QuickBooks HelpQuickBooksHelpIntuit

How to set up e-invoicing in QuickBooks Online - Malaysia

by Intuit•29• Updated 3 days ago
Intuit is providing this for informational purposes only and does not provide professional advice. We recommend seeking professional advice as required.

Learn how to opt into e-invoicing in QuickBooks Online

Before you start, make sure you have:

  • BRN (Business Registration Number)
  • TIN (Tax Identification Number)
  • MSIC (Malaysia Standard Industrial Classification)
  • SST ID (Sales and Service Tax ID) - only if you’re registered for Sales & Service Tax (SST)

You’ll also need your MyInvois credentials (Client ID & Client Secret).

What is e-invoicing?

E-invoicing empowers businesses to send digital invoices automatically, making operations smoother and more efficient by:

  • ensuring compliance with local laws
  • reducing administrative tasks
  • reducing errors

Step-by-step instructions for setting up e-invoicing

If you're a Sales & Service Tax (SST) ID holder required to collect sales tax, you'll need to enable sales tax before e-invoicing. You can find out if you need to register for SST here. 

To set up your sales tax in QuickBooks Online, follow these steps:

  1. Visit the MySST portal, https://mysst.customs.gov.my.
  2. Navigate to New Registration and select Sales Tax from the â–Ľ dropdown.
  3. Complete and submit your application.

You should receive an email once your application has been processed. You can also check your registration status in the MySST portal.

Tip: When setting up exemption tax rates (0%), make sure you enter an exemption reason in the description field as per the SST-02 form.

A digital certificate is an electronic document that proves the identity of a business and verifies its authenticity as an authorised seller. To obtain one, you'll need to:

  1. Find a Certificate Authority (CA) and arrange a quote on which type of certificate is best suited for your business.
  2. Once purchased, send your CA all the relevant information as requested. They will need to use this to verify your authenticity.
  3. Receive a digital certificate for QuickBooks e-invoicing set up.
Tip: The Malaysian Communications and Multimedia Commission (MCMC) has collated an official list of Certified Authorities here.
  1. To opt into e-invoicing, go to Settings A bunch of signs that are on a wall., select Account and settings, select Sales, and then E-invoicing.
  2. Select the pencil icon pencil icon and turn on Use e-invoicing.
  3. You’ll be prompted to enable sales tax. Select Enable if you’re required to collect sales tax.
  4. You’ll need to acknowledge and agree to Intuit sharing the information you provide with Sovos Compliance LLC and select Continue.
  5. To edit your E-invoicing details, select View or change.
  6. You’ll need to enter the following:
    • Business name: This should be populated automatically, so you can make any edits needed.
    • SST ID (if you collect sales tax): The 15-digit identification number provided by the government when registering for Sales & Service Tax.
    • Business Registration Number (BRN): A unique set of 12-digit number assigned to a business entity upon its incorporation with the Companies Commission of Malaysia, also known as Suruhanjaya Syarikat Malaysia (SSM).
    • Tax Identification Number (TIN): The Tax Identification Number (TIN), also known as the income tax number, is a unique identifier assigned to individuals and entities who are registered taxpayers with the Inland Revenue Board of Malaysia (LHDN).
    • Malaysia Standard Industrial Classification (MSIC) Code: This is a 5-digit number that represents the taxpayer’s business nature and activity. You can visit the LHDN website for a list of MSIC codes.
  7. Next, you’ll need to connect to LHDN via the MyInvois portal.
  8. To finish connecting to LHDN, you’ll need to go back to QuickBooks Online.
    • Go to QuickBooks Online, navigate to Account and settings, select Sales, and then E-invoicing.
    • Select the pencil icon pencil icon and turn on Use e-invoicing.
    • You’ll need to acknowledge and agree to Intuit sharing the information you provide with Sovos Compliance LLC and select Continue.
    • Check that the information is correct.
    • Enter MyInvois Client ID & MyInvois Client Secret into QuickBooks and select Connect.
    • If you have one, upload your digital certificate, enter your digital certificate password, and select Connect.

