Tax and Invoice Management

About 8 minIntermediate

Overview

When running your online store, it is important to distinguish between two types of financial and tax documents:

Platform invoices issued by Kanorio to you: When you subscribe to Kanorio Pro, Business, or pay platform fees, the receipts and invoices issued to you by Kanorio (via Stripe) can be downloaded in "Website Settings › Subscription" (see for details).
Sales documents you issue to buyers (the focus of this article): When a buyer purchases items from your store, you, as the seller, are legally required to issue tax documents (such as Taiwan Uniform Invoices, Japanese Qualified Invoices, or EU VAT Invoices) to the buyer.

Kanorio does not add tax at checkout (the product price is the final tax-inclusive price for the buyer), nor does it file taxes on behalf of the seller. However, you can connect an electronic invoice service provider via "Website Settings › Invoices" to allow the system to automatically issue, void, or issue credit notes upon buyer payment and refund.

1. Three Market Statuses Based on Business Location

When you enter "Website Settings › Invoices", the system will automatically display the corresponding tax settings interface based on the "Business Location" set in "Website Settings › General":

Your business location type	Content displayed in "Website Settings › Invoices"	Checkout page and reconciliation
1. Markets supporting automatic issuance (Currently available for Taiwan `TW`; Japan, South Korea, EU, etc. to follow)	Lists cards for local e-invoice service providers (e.g., Amego, ECPay, ezPay in Taiwan).	Once a provider is enabled, an "Invoice" section will automatically appear on the checkout page for customers to fill out. If not enabled, the invoice field will not be displayed.
2. Markets exempt from e-invoice obligations (e.g., Hong Kong `HK`)	Displays an info card stating that there is no mandatory e-invoice requirement in the region.	The checkout page will not request invoice carriers or tax IDs. Customers can use the "Order Confirmation" email and the post-purchase order status page as proof of purchase.
3. Other markets	Displays tips for upcoming e-invoice service providers in more regions.	You can export a CSV report containing 21 complete financial fields from "Orders" at any time to provide to your accountant or import into external financial systems.

2. Enabling, Switching, and Credential Protection Rules in "Invoice Management"

When your business location supports automatic issuance, the setup process in "Website Settings › Invoices" consists of two steps:

Enter credentials and pass the connection test: Select the card of your service provider (, , or ), enter your Tax ID and API keys, and click "Save". The system will immediately perform a connection test. Once verified, the keys are securely stored using Google Cloud KMS envelope encryption (see for details).
Enable via drag-and-drop in "Invoice Management": Click the "Invoice Management" button in the top right corner, drag the configured provider into the "Enabled" section, and save (you can enable a maximum of one provider per business location; if you wish to stop automatic issuance, simply drag it back to "Disabled").

Why can't I remove credentials for a provider that has already issued invoices? Once a provider has successfully issued at least one invoice (or has pending invoices), the system will prevent the removal of those credentials. This is because if a refund occurs for an old order weeks later, the system must use the same credentials from the original provider to perform a void or credit note via the value-added center. If you wish to switch providers, simply drag the new provider into "Enabled" in "Invoice Management"; the old provider will automatically move to "Disabled" while retaining the ability to process refunds for old orders.

3. What Invoice Options Will Buyers See at Checkout?

Once an invoice service provider is enabled, if the buyer's actual payment amount is greater than $0 (and the currency is supported by the provider, e.g., TWD for Taiwan), an "Invoice" section will automatically appear at checkout. Using the Taiwan market as an example, buyers can choose from three issuance methods:

