> For the complete documentation index, see [llms.txt](https://vendex.gitbook.io/vendex-invoice/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://vendex.gitbook.io/vendex-invoice/user-guide/interactive-blocks.md).

# Compliance

### Nigeria E-Invoicing Regulations

Vendex ensures compliance with:

* NITDA: National Information Technology Development Agency
* FIRS: Federal Inland Revenue Service
* National E-Invoicing Guideline 2025

#### Key Compliance Requirements:

1. Digital Signatures: All invoices must be cryptographically signed
2. Invoice Reference Number (IRN): Unique identifier following standardized format
3. QR Codes: Scannable verification codes on all invoices
4. Real-time Reporting: Invoice transmission to FIRS within 24 hours
5. Structured Data: Invoices must follow approved UBL 2.1 schema
6. HSN Codes: Products/services must be classified correctly
7. Audit Trail: 10-year retention of all invoice data

#### HSN and Service Codes

Harmonized System of Nomenclature (HSN) codes are internationally standardized product classification codes used for tax classification, customs procedures, trade statistics, and tariff determination.

**HSN Code Structure:**

* 6-8 digits total
* First 2 digits: Chapter (product category)
* Next 2 digits: Heading (product sub-category)
* Last 2-4 digits: Specific product

**Finding Correct Codes:**

Vendex automatically fetches approved codes when creating products/services. Select 'Product/Service Code' dropdown, search by keyword or browse categories. System filters by FIRS-approved codes. Select applicable code.

Vendex stores codes with your products, so you can create product once with correct code and reuse in future invoices automatically.

#### Digital Signatures and QR Codes

**Digital Signature Process:**

1. Key Generation: FIRS provides cryptographic key pair (public key for verification, private key for signing)
2. Invoice Signing: Vendex hashes invoice data, applies private key signature, attaches signature to invoice
3. Certificate Validation: FIRS verifies signature using public key, confirms invoice not tampered

**QR Code Generation:**

Vendex automatically generates QR codes containing Invoice Reference Number (IRN), issue date and time, supplier TIN, customer TIN, total amount, tax amount, and digital signature hash.

**QR Code Usage:**

* Printed on invoice PDF
* Scannable by FIRS mobile app
* Instant verification of authenticity
* Links to FIRS invoice database showing transmission status

### Audit and Compliance Reporting

Vendex maintains comprehensive logs of all invoice creation events, modifications and status changes, FIRS transmission attempts, success/failure notifications, user actions and timestamps. Retention period is 10 years (regulatory requirement).

#### Compliance Reports

Generate reports for tax authorities:

1. Navigate to Dashboard > Reports
2. Select report type: VAT returns, Invoice transmission log, Tax summary, Fiscalization report
3. Choose date range
4. Click "Generate Report" and download in required format

### Document Manager

Vendex has a robust legal document management system that helps businesses store, retrieve and update vital trade documents to meet any specified compliance requirements.

* **Sample Documents:** Document templates our legal team developed just for you.
* **Incorporation Documents:** Tax documents, company registration.
* **Licensing Documents:** HSE approvals, licenses, insurance.
* **Agreement Documents:** Sale purchase agreements, service level agreements.

{% hint style="info" %}
Securely store and manage audit‑ready documents (VAT certificates, insurance, incorporation papers, HSE approvals) in a single vault, timestamped and versioned for instant retrieval. 
{% endhint %}