Van sales software with pre-sales and collections for Philippine distributors

Van Sales Software for Distributors in the Philippines

FieldSales is a cloud platform for distribution and wholesale companies in the Philippines that run van sales, pre-sales order taking and field collections. Reps issue invoices on their phones and print them on a thermal printer, record collections, track customer balances and van stock, and log each store visit with location and photos, from sari-sari stores to supermarkets. The app keeps working offline and syncs later. Each company sets its own currency, VAT rate and payment methods, such as GCash or Maya.

How distribution works in the Philippines

Philippine distribution runs through several commercial hubs, including Metro Manila (NCR), Calabarzon (Cavite, Laguna, Batangas), Central Luzon (Pampanga, Bulacan), Metro Cebu and Davao City. Traditional trade revolves around the sari-sari store, a small family-run shop often operated from the owner's home, alongside carinderias (small eateries), while modern trade covers supermarkets and groceries. Routes may also take in public-market (palengke) vendors and drugstores. Published estimates of how many sari-sari stores operate vary widely, so plan coverage from your own customer list rather than a headline number. Many stores sell on credit to their regular customers (suki) and keep those debts in handwritten notebooks, and B2B ordering apps for sari-sari stores are emerging.

Payment is still largely cash-based. A Bangko Sentral ng Pilipinas (BSP) roadmap published in 2020, using 2019 data, put cash at about 85% of business-to-business supplier payments by volume and described an economy that relies on cash and cheques. Those figures are dated, but they explain why field collection still matters. E-wallets such as GCash and Maya, both regulated by the BSP, are spreading fast and accept QR payments; InstaPay handles instant low-value bank transfers, PESONet handles batch transfers as an alternative to cheques, and QR Ph standardizes merchant QR codes.

FieldSales is built for this mix: the same rep can sell from the van, take orders for later delivery and collect payment during a store visit.

VAT, TIN and what a Philippine invoice must show

The Philippines levies Value-Added Tax (VAT), administered by the Bureau of Internal Revenue (BIR). The standard rate is 12%. A 0% rate applies to zero-rated transactions, including export sales by VAT-registered sellers, sales to bonded manufacturing warehouses of export enterprises, and goods and services zero-rated under special laws (per PwC). VAT-exempt transactions (Section 109) are a separate category: they are not zero-rated and give no input VAT credit. VAT registration is mandatory once gross sales over the past twelve months exceed the registration threshold, or are expected to exceed it over the next twelve months; businesses that are not VAT-registered are generally subject to Percentage Tax instead and issue non-VAT invoices.

The Taxpayer Identification Number (TIN) has nine digits followed by a five-digit branch code, and it is printed on the invoice after "VAT Reg TIN" or "Non-VAT Reg TIN", for example VAT Reg TIN 123-456-789-00000.

Under Revenue Regulations (RR) No. 7-2024, the invoice is the primary evidence of a sale. It must show the seller's registered name as shown in its BIR registration (COR), VAT or non-VAT status with TIN and branch code, the registered business address, the word "Invoice" (Sales Invoice, Cash Invoice, Charge Invoice and so on), the transaction date, a serial number, the quantity, unit cost and description of each item, space for the buyer's registered name, address and TIN (address and TIN are not required for sales to final consumers), and the total with VAT shown as a separate amount. Mixed sales need VATable, VAT-exempt and zero-rated sales and the VAT amount broken out. Sales to senior citizens and persons with disabilities need the buyer's ID number, the discount and VAT exemption details, and the buyer's signature. Under RR 6-2026, creditable withholding tax (CWT) must also appear as a separate line where applicable.

Manual invoices carry ATP details at the bottom, CRM and POS invoices carry the MIN and PTU numbers, and CAS invoices carry PTU or ACCN details. Registering your invoicing setup with the BIR is your company's responsibility. In FieldSales, your company admin sets the tax name (VAT) and the rate (12%) and enters the company details; review the printed invoice against the fields above with your tax adviser before your reps go live.

BIR e-invoicing (EIS): where things stand

The BIR's Electronic Invoicing System (EIS) is being phased in, and the mandate had not yet taken effect when this page was last checked. Under RR No. 11-2025, as amended by RR 26-2025, and the guidelines in Revenue Memorandum Circular (RMC) No. 98-2026, the following must be able to issue electronic invoices by 31 December 2026: taxpayers in e-commerce or online transactions classified as small, medium or large (micro taxpayers are exempt); taxpayers under the Large Taxpayers Service (LTS); Large Taxpayers as classified under the EOPT Act (RA 11976) and RR 8-2024; and users of CAS or CBA with accounting records and electronic invoicing, as well as users of other invoicing software. Micro taxpayers may issue e-invoices voluntarily or keep using registered manual invoices, CAS, CRM or POS.

Before issuing, a covered taxpayer needs a Permit to Issue Electronic Invoice (PTI) from the BIR, and e-invoices must be structured data that converts to the BIR's JSON format. Invoices typed in Word, Excel or Google Sheets do not count, and neither does a printed invoice from a system that cannot send it electronically to the buyer and report it. Issued e-invoices cannot be deleted or edited; corrections go through a credit note or a new invoice (BIR media release, 23 September 2026, and professional summaries of RMC 98-2026).

A later wave, with no date set, will follow once the BIR's system is ready and separate regulations are issued, covering exporters, registered business enterprises with incentives, POS users and others the Commissioner names. Electronic sales reporting under Section 237-A, which means sending sales data to the EIS, is a separate obligation that has not been activated yet; RR 8-2022 had designed it as transmission within three calendar days of the transaction. Taxpayers may use an in-house or commercial e-invoicing solution or an Electronic Invoicing Service Provider (ESP); the BIR took ESP applications from 16 to 30 October 2026 under RMC 110-2026 (per Reyes Tacandong).

