Manage invoice headers
This topic describes how to manage and modify invoice header information, including headers, tax identification numbers, and receiving email addresses.
Modify receiving email
Log on to the Expenses and Costs console and go to Invoice > Invoice Information (Title).
In the Receiving email section, you can add email addresses, modify or switch the default email, or delete email records.
Maintain header information
An invoice consists of buyer and seller information:
Buyer (your company/individual): Corresponds to the invoice header you configure on Alibaba Cloud. When you request an invoice, this information is automatically applied as the buyer. You can configure and maintain it on the Invoice Information (Title) page.
Seller (Alibaba Cloud): Determined by the product type you purchased. You cannot modify this.
Log on to the Expenses and Costs console and go to Invoice > Invoice Information (Title) to view the currently active header and approval progress. Based on your account verification type (personal or enterprise), confirm the default invoice type available to you (view header/invoicing entity information).
After you complete real-name verification on your Alibaba Cloud account, the system automatically syncs the verification information as the default invoice header and sets the status to Active. You can supplement and complete the invoice header information.
Log on to the Expenses and Costs console and go to Invoice > Invoice Information (Title) to maintain the information:
For personal headers, the default name is "Personal". You can click "Change header name to real name" to update the header to your personal name.
For enterprise headers, the company name and Unified Social Credit Code cannot be modified. You can modify the bank name, basic bank account number, registered address, and registered phone number.
When applying for a VAT special invoice, complete the bank name, registered address, and registered phone number in advance. After approval, you can also add other fields required for VAT special invoices (such as bank account number) on the Invoice Information (Title) page.
To switch the default invoice type (between general VAT invoice and VAT special invoice), go to the Invoice Information (Title) page in the Expenses and Costs console to configure it.
Modify invoice header
Only one invoice header can be active at a time. If you have historical consumption that requires the previous header, complete the invoice requests first before changing the header information.
Modify invoice header for personally verified accounts
For personal accounts, the default is a general VAT invoice with the header "Personal". You can update the header name to your real name (verified identity information) on the Invoice Information (Title) page.
To switch the header from your real name back to "Personal", go to the Invoice Information (Title) page and click to switch back to the "Personal" header.
Personal accounts cannot directly apply for an enterprise invoice header. To issue enterprise invoices, use one of the following methods:
Method 1: Change to enterprise real-name verification
You can change your account to enterprise real-name verification. For details, see Change real-name verification. After the change, go to the Invoice Information (Title) page and click Update to latest verified information to apply for invoices with the new header.
This operation is irreversible. After changing to enterprise verification, you cannot revert to personal verification.
Method 2: Submit application materials
If your personal account cannot undergo a verification change, you can submit an application and provide the required proof materials. After approval, you can issue invoices with an "organization" or "enterprise" header type.
After submitting the application, the original header becomes invalid. Make sure you have issued all needed invoices with the current header and no longer need it before applying for a new one.
When applying, ensure that your account does not have an active enterprise header and does not have a pending header application.
Log on to the Expenses and Costs console, click Invoice in the left navigation pane, and go to the Invoices page.
NoteUse the new version of the Expenses and Costs console. You can switch between the new and old versions using the toggle in the lower-left corner.
Go to the Invoice Information (Title) page. On the right side of Invoice Title, click the dropdown arrow of Apply for Enterprise Header and select Apply for Enterprise Header as Individual.
You can apply as a student, teacher, or enterprise employee.
Fill in the required application materials as prompted and submit for review. Refer to the following specifications:
Proof material requirements
To apply for an enterprise header as an individual (including scenarios for company invoices, student/teacher/employee applications), upload one of the following documents: employment certificate, labor contract, social security record, or provident fund record (for the employment certificate template, refer to the sample on the application page — uploading one document is sufficient).
The document must clearly show both of the following. Otherwise, the review will not pass:
Applicant's full name (must match the account's real-name verification)
Organization's full legal name
Other notes: PDF format and watermarked files are accepted. Documents issued on behalf of someone other than the applicant are not valid. Social security records must show the applicant's full name and organization's full legal name.
Application letter specifications
You may complete the letter electronically or print and fill it in by hand. The signature/seal field must be handwritten; other content may be typed.
For "Reason for application", you may enter "expense reimbursement".
The "Employment validity period" stated in the letter must not span more than one year.
For "Target account", enter your Alibaba Cloud Account ID.
Special entity handling
Public institutions: If the institution does not have a Unified Social Credit Code, you may substitute the "Certificate Number" or "Organization Code" from the Institution Legal Person Certificate. Include a note in the remarks field explaining the situation.
Schools/Research institutes: If the institution name differs from the records on Xuexin.com (China Higher Education Student Information platform), upload an additional enrollment certificate or explanatory statement bearing an official seal.
