Who is this for?
StoreHub merchants in Malaysia who need to understand and comply with the LHDN e-Invoice requirements.
Overview
This guide provides a quick overview of e-invoicing in Malaysia and how StoreHub helps you comply. You'll learn what an e-invoice is, why it's mandatory, and the key steps involved in setting up and managing e-invoices for your business. This article acts as a roadmap, linking you to detailed guides for each step of your e-invoice journey.
Before You Begin
Your business operates in Malaysia.
You have access to your StoreHub BackOffice.
You have access to the LHDN MyInvois portal (or the company Director does).
Step-by-Step Guide
What is an e-Invoice & Why It Matters
An e-invoice is a digital record of your sales that is sent directly to the Malaysian Tax Office (LHDN) for their records. It's a crucial part of tax compliance in Malaysia.
What is an e-Invoice?
It's a digital receipt that is sent to the Malaysian Tax Office (LHDN) for their records.
Why Compliance Matters:
It is required by law for all businesses in Malaysia.
Compliance Timeline:
1 August 2024:
For businesses with an annual turnover or revenue of more than RM100 million.
1 January 2025:
For businesses with an annual turnover or revenue of more than RM25 million and up to RM100 million.
1 July 2025:
For businesses with an annual turnover or revenue of more than RM5 million and up to RM25 million.
1 January 2026:
For businesses with an annual turnover or revenue of more than RM1 million and up to RM5 million.
1 January 2027:
For businesses with an annual turnover or revenue of up to RM1 million.
Your e-Invoice Journey: Key Steps
Getting started with e-invoicing involves a few main phases. StoreHub simplifies this process by integrating directly with LHDN.
1. Set Up Your e-Invoice System
Step 1: Set Up on the LHDN MyInvois Portal
You must first give StoreHub official permission to handle e-invoices for you by adding StoreHub as an intermediary.
This is a critical step that can only be completed by a registered company Director on the MyInvois portal. For sole proprietors, the representative user shall need to be set as 'Business Owner'.
Learn about How to Set Up Intermediary here.
Step 2: Set Up in your StoreHub BackOffice
Next, you need to configure your StoreHub account. Your BackOffice provides a checklist to guide you through these key settings:
Enable e-Invoicing:
Turn on the main feature.
Create & Validate Company Profile:
Fill in your business details like your BRN and TIN so we can validate them with LHDN.
Configure General e-Invoice Settings:
Ensure product classification code, payment options and tax code settings are updated.
Note:
Turning on the Issuing e-Invoice toggle will trigger an automatic test invoice to ensure the connection is properly set up and ready for customer requests.
For full guide, see How to Set Up & Manage e-Invoice Settings
2. Issue e-Invoices to Your Customers
After a sale, you can provide customers with a QR code on their receipt or send them an email link. They use this to request their official e-invoice.
Note:
Excluded payment options won't show Print QR Code option.
Once customers scan the QR Code from their receipt, they will go to the e-Invoice Request Page.
Customers can also request an e-Invoice directly from their Beep Order Details page.
If you sell your products through the Webstore, customers can request an e-Invoice in two ways:
Webstore checkout page | Webstore fulfillment email |
Buyer's Steps: Fill in details > Submit > LHDN validation
LHDN Status: Validated, Rejected, or Canceled
For full guide, see How to Manage e-Invoice Transactions
3. Manage e-Invoice Transactions (Cancellations & Refunds)
The 72-Hour Rule:
This is the most important rule from LHDN. You can only cancel an e-invoice within 72 hours of it being approved. After that, you must process a refund to make any changes.
Cancellations:
You can cancel a transaction directly from your POS or BackOffice within the 72-hour window.
Refunds:
To issue a refund, always use the 'Issue Refund' function on your POS. This automatically creates the official 'Credit Note' e-invoice that LHDN requires.
For full guide, see How to Manage e-Invoice Transactions
4. Getting e-Invoices from StoreHub
You can also receive e-invoices from StoreHub for your own business expenses, like subscription fees or payout fees. This helps you keep your own records compliant.
To receive these, you must have a completed and validated Company Profile in your BackOffice, even if you are not issuing e-invoices to your own customers yet.
Issued For:
Plan billing (manual or auto-payments)
SMS billing
Payout fees (monthly aggregation)
Must Request: Within same calendar month
For full guide, see How to Get StoreHub e-Invoices for Expenses
Key Reminders & Merchant Tips
Here are a few final tips to help make your e-invoicing process smooth:
1. Always save and validate your company profile in StoreHub BackOffice. This is essential for both issuing e-invoices to customers and requesting them from StoreHub.
2. Assign the correct LHDN product classification codes to all your items to ensure accuracy and compliance.
3. Keep your StoreHub POS app updated to the latest version to ensure all e-invoice features work correctly.
4. Regularly check your e-invoice consolidation status in your BackOffice.
5. Remember to request any e-invoices you need from StoreHub for your subscription renewals or other fees before the end of the month (from July 2025 onwards).
Troubleshooting
Issue | Solution |
Why did my test invoice fail? | This usually happens for two reasons: either StoreHub hasn't been appointed as your intermediary in the MyInvois portal, or your company profile hasn't been validated yet. |
My refund isn't syncing with LHDN. What's wrong? | Remember, all refunds must be processed using the 'Issue Refund' button in the StoreHub POS. Manual refunds (like giving cash back from the till) will not be reported to LHDN. |
Why was my cancellation request rejected? | It's likely because it was past the 72-hour time limit, or the transaction was already included in a monthly consolidated report. |
A customer says they are missing their e-invoice. What should I do? | You can verify the status of the e-invoice by checking the receipt number in the Transactions. |
I can't find an e-invoice for a specific sale. Why? | If the original payment for the sale failed or cancelled before IBRM validation,, no e-invoice will be created. An e-invoice is only generated after a payment is successful. |
FAQs
1. What is the main purpose of e-invoicing in Malaysia?
It's to digitize tax reporting and ensure transparency for the Malaysian Tax Office (LHDN).
2. Do all businesses need to comply with e-invoicing?
Yes, e-invoicing will eventually be mandatory for all businesses in Malaysia, with different compliance timelines based on annual turnover.
3. Where can I find detailed steps for setting up e-invoicing?
Refer to the 'How to Set Up and Manage Your StoreHub e-Invoice Company Profile and Settings' guide for comprehensive instructions.
4. How do my customers get their e-invoices?
Customers can request their e-invoice by scanning a QR code on their receipt or clicking a link in an email receipt, which takes them to an LHDN-integrated request page.
5. What is the 72-hour rule for e-invoices?
You can only cancel an e-invoice within 72 hours of it being approved by LHDN. After this, any changes require processing a refund, which generates a 'Credit Note' e-invoice.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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