Introduction
A leading water supply company in Malaysia, managing operations across multiple regions, faced a
significant challenge with their invoicing process. The company used five different ERP systems, each
designed to cater to different business needs but without the necessary capabilities to support the
country's evolving eInvoicing requirements. As a result, the company found itself grappling with the
complexities of eInvoice compliance, including self-billed and consolidated invoices, without a unified
solution.
Business Challenges
- High Customization Costs: The cost and time involved in customizing each of the five
ERP systems to accommodate the various eInvoice types, including self-billed and consolidated invoices,
were prohibitive. This left the business with a maintenance nightmare, as multiple systems required
constant updates for compliance with regulatory standards.
- Lack of API Integration Support: The company’s existing ERP systems did not have
built-in API integration capabilities, making it difficult to streamline processes like automatic
submission of invoices to the Inland Revenue Board of Malaysia (IRBM) via the MyInvois portal.
- Timely Submission to MyInvois Portal: The company needed a reliable solution to
ensure that all eInvoices were submitted in real time to the MyInvois portal, preventing delays that
could lead to penalties and compliance issues.
- Monthly Consolidated eInvoices: Generating consolidated eInvoices at the end of each
month across multiple ERP systems was a complex and manual process that consumed significant time and
resources.
- On-Demand Conversion of Invoices: The business needed a solution that could convert
non-eInvoice formats into IRBM-compliant eInvoices based on demand, without requiring changes to their
existing systems.
- Real-Time Analytics for Invoice Status: With multiple ERPs in play, gaining
visibility into the real-time status of submitted invoices was challenging. The company needed a
comprehensive dashboard to track invoice submissions and identify any issues early.
Solution: Taxilla’s eInvoice Middleware
To address these challenges, the water supply company implemented Taxilla’s eInvoice Middleware—a
comprehensive solution designed to integrate with multiple ERP systems and ensure compliance with
Malaysia's eInvoicing requirements, without the need for expensive ERP customization.
- Seamless Integration with Multiple ERPs: Taxilla’s middleware integrated with the
company’s five ERP systems using API and SFTP integrations, allowing it to capture and process invoices
in various formats. The middleware handled the automatic conversion of invoices from customer systems in
XML, JSON, and CSV format into the IRBM-compliant eInvoice XML format, ensuring seamless compliance
across all business divisions.
- API-Enabled Submission to MyInvois Portal: The solution provided a built-in API
integration capability, enabling real-time submission of eInvoices to the MyInvois portal. This
eliminated the need for manual intervention, ensuring timely submissions and reducing the risk of
non-compliance.
- Self-Billed and Consolidated eInvoices: The middleware automated the generation of
both self-billed and consolidated eInvoices, ensuring that the company could meet its end-of-month
reporting requirements with minimal effort. This streamlined the invoicing process and reduced manual
errors.
- On-Demand Conversion: The company could now convert non-eInvoice formats into
IRBM-compliant eInvoices whenever required, without altering the source ERP systems. This flexibility
allowed the business to adapt to different invoicing needs as they arose.
- Real-Time Invoice Tracking and Analytics: The solution included a real-time analytics
dashboard that provided visibility into the status of all submitted invoices. The company could now
track pending, accepted, and rejected invoices across all systems, ensuring full control over their
invoicing processes.
Results and Benefits
- 80% Cost Savings on ERP Customization: By avoiding extensive customizations to their
existing ERP systems, the water supply company saved approximately 80% of the costs they would have
otherwise incurred.
- 100% Compliance with IRBM Regulations: The middleware ensured that all invoices were
submitted in an IRBM-compliant format in real time, reducing the risk of penalties due to late
submissions.
- Improved Efficiency and Accuracy: The automated generation of self-billed and
consolidated invoices significantly reduced manual effort, improving operational efficiency and
accuracy.
- Enhanced Flexibility: With the ability to convert non-eInvoices to eInvoices on
demand, the company gained greater flexibility in managing its invoicing processes without system
overhauls.
- Real-Time Insights: The real-time analytics dashboard enabled the finance and
accounting teams to monitor invoice statuses, identify bottlenecks, and ensure smooth submission
workflows.