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Malaysia Invoice Template (SST and e-Invoice Fields)

A free, editable invoice layout for businesses in Malaysia and for foreign suppliers billing Malaysian clients. It names the particulars an SST-registered business must show (registration number, tax rate and tax charged shown separately, ringgit amounts on foreign-currency invoices) and explains the e-Invoice question most Malaysian searchers have in 2026. The Inland Revenue Board of Malaysia (IRBM, also called LHDN or HASiL) now requires e-Invoices from every taxpayer with annual turnover or revenue of RM3 million or more, and exempts most businesses below that amount. A MyInvois e-Invoice is an XML or JSON file validated by IRBM, not a PDF. So if you are inside the e-Invoice scope, this layout and an InvoiceQuickly PDF can only be a quotation, proforma or courtesy copy. If you are exempt, a PDF invoice with the right particulars works. The download is an HTML file you can edit in a browser and print or save as PDF.

Draft this invoice
Preview this editable document

Download the HTML file to edit its fields, then print or save as PDF. Totals are entered manually.

What This Template Includes

  • Supplier TIN and business registration number (12-digit BRN)
  • SST registration number (if SST-registered)
  • Customer TIN and BRN (if the customer needs them for e-Invoice records)
  • Ringgit equivalent of any foreign-currency amounts
  • IRBM unique identifier number of the validated e-Invoice, if one was issued

How to Create Your Malaysia Invoice

  1. 01

    Describe your work

    Type a plain English description of the services you provided, the client, and the amount.

  2. 02

    AI generates your invoice

    InvoiceQuickly's AI drafts the client, line items, dates, and totals for you to review before saving.

  3. 03

    Review, download, and send

    Check every detail, download the PDF, or use Pro to email the PDF directly to your client.

Recommended Payment Terms

Malaysian tax rules decide what an invoice shows, not when it is paid, so agree terms in your contract and print them on the invoice, for example "Payment by DuitNow or bank transfer within 30 days of the invoice date". If you bill in a foreign currency while SST-registered, the service tax rules on MySST ask for the amounts in ringgit as well, so add the exchange rate you used. When you are inside the e-Invoice scope, your client books the validated e-Invoice from MyInvois, so put the same terms in the e-Invoice and in any PDF copy.

Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.

Tax Information

Malaysia has a Sales and Service Tax (SST), administered by the Royal Malaysian Customs Department, not a VAT or GST. Service tax is 8% in general and 6% for food and beverage, parking, logistics and telecommunications services. From 1 July 2025 the scope widened: construction work at 6%, financial services at 8%, and rental or leasing at 6% from 1 January 2026 (reduced from 8%). Sales tax on goods is charged by registered manufacturers at 5% or 10% on discretionary goods, while essential goods stay at 0%. An SST-registered person's invoice must show a serial number, date, the registered person's name, address and identification number, a description, any discount, the total excluding tax, the tax rate and tax charged shown separately, and the total including tax. InvoiceQuickly applies one tax percentage per invoice, labels it "Tax (x%)", copies the saved business tax ID into new invoice PDFs; add any second registration number in the notes or terms, does not offer ringgit (MYR) in its editor and does not connect to MyInvois.

Industry context (2026)

IRBM rolled out e-Invoicing in four phases by annual turnover or revenue: more than RM100 million from 1 August 2024, more than RM25 million from 1 January 2025, more than RM5 million from 1 July 2025, and up to RM5 million from 1 January 2026. On 30 August 2026 it updated the timeline to exempt taxpayers with turnover or revenue of less than RM3 million (raised from RM1 million), and published e-Invoice Guideline version 4.8 the same day. Taxpayers in the final phase have an interim relaxation period until 31 December 2027, during which IRBM's specific guideline allows consolidated e-Invoices under stated conditions. On the tax side, the Ministry of Finance expanded the service tax scope from 1 July 2025 and cut the rental and leasing rate to 6% from 1 January 2026. Sources: hasil.gov.my e-Invoice timeline, guideline v4.8 and specific guideline v4.9; mysst.customs.gov.my; mof.gov.my. Accessed 27 October 2026.

Worked example

Studio Rimba Sdn. Bhd., a Kuala Lumpur design consultancy (an illustrative example), is SST-registered and had annual revenue of about RM2.4 million, so it is exempt from e-Invoicing as long as no related company, holding company or corporate shareholder reaches RM3 million. In October 2026 it bills a client RM12,000.00 for brand design, a service it treats as taxable at the 8% general rate. Its invoice shows the serial number SR-2026-0142, the date, its name, address and SST registration number, the description, RM12,000.00 excluding tax, service tax at 8% of RM960.00 shown separately, and RM12,960.00 including tax, payable within 30 days. In InvoiceQuickly it would enter one 8% tax rate and put the SST number in the notes. If the studio's revenue grew to RM8 million, the same sale would need an e-Invoice validated through MyInvois, and a PDF from this layout could serve only as a quote or copy.

