For a long time, storing IRS invoices was a complicated task, requiring taxpayers to organize piles of paper for a decade. Today, with the digitization of tax services, this requirement has been simplified, but there are still situations in which proof is still essential.
Why keep the IRS invoices?
The invoices with taxpayer number serve as proof of the expenses made, registering who bought, to those who bought, the amount paid and the date of the transaction. For the Tax Authority (AT), these documents ensure that both the buyer and the seller communicate to the tax authorities the same information.
This control is critical to avoiding errors or fraud, ensuring that all transactions are correctly declared and there are no false records of misplacement or deductions.
The impact of electronic invoices
With the introduction of electronic invoices, the process became more efficient. Whenever a consumer makes a purchase, the seller registers the invoice in a computer system and communicates it electronically to the OT until the 12th of the following month. This registration is available on the E-FACTURE portal for both the seller and the buyer.
Thanks to this system, it is no longer necessary to store all paper invoices. However, there are situations where physical proof can still be required.
When is it necessary to store the invoices?
Although most invoices are automatically registered in e-start, there are cases where the taxpayer must keep the original documents. Here’s the main ones:
- When the economic area needs to be identified manually: Some invoices appear in the unconnected-category E-start. If the taxpayer needs to indicate the economic area to ensure the deduction, it must keep the proof as evidence.
- If the seller does not communicate the FaturA: If a taxpayer registers an invoice on the portal, but the seller does not confirm until February 25 of the following year, the proof must be maintained for any clarifications with the AT.
On the other hand, when the invoice has already been duly registered by the seller and validated by the consumer, there is no need to store the paper document.
How long should the invoices be stored?
Invoices that are registered manually or not confirmed by the seller must be stored for four years, writes the. This is the deadline within which the OT can request clarification.
The remaining invoices, whose information has already been validated in the system, can be discarded, as the tax authorities already have the necessary data.
How to organize IRS invoices?
Despite digitization, some invoices still need to be archived. To avoid confusion, a good strategy is to organize proof by category and date.
Creating a Dossier with separators for different economic areas can facilitate the process. Some useful categories include:
- Health
- Education
- Housing
- General and family expenses
- Restoration and Accommodation
- Car repair
- Senior Homes and Support Services
- Veterinarians
- Public transportation
- Gyms
Order invoices by date by placing the oldest at the beginning and the latest at the end can also make management simpler.
If at some point it is necessary to present invoices to the OT, this method will help to quickly find the necessary documents, making the whole process more efficient.
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