Note: You may need to acquire a digital signature from an authorised Certificate Authority (CA).

Tip: If you need to change any details, go back to Settings A bunch of signs that are on a wall., select Account and settings, select Sales, then edit the E-invoicing by selecting the pencil icon pencil icon, and select View or Change.

  1. Visit the MyTax site, mytax.hasil.gov.my.
  2. Find the profile dropdown menu and select View Taxpayer Profile.
  3. On the ERP row, select Register ERP.
  4. Enter the ERP name as QuickBooks, select 3 Year client secret expiration, then select Register.
  5. The MyInvois portal will then generate your ERP Client ID, Client Secret 1 and 2.
  6. Select Done to complete the process.

To comply with local tax laws, you’ll need to add a few new details about the customers you invoice. You can find these under the Additional info section. 

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Customer Hub, then select Customers & leads (Take me there).
  2. Select the customer name to open the customer record.
  3. Select Edit.
  4. Go to the Additional info section and enter the Tax Identification Number (TIN).
  5. Select the Customer category from the â–Ľ dropdown.
    • If your customer category is Domestic business in Malaysia, enter your TIN and BRN.
    • If your customer category is Domestic individual in Malaysia, enter your MyKad / Mytentera identification number.
    • If your customer category is Foreign business or Foreign individual, enter the BRN, TIN, Passport number / MyPR / MyKAS identification number.
      Note: If you don't have any identification number available, QuickBooks uses the default value.
  6. Select Save.
  1. Go to All apps A bunch of numbers and letters on a tile wall., select Sales & Get Paid, then select Products & services (Take me there).
  2. Select the name of the product/service.
  3. Select Edit under the Basic info.
  4. Select the Classification Code from the â–Ľ dropdown.
  5. Select Save.

Tip: Visit the LHDN website for a list of classification codes.

Note: You’ll need to log in to QuickBooks Online to send e-invoices created on QuickBooks mobile to LHDN. Learn how to create and track e-invoices in QuickBooks Online.

Learn more about e-invoicing in Malaysia

If you ever need to update your legal name, address, Tax ID, or InvoiceNow representative, you'll need to de-register and re-register. See Changing your business details after activation.

2. Set up GST InvoiceNow (report to IRAS)

In step 1, you set up InvoiceNow. In this step, you'll set up GST InvoiceNow, which connects QuickBooks to IRAS, so your invoices are automatically reported for GST purposes.

GST InvoiceNow is mandatory once your business reaches the revenue threshold for your mandate phase. QuickBooks can't determine your turnover automatically — it's your responsibility to check the timeline and know when to enable this.

  1. From the Next steps screen, once your InvoiceNow connection is validated, select Enable GST InvoiceNow.
  2. QuickBooks creates your GST InvoiceNow government profile in the background. Once that's done, select Verify with Singpass and log in to your Singpass account, as you did in step 1.
  3. After you've logged in, you'll get confirmation that you've successfully registered. Close that tab, return to QuickBooks, and select Next.
  4. Select Refresh to check whether your account is verified. This can take a few minutes to sync — if it's still awaiting verification, wait a few minutes and select Refresh again.
  5. Once the status shows GST InvoiceNow: Connected, you've successfully set up GST InvoiceNow.
Note: Once GST InvoiceNow is active, using Save and send e-invoice will submit to both your buyer and IRAS. See How to create, send, and track e-invoices in QuickBooks Online for full details on your submission options.

3. Set up POS sales customer, STI customer, and PCP supplier (if required)

If your business handles cash or POS sales instead of invoicing customers individually, you'll need to create one invoice at the end of each day that combines those sales, so you can still report it to the government.