Invoice type	Customer checkout page options and validation
1. Personal (Cloud Invoice)	• Defaulted to Cloud Invoice (Member Carrier): Customers do not need to enter any barcodes. It displays `Invoice will be automatically stored in the cloud; no further action required`. Winners are notified automatically by the Value-Added Center via email.；• Mobile Barcode / Citizen Digital Certificate: Customers can click "I have a mobile barcode or digital certificate" to switch input. The system validates the Ministry of Finance mobile barcode format (starts with `/` plus 7 uppercase alphanumeric characters) or digital certificate format (2 uppercase letters plus 14 digits) in real-time when leaving the field to prevent errors.
2. Company (B2B Tax ID)	• 8-digit Tax ID real-time logic check: When a customer enters a tax ID, the system performs a real-time Ministry of Finance Checksum validation.；• Automatic lookup of company name and address: Once 8 valid digits are entered, the system automatically queries the Ministry of Economic Affairs database in the background to auto-fill the company title (max 60 chars) and business address (max 100 chars). Customers can still edit these manually (if it's a sole proprietorship or no data is found, blank fields will expand for manual entry).；• Why is the company address required? Because ECPay and ezPay company invoices are set to print format by regulation, and the Value-Added Center API mandates a buyer address. Therefore, the checkout page sets the company address as required and automatically filters out special characters.
3. Donation (Charity Code)	• Customers can enter any 3–7 digit charity donation code. The field includes 3 built-in shortcut buttons for common charities (`919 Genesis`, , ) for one-tap entry.

4. The Full Lifecycle: Automatic Issuance, Pre-issuance Cancellation, Voiding, and Credit Notes

Kanorio uses an automated scheduling mechanism to process all tax documents, syncing with the service provider after order payment or refund completion:

flowchart TD
  Paid["Buyer completes payment (Paid > $0)"] --> Queue["Queue for automatic issuance"]
  Queue --> RefundBefore{"Full refund before issuance?"}
  RefundBefore -->|"Yes"| Cancelled["Marked as 'Cancelled before issuance'; (No sale means no document, no API call)"]
  RefundBefore -->|"No"| Issued["Invoice issued successfully (Issued)"]
  Issued --> RefundAfter["Order refunded later"]
  RefundAfter --> CheckVoid{"1. Void supported by local tax law?; 2. No credit note yet?; 3. Full refund?; 4. Within legal void period?"}
  CheckVoid -->|"All 4 met"| Void["Automatically execute 'Void'"]
  CheckVoid -->|"Any not met"| CreditNote["Automatically issue 'Credit Note'"]

1. Payment Success → Automatic Issuance (Including items, discounts, and shipping details)

After the buyer completes payment (or ATM/convenience store payment is confirmed), the system automatically assembles order items, promotional discounts (as negative lines), and shipping fees (as taxable lines) and schedules the issuance. The total amount equals the buyer's actual Discounted Product Amount + Shipping.
$0 free orders do not trigger invoices: Orders with a payment of $0 have no taxable sales and will not be queued for issuance.

2. Full Refund Before Issuance → Automatically Marked as "Cancelled Before Issuance"

If a buyer completes a card payment, but you perform a full refund before the system sends the request to the value-added center, the system will mark the task as "Cancelled before issuance". No void request will be sent (complying with standard tax regulations where a transaction cancelled before issuance has no sales document).

3. Refund After Issuance → Automatic Determination of "Void" or "Credit Note"

When an order with an issued invoice is refunded in the backend (or synced from the payment gateway), the system automatically handles it based on local tax laws and refund conditions. You do not need to manually void or issue credit notes:

Tax system and refund scenario	System action	Reason and regulatory basis
Full refund for a single order + within Taiwan's statutory void period + no credit note record yet	Automatic Void	Taiwan's uniform invoice system uses a bi-monthly reporting cycle. Invoices can be voided directly until "23:59 on the 15th of the following period (Taipei Time)" without requiring the buyer to sign back a credit note.
Partial refund (regardless of item or custom amount)	Automatic Credit Note issuance	The original invoice still has a remaining balance and cannot be fully voided. The system supports multiple partial refunds and multiple credit notes for the same invoice.
Partial refund followed by a refund of the remaining balance	Automatic Credit Note issuance	The Value-Added Center prohibits voiding invoices that already have credit notes issued. Therefore, the remaining balance will automatically trigger a second credit note to zero out the total.
Full refund after Taiwan's bi-monthly void deadline	Automatic Credit Note issuance	The original invoice has entered the reporting period and cannot be voided. The system automatically issues a full credit note to be deducted in the current reporting period.
Tax systems not supporting voiding (e.g., Japan Qualified Invoice, South Korea Electronic Tax Invoice, UK/EU VAT Invoice)