After submission, the review typically completes within 1 business day. You will be notified of the result via SMS. You can also view the approval progress or withdraw the application on the Invoice Title page.
If approved, the new header is automatically added to your invoice header information. You can view and manage it on the Invoice Information (Title) page.
For rejected applications, click View reason, supplement missing materials or correct errors based on the instructions, and resubmit. Alternatively, you can delete the application.
Modify invoice header for enterprise verified accounts
Scenario 1: Company entity information changed — modify invoice header
Change real-name verification
If your company's entity name has changed and you need to issue invoices with the new name, first go to the Account Center - Enterprise Real-name Verification page to change the enterprise verification entity or name. For detailed steps, see Change enterprise verification.
Sync invoice header information
After the verification change is successful, return to the Expenses and Costs console and go to Invoice > Invoice Information (Title).
In the Invoice header information section, click Update to latest verified information.
Scenario 2: Issue invoices with a different company header — modify invoice header
If you want to issue invoices with a different company's header, first change the enterprise real-name verification by changing the entity. The steps are the same as Scenario 1.
Add affiliated company header for enterprise verified accounts (coming soon)
Per the Regulations on the Use of VAT Special Invoices, invoices must correspond to actual transactions. You must first change your account's real-name verification information. If you cannot change the account verification, and you meet one of the following conditions, contact your account manager for evaluation. After signing supplementary agreements (such as an affiliated company shared account agreement or affiliation statement), the account manager can submit the application. Once approved, you can use the affiliated company header for invoicing. Conditions for multi-header application:
Your account's verified company is the parent company of the target invoice header company.
Your account's verified company is a subsidiary of the target invoice header company.
Your account's verified company and the target invoice header company are controlled by the same parent company.
If the affiliated company does not meet any of the above conditions with your current account's verified company, Alibaba Cloud cannot add a new header for you.
FAQ
How can a personal account get an enterprise invoice?
You need to either change your personal account to enterprise verification or submit application materials. For details, see Modify invoice header for personally verified accounts.
How do I update the invoice header after a company name change?
You need to first update the enterprise real-name verification information on your Alibaba Cloud account, and then sync the invoice header. For details, see Modify invoice header for enterprise verified accounts.
Does modifying the invoice header affect previously issued invoices?
No. Modifying the invoice header only takes effect for invoices requested after the modification. Previously issued invoices remain unchanged.
I have completed the account verification change. Why hasn't the invoice header updated?
After the account real-name verification change is complete, the invoice header does not sync automatically. You need to go to the Invoice Information (Title) page in the Expenses and Costs console and click Update to latest verified information. For detailed steps, see Modify invoice header for enterprise verified accounts.
I have left my company. How do I temporarily request invoices with my former employer's header?
Former employees can temporarily request invoices under a former employer's header. Submit an application as described in Method 2: Submit application materials in Modify invoice header for personally verified accounts, apply as an Enterprise employee, and then select Apply for enterprise invoice as a former employee for Application type. Prepare the following materials:
Application letter: Download the template, complete and print it, have the individual named in the account's identity verification sign it by hand, affix the official seal of the former company (a contract seal is not accepted), and then photograph and upload it. Only PDF or image files are accepted, up to 5 MB per file and a maximum of 3 attachments.
Reason for application: State your resignation date, the reason for invoicing, and the time range, within 500 characters.
An enterprise header applied for by a former employee is valid for up to 7 days, and the review takes 1 to 3 business days. After you submit the application, the original header becomes invalid. If the application is rejected, the personal header is restored automatically.
Why does the system show no available header, or why can't I select an active header when requesting an invoice?
If you see "no available header" or cannot select a header (including situations like "could issue invoices last year but not this year" or "historical header expired"), common causes include:
Enterprise header has expired: Enterprise headers obtained by personally verified accounts through the application method have an expiration date. General invoice headers are valid for up to 365 days. VAT special invoice header validity is determined at the time of approval. Even if the header status shows Active on the Invoice Information (Title) page, the header cannot be used for invoicing after expiration.
Historical header invalidated due to rule changes: Headers applied for earlier may have been automatically invalidated due to system rule adjustments.
Resolution: Use one of the following methods to restore invoicing capability:
Reapply for an enterprise header: Go to the Invoice Information (Title) page, click , and submit the required proof materials (employment certificate, social security record, etc.). After approval, the new header can be used normally.
Change to enterprise real-name verification: Change your account to enterprise real-name verification. After the change is complete, go to the Invoice Information (Title) page and click Update to latest verified information to sync the latest information and issue invoices with the enterprise header.
For other invoice-related questions, see Invoice FAQ.