must be recognized by the Tax Department and support digital signatures, integrating with the e-invoice API. Popular software includes RetailPro, Viet POS Manager, Shopee POS, Tiki POS — costing 2-5 million VND/year. The software must have ISO 27001 security certification and support automatic data backup.

Viet POS recommends choosing software with 24/7 technical support in Vietnam. Small businesses (under 100 transactions/day) can use cloud-based software, saving infrastructure costs. Larger businesses should install on-premise for data control and processing speed.

Software	Cost/year	Suitable Scale	Key Advantages
RetailPro	3-4 million VND	Retail stores, cafes	User-friendly interface, good Vietnamese support
Viet POS Manager	2-3 million VND	Eateries, restaurants	Integrated table management, flexible menu
Shopee POS	1-2 million VND	Small stores, startups	Low cost, synchronized with Shopee
Tiki POS	2-3 million VND	Retail, omnichannel	Connects to Tiki, Lazada, e-commerce platforms

#What are the Steps for Registering and Purchasing Initial Invoices?

The process of purchasing initial invoices involves 5 steps: (1) Registering an account with the Tax Department via the e-invoice portal, (2) Issuing a digital certificate for the POS machine, (3) Installing sales management software, (4) Activating the initial invoice package, (5) Testing API connectivity and issuing trial invoices. The completion time is 3-7 working days.

1. Step 1 — Prepare Documents: Prepare business license, tax code, and POS machine purchase contract. Register an account on the Tax Department's e-invoice portal (hoadondientu.gdt.gov.vn).
2. Step 2 — Issue Digital Certificate: Contact a digital certificate service provider (VeriSign, Viettel CA) to issue a digital certificate for the POS machine. Cost is 500-800 thousand VND/year, taking 1-2 days.
3. Step 3 — Install Software: Install recognized sales management software on the POS machine. The software must integrate with the Tax Department's e-invoice API.
4. Step 4 — Activate Invoice Package: Choose an initial invoice package based on projected revenue. Basic package: 50-100 thousand VND/month (100-500 invoices). Premium package: 150-200 thousand VND/month (1000-5000 invoices).
5. Step 5 — Test Connection: Issue 2-3 trial invoices and check API connectivity with the Tax Department's system. If successful, begin issuing official invoices.

#What is the Total Cost to Implement Initial Invoices from POS Terminals?

The cost of implementing initial invoices includes: POS machine 8-25 million VND (one-time), management software 2-5 million VND/year, digital certificate 500-800 thousand VND/year, invoice package 50-200 thousand VND/month. Total startup cost is 12-35 million VND, with monthly costs of 3-7 million VND depending on business scale.

Estimated detailed costs for Vietnamese retail businesses:

• Small businesses (cafes, stores): POS machine 10-12 million VND + software 2 million VND/year + invoices 50-80 thousand VND/month = startup ~13 million VND, monthly ~2.5 million VND
• Medium businesses (restaurants, 3-5 store chains): POS machine 14-18 million VND + software 3-4 million VND/year + invoices 100-150 thousand VND/month = startup ~18 million VND, monthly ~4-5 million VND
• Large businesses (supermarkets, 10+ store chains): POS machine 20-25 million VND/machine (3-5 machines) + software 5 million VND/year + invoices 150-200 thousand VND/month = startup ~80-130 million VND, monthly ~6-7 million VND

#Important Considerations When Purchasing Initial Invoices from POS Terminals?

Key considerations: (1) The POS machine must have a valid digital certificate before issuing invoices, (2) The management software must be recognized by the Tax Department and regularly updated, (3) Invoice data must be backed up automatically daily, (4) Internet connectivity must be stable (with 4G/5G backup), (5) Technical support team must be available 24/7.

Based on Viet POS's experience deploying for 200+ Vietnamese businesses, common mistakes include: choosing cheap POS machines that don't support digital signatures, incompatible software, no data backup, and weak internet connectivity leading to lost invoices. To avoid this, businesses should:

• Choose a reputable POS machine supplier with a technical support team in Vietnam (Viet POS, Sunmi, ZPOS)
• Check the software's recognition certificate on the Tax Department's website before purchasing
• Request the supplier to set up automatic backup and check it periodically
• Install backup internet connectivity (fiber optic + 4G/5G) to avoid interruptions
• Train staff on using the POS machine and software before issuing official invoices

#Next Steps — Implement Initial Invoices in Your Business

The Viet POS technical team provides free consultation services, helps select suitable POS machines, installs sales management software, and supports initial invoice registration. Contact hotline 0905 295 337 (HCM 0934 777 443, DN 0905 999 656, CT 0931 777 527, HN 0937 845 333) for detailed advice.

• Sunmi T2 POS Terminal — 2 screens
• ZPOS 1563 core i5 POS Terminal — high processing
• Easy 664 POS Terminal — balanced price and performance
• Comprehensive Sales Management Solution