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guide to implementing e invoicing in malaysia

How To Implement e-Invoicing: A 14 Step Checklist For Businesses

This post assumes readers are familiar with the general idea and processes of e-Invoicing in Malaysia, and focuses on how a business can best prepare for the inevitable transition.

As with all shifts, friction is inevitable, and the best leaders anticipate and mitigate them.  

Here’s  how we’ll break this down:

  1. We’ll (very) quickly recap a typical e-invoice flow
  2. We’ll list the three main sources of business constraints that can hinder this flow
  3. We get to the action item checklist!

Let’s begin.

A typical e-invoice flow for a business

We’re sure everyone has seen this photo by now – it’s the flow of how an e-invoice is created, validated, and submitted to LHDN.

official workflow of e-invoicing from LHDN guidelines

From the diagram, a successful e-invoice flow requires three things to happen once a sale has been made:-:

  1. The supplier or an employee must create an e-Invoice and submit it to LHDN.
  2. The submission must be done either via MyInvois or third party software that can connect to MyInvois via API.
  3. The supplier must share the validated e-invoice with the buyer.

This means at the most basic level, three things are needed:

  1. A business representative to create and share the e-invoice
  2. A third party software or the MyInvois app
  3. The buyer’s tax information

Seems simple enough, so let’s explore three sources of organisational constraints that can bottleneck even the simplest of processes.

3 sources of business bottlenecks

Across the board, all business problems can be traced back to a combination of three things: people, processes, and technology.

the three sources of business bottlenecks that will stop a business from implementing e invoicing

Just one by itself is an issue, and several in tandem will almost certainly prevent a business from achieving a desired outcome.

Let’s see what these might look like in the context of e-Invoicing.

People (internal)

  • Employees resistant to change
  • Lack of knowledge on e-Invoicing guidelines
  • Unfamiliarity with new software
  • Transition period to build new habits  

People (external)

  • Vendors and suppliers resistant to change

Processes

  • Lack of standardisation across business units 
  • Blind spots in how processes should change to accommodate e-Invoicing

Technology

  • Business has too many transactions to use MyInvois effectively
  • Current invoicing SaaS cannot integrate with MyInvois API

The e-Invoicing action item checklist 

Regardless of what industry you belong to, if you haven’t taken steps to address e-Invoicing implementation, the following 14 step checklist will come in handy:

People (internal) 

✅ Conduct general company-wide training on e-invoicing regulations.

✅ Conduct department / job function-specific e-Invoicing training.

✅ Develop easily accessible resources and guidelines for reference.

✅ Designate e-Invoicing champions within departments to act as a source of reference for colleagues.

People (external) 

✅ Exchange tax information with vendors.

✅ Explore alternatives to vendors resistant to e-Invoicing implementation.

✅ Enquire what third party software vendors are using.

Processes

✅ Conduct a thorough review of existing processes.

✅ Work with department team members to redesign processes as needed.

✅ Standardise e-invoicing protocols across business units to the extent possible.

Technology

✅ Verify with your SaaS providers that the software can integrate with MyInvois

✅ Ask for an onboarding training session to verify and upskill employees

✅ Explore alternative SaaS options if not compatible with MyInvois

Decision makers 

✅ 😌BE PATIENT!

All the best!

By the way, if you have concerns about e-Invoicing specific to healthcare, oil & gas, e-commerce, construction, or telecommunication, you might find answers in our 37 Industry-Specific FAQs On e-Invoicing!.

Let MISHU assist your e-Invoicing transition

Be it people, processes, or technology, get in touch with our team of experts to see how we can assist your business with organisation-wide adoption of e-Invoicing.

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