What is electronic accounting?
Electronic accounting (contabilidad electrónica) is the legal requirement to submit monthly accounting data to Mexico's tax authority — the SAT (Servicio de Administración Tributaria) — through its online portal. This obligation is established in Article 28, Section III of the Código Fiscal de la Federación (Federal Tax Code) and stems from fiscal reforms aimed at modernizing and digitalizing tax compliance in Mexico.
What files must be submitted?
Taxpayers are required to submit the following files in XML format:
- Chart of accounts (Catálogo de cuentas) used during the period
- Monthly trial balance (Balanza de comprobación)
- Journal entries and ledger details (Pólizas y auxiliares) with the corresponding CFDI fiscal folio — submitted only when requested by the SAT
Key requirements
- Accepted accounting frameworks: NIF (Mexican Financial Reporting Standards), IFRS, and US GAAP
- All information must be submitted in Spanish
- The chart of accounts must include a minimum of two reporting levels
- The monthly trial balance is mandatory even when there are no transactions
- Any changes to the chart of accounts must also be reported
Who is required to comply, and when?
First phase (January 2015)
- Financial system institutions
- Taxpayers with income equal to or greater than MXN $4,000,000 in 2013
Second phase (January 2016)
- Taxpayers with income below MXN $4,000,000
- Primary sector (agriculture, livestock, fishing, forestry)
- Non-profit organizations
- Taxpayers registered between 2014 and 2016
Exemptions
Taxpayers under the Régimen de Arrendamiento (rental income), Servicios Profesionales (professional services), or Régimen de Incorporación Fiscal (RIF — simplified tax regime) who use the SAT's "Mis Cuentas" accounting module are relieved of this obligation.
Submission deadlines
Monthly trial balance
| Taxpayer type | Deadline |
|---|---|
| Legal entities (Personas morales) | 3 to 5 business days after the second month following the reporting period |
| Individuals (Personas físicas) | 3 to 5 business days after the second month following the reporting period |
| Securities issuers | 3 business days after the end of each quarter |
| Primary sector (semi-annual filers) | 3 to 5 business days after the second month of each semester |
Year-end closing trial balance
| Taxpayer type | Deadline |
|---|---|
| Legal entities (Personas morales) | April 20 |
| Individuals (Personas físicas) | April 22 |
File naming convention
Files must follow this format: RFC + Fiscal Year + Period + Type Code + .zip
The recognized type codes are:
| Code | File type |
|---|---|
| CT | Chart of accounts (Catálogo de cuentas) |
| BN | Standard trial balance (Balanza normal) |
| BC | Amended trial balance (Balanza complementaria) |
| PL | Journal entries for the period (Pólizas) |
| XC | Account/sub-account ledger detail (Auxiliar de cuenta/subcuenta) |
| XF | Folio ledger detail (Auxiliar de folios) |
Example: XAXX010101000202401BN.zip (Standard trial balance for January 2024)
How are files submitted?
- Files are compressed into ZIP format
- They are uploaded through the SAT's Buzón Tributario (taxpayer digital mailbox)
- A valid e.firma (advanced electronic signature) is required
- The SAT provides an online validation tool to check files before submission
When are journal entries and ledger details required?
Journal entries (pólizas) and accounting ledger details (auxiliares) only need to be submitted when:
- The SAT initiates a verification process or audit
- The taxpayer requests a tax refund or credit offset
Correcting errors
| Situation | Correction window |
|---|---|
| Modifications to previously submitted accounting data | 5 business days from the date of the change |
| Technical rejection received in the last 2 days of the filing window | 5 business days from the date of the rejection notice |
Accounts that must be reported
All accounts with balances or transactions during the period must be included:
- Assets (Activo) — property and rights
- Liabilities (Pasivo) — obligations and debts
- Equity (Capital) — net worth and stockholder accounts
- Revenue (Ingresos) — sales and other income
- Costs and expenses (Costos y gastos) — expenditures for the period
- Comprehensive financing result (Resultado integral de financiamiento)
- Memorandum accounts (Cuentas de orden) — may be reported only at fiscal year-end
Business days
Under Article 12 of the Código Fiscal de la Federación, the following are not considered business days: Saturdays, Sundays, national public holidays, and the SAT's official holiday periods.
Need help?
At SOLPROAM, we handle the preparation and submission of your electronic accounting so you can focus on running your business. Our team ensures your information meets all SAT requirements and is submitted on time. Contact us to learn more.