FAQ: F&B Invoice Documentation for FDI Companies in Vietnam

Attorney Vu Manh Quynh is the Managing Partner of ECOVIS Vietnam Law, advising international investors on Foreign Direct Investment (FDI), corporate governance, and regulatory compliance in Vietnam.

Is an e-invoice enough for F&B expenses?

Not always. An e-invoice is necessary, but Vietnamese tax authorities may request additional evidence to verify the business purpose and reality of the transaction — particularly where the supplier later becomes inactive, non-compliant, or classified as a tax-risk entity.

What supporting documents should be kept?

Companies should keep payment evidence (bank transfer or corporate card record), internal approval, attendee list with company names, meeting purpose, booking record, related emails, calendar invitation, and meeting notes where available. Together, these establish that the expense was real, business-related, and properly authorised.

Why are restaurant invoices risky for FDI companies in Vietnam?

F&B suppliers may later become inactive at their registered address, fail to fulfil tax obligations, or be classified as tax-risk entities. Past invoices from those suppliers may then be reviewed during tax inspections. If the buyer holds only the invoice without supporting evidence, the deductibility of the expense and input VAT credit may be challenged.

What should CFOs do?

CFOs should require a standard documentation checklist for all business meals, entertainment expenses, and client meetings. The checklist should be embedded in the company’s expense approval workflow so that supporting records are collected at the time of the expense — not reconstructed after a tax inspection notice is received.

How can ECOVIS Vietnam Law help?

ECOVIS Vietnam Law can review existing invoice files, identify weak or missing documentation, prepare tax explanation files for submission to authorities, and help FDI companies build internal compliance procedures to improve tax inspection readiness.