Common mistakes to avoid

Using an out-of-date e-Invoice threshold

Earlier IRBM material, including its own 2026 newsletter, cites a RM1 million exemption. Since 30 August 2026 the published exemption is turnover or revenue of less than RM3 million, with exceptions for businesses whose related companies reach that amount.

Sending a PDF when you are in e-Invoice scope

An e-Invoice exists only once IRBM validates the XML or JSON document. A PDF without that validation does not replace it, and your customer may need the validated e-Invoice for its own records.

Charging SST without being registered

Only businesses registered with the Royal Malaysian Customs Department charge sales or service tax. If you are not registered, do not add an SST line.

Applying the general 8% to every service

Food and beverage, parking, logistics, telecommunications, construction and, from 1 January 2026, rental or leasing are taxed at 6%. Check the category on MySST before you invoice.

Leaving out ringgit amounts on a foreign-currency invoice

If you are SST-registered and invoice in US dollars or another currency, MySST's invoice rules ask for the amounts in ringgit too. State the exchange rate you used.

Invoicing Tips

  • 1Check your e-Invoice position first. Annual turnover or revenue of RM3 million or more puts you in scope; below that you are generally exempt, unless a related company, holding company or non-individual shareholder has turnover of RM3 million or more.
  • 2If you are in scope, issue the invoice through the MyInvois Portal or an API-connected system and wait for IRBM validation before treating it as issued. Send a PDF only as a copy that carries the validation link or QR code.
  • 3Ask business customers for their TIN and BRN when you take the order. Your e-Invoice needs the buyer's TIN, and IRBM publishes general TINs for consumers (EI00000000010) and foreign buyers without one (EI00000000020).
  • 4If you are SST-registered, show the rate and tax amount separately. On RM12,000 of services at 8% that is RM960.00 of service tax and RM12,960.00 in total.
  • 5Buying from a foreign supplier who does not use MyInvois? IRBM expects the Malaysian buyer to issue a self-billed e-Invoice for that purchase, so the foreign supplier's own invoice is not the end of it.

Related Resources

Frequently Asked Questions

Is e-Invoicing mandatory for all businesses in Malaysia?

No. IRBM's implementation timeline, updated on 30 August 2026, phased e-Invoicing in by turnover from 1 August 2024 to 1 January 2026, and exempts taxpayers with annual turnover or revenue of less than RM3 million. The exemption does not apply where a related company, holding company or non-individual shareholder has turnover of RM3 million or more. Material that still cites a RM1 million exemption threshold is out of date.

Is a PDF invoice valid in Malaysia?

It depends on your e-Invoice position. IRBM says an e-Invoice is an XML or JSON document, not a PDF or image, and it is valid once IRBM validates it and assigns a unique identifier number. If you are inside the e-Invoice scope, a PDF is only a copy. If you are exempt, an ordinary invoice, including a PDF, can be used, and an SST-registered business still needs the SST particulars on it.

What is the SST rate on invoices in 2026?

Service tax is 8% in general and 6% for food and beverage, parking, logistics, telecommunications, construction and rental or leasing services (rental fell from 8% to 6% on 1 January 2026). Financial services are 8%. Sales tax on goods is 5% or 10% for discretionary goods and 0% for essential goods. Only SST-registered businesses charge it.

What must an SST invoice show?

The MySST guidance lists the invoice serial number, the date, the registered person's name, address and identification number, a description of the service, any discount, the total excluding tax, the tax rate and tax charged shown separately, the total including tax, and ringgit amounts where you invoice in a foreign currency. The invoice must be in Malay or English.

Can InvoiceQuickly create a MyInvois e-Invoice?

No. InvoiceQuickly creates English-language PDF invoices. It does not produce XML or JSON, does not submit to MyInvois, cannot obtain IRBM validation, copies the saved business tax ID into new invoice PDFs; add any second registration number in the notes and does not offer ringgit in its editor. It suits businesses below the e-Invoice threshold and foreign freelancers billing Malaysian clients.

I am a foreign freelancer. Do I need to issue a Malaysian e-Invoice?

IRBM's guideline expects a Malaysian business that buys from a foreign supplier who does not use MyInvois to issue a self-billed e-Invoice for the purchase. You send your normal invoice; your client may ask for details such as your tax number and address for its self-billed record. Check with the client or an adviser for your own case.