Under RR 6-2026, invoices must show creditable withholding tax separately where applicable. According to a Daily Tribune report on RMC 112-2026, covered e-invoicing systems have until 31 December 2026, and CRM, POS and other invoicing systems not yet covered by the e-invoicing mandate until 31 March 2027. No announcement of a further extension of the 31 December 2026 deadline had been found at the last check, but RR 26-2025 allows the Commissioner to extend it, so confirm the latest position with the BIR or your adviser.

A note for distributors: a VAT-registered distributor that invoices from invoicing software may fall within the covered CAS/CBA and invoicing-software category, unless it is a micro taxpayer.

Where FieldSales stands: it does not transmit invoices or sales data to any Philippine government system today. FieldSales’ only live government e-invoicing link today is in Saudi Arabia (ZATCA’s Fatoora platform). For the Philippines, a government e-invoicing connection is available on request: we would first study the country's requirements, and we make no promise of outcome, scope or timing. Your PTI, registration and e-invoicing obligations stay with your company.

Collections: cash, cheques, bank transfers and e-wallets

Cash and cheques remain central to field collection, while e-wallets are spreading fast. In FieldSales, every payment a rep collects is recorded on a receipt with the payment method your company defines: Cash, Cheque, Bank transfer (InstaPay or PESONet), GCash, Maya, QR Ph, or any other method you add. These are methods for recording and reconciling collections. FieldSales does not connect to GCash, Maya, InstaPay, PESONet or QR Ph, so your team matches e-wallet and bank entries against its own statements.

Each receipt reduces the customer's outstanding balance, so managers can see who owes what and what each rep has collected. Separately, the stock each rep carries in the van is tracked as custody and reconciled against what the system recorded.

One local rule to keep in mind: under the BIR's invoicing rules, a collection receipt or official receipt is a supplementary document, not proof of sale, and supplementary documents must carry the statement "THIS DOCUMENT IS NOT VALID FOR CLAIM OF INPUT TAX." The invoice remains the document that supports the sale.

How FieldSales works for Philippine distributors

Set up: in company settings, choose the Philippine peso (PHP, ₱) as your currency, name the tax VAT and set the rate to 12%, and add the payment methods your reps accept, such as GCash and Maya.

On the road: reps use the app on Android or iPhone to sell from the van, take pre-orders, issue invoices and print them on a thermal printer, record collections, and log visits with location and photos along the route. If the signal drops, they keep working offline and the app syncs when it reconnects.

In the office: managers follow routes, visits, sales, collections and van stock from the web dashboard.

Languages: the app interface is available in English, Arabic, French, Turkish and Chinese. There is no Filipino (Tagalog) interface.

FieldSales is a cloud platform headquartered in Riyadh, Saudi Arabia.

Sample structure of a Philippine sales invoice

Structure example only, with no amounts. Field list based on the BIR invoicing rules (RR 7-2024 and RR 6-2026); confirm your final layout with your tax adviser.

Field	Example
Seller's registered name	Name as shown in the seller's BIR registration (COR), optionally with the registered business style
VAT status and TIN	VAT Reg TIN 123-456-789-00000 (TIN plus branch code)
Registered business address	Registered address of the branch issuing the invoice
Document title	SALES INVOICE (or CASH INVOICE / CHARGE INVOICE)
Serial number	Unique sequential invoice number
Date	Date of the transaction
Buyer	Buyer's registered name, address and TIN (address and TIN not required for sales to final consumers)
Item lines	Description, quantity and unit cost of each item
VAT breakdown	VATable sales, VAT-exempt sales, zero-rated sales and VAT amount shown separately
Total amount due	Total inclusive of VAT, in Philippine pesos
Withholding tax	Creditable withholding tax as a separate line, where applicable
Senior citizen / PWD sales	ID number, discount and VAT exemption details, buyer's signature
Permit details (footer)	Your company's BIR permit details, such as ATP, PTU or ACCN, as applicable

Frequently asked questions

Can I use FieldSales for BIR electronic invoicing? Not as a government-connected e-invoicing system today. FieldSales issues and prints invoices from the rep's phone, but it does not transmit invoices or sales data to any Philippine government system. A government e-invoicing connection for the Philippines is available on request: we would first study the country's requirements, with no promise of outcome or timing. If your company falls within a covered category, confirm with your tax adviser how you will meet the requirement.

Do we still need our own BIR permits for invoicing? Yes. Permits for your invoicing setup, such as ATP for manual invoices, a Permit to Use (PTU) with ATP for computer-aided invoicing, the CAS acknowledgement (ACCN), or a Permit to Issue (PTI) for e-invoicing, are obtained by your company from the BIR. FieldSales does not hold these permits or obtain them for you.

Does the app work without mobile data? Yes. Reps keep selling, issuing and printing invoices, recording collections and logging visits while offline. Everything syncs to the cloud when the phone reconnects.

How do I record a GCash or Maya collection? Add GCash and Maya as payment methods in settings. When a rep collects, they choose the method on the receipt and the customer's balance updates. FieldSales records the method but does not connect to GCash or Maya, so your team reconciles those entries against the e-wallet statements.

Can I set the Philippine peso and 12% VAT? Yes. Your admin sets the currency to the Philippine peso (PHP, ₱), names the tax VAT and sets the rate to 12% in company settings, and reps' invoices use those settings.

Is the app available in Filipino? No. The interface is available in English, Arabic, French, Turkish and Chinese only, so Philippine teams would use the English version.

Sources

Last verified: November 2026

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