Malaysia Invoice Template: Creating Professional Invoices [Excel Template]

Creating professional invoices is a crucial aspect of managing transactions in any business, especially when operating in Malaysia. To comply with local invoicing regulations in Malaysia, utilising a Malaysian invoice template can significantly simplify this task, ensuring that your invoices are compliant with Malaysian laws while portraying a professional image to your clients.

This article delves into what a Malaysian invoice template is, its purposes, the essential information required to generate a tax invoice, and addresses frequently asked questions about using these templates. We have attached an editable Invoice template for Malaysia in Excel , which you can download for free.

What is the Malaysia Invoice Template?

An invoice template is a pre-formatted document that businesses can use to create tax invoices in Malaysia. These templates are designed according to the invoicing rules and regulations stipulated by the Malaysian government, ensuring compliance while saving time.

The templates can be found in various formats such as Word, Excel, or integrated within invoicing software such as provided by ClearTax. Some templates are free, while others come as part of invoicing software packages.

Malaysian invoice template used for

Invoice templates in Malaysia serve multiple purposes:

• Standardisation: They help standardise the format of invoices across the organisation, ensuring consistency.
• Compliance: Adherence to Malaysia’s invoicing regulations is crucial to avoid any legal complications. These templates are formatted to comply with local laws.
• Professionalism: Utilising a well-designed Malaysian invoice template reflects a professional image, which can instil confidence in your clients.
• Efficiency: Templates streamline the invoicing process, saving time and reducing errors.

Basic information needed to generate an invoice

When preparing an e-invoice in Malaysia, it is essential to include a comprehensive set of details to ensure compliance and thoroughness. Here’s a complete rundown of the required and optional fields that should be present in an e-invoice:

Party Details

1. Supplier’s Name: The name of the issuer (business or individual)
2. Buyer’s Name: The name of the e-invoice recipient

Supplier’s Information

3. Supplier’s TIN: Tax Identification Number provided by IRBM
4. Supplier’s Registration/Identification Number: Business registration, MyKad, or passport number
5. Supplier’s SST Registration Number: If applicable, for SST registrants
6. Supplier’s Tourism Tax Registration Number: For tourism tax registrants only
7. Supplier’s Email: The email address of the supplier
8. Supplier’s MSIC Code: A 5-digit code indicating the supplier’s business nature
9. Supplier’s Business Activity: A description of the supplier’s business

Buyer’s Information

10. Buyer’s TIN: Buyer's Tax Identification Number from IRBM
11. Buyer’s Registration/Identification Number: As with the supplier's identification
12. Buyer’s SST Registration Number: If the buyer is an SST registrant
13. Buyer’s Email: Email address of the buyer

Address Information

14. Supplier’s Address: The registered, business, or residential address of the issuer
15. Buyer’s Address: The registered, business, or residential address of the recipient

Contact Information

16. Supplier’s Contact Number: The phone number of the supplier
17. Buyer’s Contact Number: The phone number of the buyer

Invoice Details

18. e-Invoice Version: Version of the e-invoice being used
19. e-Invoice Type: The type of document being issued
20. e-Invoice Code/Number: The reference number for the invoice
21. Original e-Invoice Reference Number: If applicable, the number of the original invoice being adjusted
22. e-Invoice Date and Time: When the e-invoice was issued
23. Date and Time of Validation: When the e-invoice was validated
24. Issuer’s Digital Signature: To authenticate the invoice
25. Invoice Currency Code: The currency used for the invoice
26. Currency Exchange Rate: Applicable exchange rate
27. Frequency of Billing: How often the invoice will be issued (optional)
28. Billing Period: The coverage period of the invoice (optional)

Unique Identification

29. IRBM Unique Identifier Number: A number assigned by IRBM upon validation

Products/Services Details

30. Classification: Category of the billed products or services
31. Description of Product or Service: Detailed description
32. Unit Price: Price per unit of each product or service
33. Tax Type: The applicable type of tax
34. Tax Rate: The rate at which tax is levied
35. Tax Amount: Total tax payable

Tax Exemption Specifics

36. Details of Tax Exemption: Description of any tax exemption (if applicable)
37. Amount Exempted from Tax: Total exempted tax amount (if applicable)

Total Amounts

38. Subtotal: Amount before taxes or discounts
39. Total Excluding Tax: Amount due without tax
40. Total Including Tax: Amount due including tax
41. Quantity: Number of items or services (optional)
42. Measurement: Measurement standards for products or services (optional)
43. Discount Rate: Percentage of discount offered (optional)
44. Discount Amount: Monetary amount of discount (optional)

Payment Information

45. Payment Mode: How the payment will be made (optional)
46. Supplier’s Bank Account Number: For payment transactions (optional)
47. Payment Terms: Agreed terms for payment (optional)
48. Payment Amount: The amount to be paid (optional)
49. Payment Date: When the payment was made or received (optional)
50. Payment Reference Number: To track the payment (optional)
51. Bill Reference Number: Supplier’s internal billing reference (optional)

Including each of these fields, whether required or optional, ensures that your e-invoice is not only compliant with Malaysian regulations but also provides clear, detailed, and traceable information for both parties involved in the transaction.

Malaysia Invoice Template in Excel

Simply download the template, fill in the required details, add or remove any required fields and generate professional invoices per your needs.

Invoice Format Excel

Conclusion

In wrapping up, the utilisation of a Malaysian Invoice Template is not merely a matter of adhering to the required standards but a step towards achieving operational efficiency and professionalism in your business dealings.

Moreover, embracing digital solutions like those offered by ClearTax can further simplify your invoicing processes, ensuring that you stay ahead in managing your business finances efficiently and compliantly in the Malaysian business landscape. The resources and free invoice templates available can significantly ease the invoicing process, leaving you with more time to focus on other critical areas of your business operations.