  1. From the Next steps screen, next to Set up POS Sales customer, STI customer, and PCP supplier, select Set up.
  2. Once you select Set up, QuickBooks automatically creates three special customer and supplier records for businesses that make sales or purchases without issuing individual invoices to named buyers.
RecordTypeUENUse it for
POS SalesCustomer0000000POSAggregated point-of-sale or cash sales where you haven't captured individual buyer details. Create one invoice per period against this customer.
STICustomer0000000STISimplified Invoices — sales where a simplified tax invoice is issued (typically amounts under S$1,000).
Petty Cash (PCP)Supplier0000000PCPAggregated petty cash purchases with no supplier invoice from a supplier on the InvoiceNow network.

4. Update your customer records

To comply with local tax laws, you’ll need to add a few new details about the customers you invoice. 

  1. From the Next steps screen, next to Fill tax identifiers for your customers, select Go to customers. Or go toGo to All apps A bunch of numbers and letters on a tile wall., select Customer Hub, then select Customers & leads (Take me there).
  2. Select the customer name to open the customer record, then select Edit.
  3. Go to the Additional info section:
  4. Select the Customer category from the â–Ľ dropdown.
    • For a Domestic business: Provide their UEN number
    • For a Foreign business: Provide their Peppol ID.
  5. Select Save.
  6. Repeat for all customers using e-invoicing.

5. Update your supplier records

You'll also need to add these details to the suppliers you bill.

  1. Go to All apps, select Expenses, then select Suppliers (Take me there).
  2. Select the supplier name to open the supplier record, then select Edit.
  3. Go to the Additional info section:
  4. Select the Supplier category from the â–Ľ dropdown.
    • For a Domestic business: Provide their UEN number
    • For a Foreign business: Provide their Peppol ID.
  5. Select Save.
  6. Repeat for all suppliers using e-invoicing.

6. Switch to the new invoice layout

InvoiceNow uses a new invoice layout. You'll need to switch before you can send your first e-invoice.

To switch:

  1. Go to Create +, then select Invoice.
  2. At the top right of the invoice, select Update layout.
  3. On the modal that appears, select Update layout again to confirm.
  4. The invoice reloads in the new layout.
You only need to do this once. After you switch, all new invoices will use the new layout by default — for you and every other user in the company. If you need to switch back, select the option in the top right of the invoice to revert to the old layout.

See How to create, send, and track e-invoices in QuickBooks Online for detailed instructions on how to send your first e-invoice with InvoiceNow.

Your e-invoicing hub

Once setup is complete, you can access your e-invoicing hub at any time by going to Settings âš™, then Compliance centre, then the E-invoicing tab.

You can still create invoices, bills, credit notes, and purchase orders in the usual places in QuickBooks — the e-invoicing hub doesn't replace that. What it does is give you a centralised place to monitor everything related to e-invoicing in one view, without having to navigate across different parts of the product.

The hub has four tabs:

TabWhat it's for
OverviewA dashboard showing your e-invoicing activity at a glance — recent submissions, inbound documents, and anything that needs your attention.
Inbound DocumentsAll invoices and purchase orders received from suppliers via the InvoiceNow network. This is the only place in QuickBooks where you can see and action inbound e-invoices.
Outbound DocumentsA list of all outbound documents you've submitted — invoices, credit notes, and purchase orders — with their current delivery and IRAS submission statuses.
ReportsThe GST InvoiceNow Submissions report. Shows every document submitted to IRAS with acknowledgement IDs, GST amounts, and statuses. Exportable as CSV. See View and export your e-invoicing submission report for full details.

Changing your business details after activation

When you set up InvoiceNow, your business information — including your legal name, address, Tax ID, and InvoiceNow representative — is registered with Fonoa and published to the Peppol directory. This is how other businesses on the InvoiceNow network find and route documents to you.

If any of these details change, simply updating them in QuickBooks isn't enough. The Peppol directory will still hold your old information until you de-register and re-register. If you don't do this, invoices may be misrouted or rejected by the network.

The details that require de-registration and re-registration if changed are:

  • Legal trading name
  • Business address
  • Tax ID / Sales tax registration
  • InvoiceNow representative (name or email)

Additional resources