4. "Automatic Void Deadline" Table for Taiwan's Bimonthly Filing Period

The system precisely determines the bimonthly filing deadline (the 15th of the following period at 23:59:59) based on Taipei Time (UTC+8), ensuring that invoices issued in odd-numbered months (e.g., Jan, Mar) are not forced into credit notes prematurely on the 15th of the following month:

Invoice issuance month	Bi-monthly period	Deadline for system automatic "Void" (Taipei Time)	Handling of full refunds after the deadline
January, February	Jan–Feb	March 15, 23:59	Automatically issue Credit Note from March 16, 00:00
March, April	Mar–Apr	May 15, 23:59	Automatically issue Credit Note from May 16, 00:00
May, June	May–Jun	July 15, 23:59	Automatically issue Credit Note from July 16, 00:00
July, August	Jul–Aug	September 15, 23:59	Automatically issue Credit Note from September 16, 00:00
September, October	Sep–Oct	November 15, 23:59	Automatically issue Credit Note from November 16, 00:00
November, December

5. Viewing Proof, Resending Notifications, and Troubleshooting Failures in the Order "Invoice" Tab

Go to "Orders", open any order, and switch to the "Invoice" tab to view the status and numbers of all tax documents (issuance, void, credit note) for that order:

1. What actions can you perform in the "Invoice" tab?

Action item	Support conditions and provider differences
Copy invoice info / Copy credit note info	For all successfully issued documents, you can copy the number, random code, date, and amount with one click for easy sharing with customers.
Download file / View invoice	• Company (B2B) invoice: allows direct download of the PDF proof copy (link valid for 10 mins); opens a print page (valid for 1 hour); redirects to the invoice inquiry page.；• Credit Note: Amego supports direct download of the Credit Note PDF.；• Why is there no download button for personal or donation invoices? Under Taiwan e-invoice regulations, the proof copy of a cloud invoice serves as a prize-claiming document. To prevent duplicate printing, the Value-Added Center does not provide download links for proof copies before a prize is won. Customers can verify their status on the Ministry of Finance platform using the invoice number and random code.
Resend notification email	• supports clicking "Resend notification email" directly on the order invoice tab, allowing ECPay to resend issuance, void, or credit note notifications to the customer's checkout email.；• Amego and ezPay do not have an API for resending notifications; please log in to their respective backends to perform this action.
Verify on tax authority platform	Click the link to visit the Ministry of Finance E-Invoice Integration Service Platform to check the issuance status.

2. What to do if "Invoice Issuance Fails"? (Automatic Retry Mechanism)

When issues occur during issuance, voiding, or credit note creation, the order will appear under "Pending › Invoice Issuance Failed" in "Store › Overview" (or filter by Invoice Issuance Failed in the order list).

Note: There is no manual "Retry" button in the order "Invoice" tab, nor is one needed. The system handles retries automatically based on the error type:

Network interruption or tax system busy (Automatic background retry):
- The card will show the reason and System will automatically retry.
- The system will retry in stages in the background and issue the invoice automatically once the external tax system recovers.
Insufficient serial numbers, contract issues, or key errors (Automatic retry stopped):
- When the system detects a "Credential Error" or failures persist due to "Insufficient serial numbers/Contract not activated," the card will show the specific reason and state: Automatic retry stopped. Please contact support to reissue.
- Steps to resolve: Log in to your value-added center backend (Amego/ECPay/ezPay) to replenish available serial numbers, or update your credentials in "Website Settings › Invoices" and pass the verification. Then, contact Kanorio support to reschedule the issuance.

FAQ

All buyer notification emails related to electronic invoices (issuance, void, credit note, winning notifications) are sent directly by the electronic invoice value-added center (Amego, ECPay, or ezPay) you connected. They do not consume your monthly Kanorio email quota.

According to Taiwan's Uniform Invoice regulations, once an electronic invoice is issued and uploaded, the buyer's Tax ID cannot be modified directly. If the buyer needs a Tax ID invoice and the order is not being refunded, please log in to your value-added center (Amego/ECPay/ezPay) management backend, void the original personal invoice, and manually issue a new Tax ID invoice to the buyer.