Free · Word, Excel & PDF · RM & SST-ready

Free Invoice Template for Malaysian Businesses

A free invoice template made for Malaysia, with RM amounts and fields for your SSM number, SST and TIN. Add your logo and send your first invoice in minutes.

Download free template Excel · Word · PDF
  • SSM, SST & TIN fields
  • Excel totals calculate automatically
  • Works in Google Sheets & Docs

Downloaded by 4,000+ businessesacross Malaysia

Preview of the free invoice template, filled in.

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Choose your free invoice template format

One invoice template that works for any Malaysian business. Not registered for SST? Just leave the SST lines blank.

Excel

.xlsx

Amounts, SST and totals calculate automatically. Opens in Google Sheets too.

Download Excel

Word

.docx

Type straight into the invoice. Opens in Microsoft Word or Google Docs.

Download Word

PDF

.pdf

Print it and fill it in by hand, or fill it in with any PDF editor.

Download PDF

Included:SSM & TIN fieldsSST rate & amountCustomer PO numberLine items & discountAmount in wordsBank & DuitNow details

Using Google Sheets or Google Docs? Upload the Excel or Word file to Google Drive and open it there; the Excel formulas keep working. Would you rather fill in an invoice online? Try the free invoice generator.

Invoice requirements

What must be on an invoice in Malaysia

Every field in this template is there for a reason. Here is what to include, and what changes once your business is registered for SST.

Every invoice

The essentials

  1. The word "Invoice" and a unique numberNumber invoices in sequence (INV-000001, INV-000002 ...) and never reuse a number.
  2. Invoice date and due dateThe date you issue it, and when payment is due.
  3. Your business detailsRegistered business name, address and SSM registration number.
  4. Customer detailsThe customer's name and billing address, exactly as registered.
  5. What you soldA clear description, quantity and unit price for each item or service.
  6. Total amount payable in RMThe subtotal, any discount, and the final amount the customer must pay.
If you're SST-registered

Extra fields for SST

  1. SST registration numberShown on every invoice you issue as a registered person.
  2. Tax rate and tax amountThe SST rate and the SST charged, per item or for the whole invoice.
  3. Totals excluding and including SSTSo the customer can see the tax separately from the price.
  4. RM amounts for foreign-currency invoicesIf you bill in another currency, show the SST and total in RM as well.
  5. Bahasa Malaysia or EnglishSST invoices must be issued in either language.
Recommended

Fields that get you paid faster

  1. Payment terms and bank detailsBank, account name, account number or DuitNow ID, and terms such as "30 days".
  2. PO and DO numbersLets the customer's accounts team match your invoice to their order and delivery.
  3. TIN for you and your customerNeeded for e-Invoice, and useful for B2B customers already.
  4. Amount in words"Ringgit Malaysia ... Only" is standard practice in Malaysia and prevents altered totals.

This is general guidance, not tax advice. Rules can change; check your SST obligations on MySST and your e-Invoice obligations with LHDN, or ask your accountant.

How to use the template

How to create an invoice in 5 steps

  1. Add your business details

    Open the template, replace everything in [square brackets] with your company name, SSM number and address, and paste your logo at the top.

  2. Number and date it

    Give the invoice the next number in your sequence, the issue date, and a due date that matches your payment terms.

  3. Fill in the customer

    Add the customer's registered name and billing address. For B2B customers, add their TIN and PO number too.

  4. List what you sold

    Type each item's description, quantity and unit price. In Excel the amounts, SST and totals calculate for you.

  5. Save as PDF and send

    Save a PDF copy, send it by email or WhatsApp, track it until it is paid, and keep every invoice for 7 years.

Which document do I send?

Invoice vs quotation, delivery order, receipt and proforma

An invoice is one step in a sale. Here is where it sits, and what to send before and after it. For more detail, read sales order vs invoice.

  1. QTQuotationBefore the sale
  2. SOSales orderWhen the customer confirms
  3. DODelivery orderWith the goods
  4. This templateINVInvoiceAfter delivery
  5. RCReceiptAfter you're paid
DocumentWhen you send itWhat it doesFree template
QuotationBefore the saleOffers prices and terms. Not a request for payment.Quotation template
Sales orderWhen the customer confirmsRecords what was ordered, at what price, before delivery.Sales order template
Proforma invoiceBefore delivery, if a deposit is neededA preview of the final invoice, used for deposits or import paperwork. Not a demand for payment.Use this invoice template and title it "Proforma Invoice"
Delivery orderWith the goodsLists what was delivered. The customer signs it as proof of delivery.Delivery order template
InvoiceAfter delivery or when work is doneAsks the customer to pay a set amount by a due date.You're here
ReceiptAfter you're paidProves the customer has paid all or part of an invoice.—
Credit noteAfter the invoice, if something changesReduces the amount owed for returns, short deliveries or price errors.—

Avoid these

6 invoice mistakes that delay payment

  • Missing or repeated invoice numbers

    Gaps and duplicates make payments hard to match and raise questions in an audit. Keep one running sequence.

  • No due date or payment terms

    "Please pay" isn't a deadline. State the due date, terms and how to pay, including your bank details or DuitNow ID.

  • Wrong customer name or details

    An invoice addressed to the wrong company name is often sent back to be reissued. Use the customer's registered name and TIN.

  • Charging SST when you're not registered

    Only SST-registered businesses may charge SST. If you're not registered, leave the tax line out.

  • Vague line items

    "Goods supplied, RM2,000" invites questions. List each item with quantity and unit price.

  • Totals that don't match the PO or DO

    If the invoice differs from the purchase order or what was delivered, the customer's accounts team will hold the payment.

Outgrowing templates?

Stop retyping orders into invoices

If your sales team takes orders in the field and your admin team retypes them into invoices, SalesHero joins the two. Orders flow from the salesperson's phone straight into your accounting software.

  • Sales orders taken on the mobile sales app, with live stock and customer pricing
  • Orders sync to SQL Account, AutoCount and other accounting software, so there's no manual re-entry
  • Invoices issued from your accounting system, ready for e-Invoice when you need it
Talk to us on WhatsApp Book a free demo

FAQ

Free invoice template: frequently asked questions

Still have questions?

Chat with the SalesHero team on WhatsApp about invoicing, e-Invoice or automating your orders.

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01Is this invoice template really free?

Yes. The invoice template is free to download, edit and use for your business, with no sign-up or email address needed. You can add your logo, change the fields and reuse it as often as you like.

02Which formats can I download?

The template comes in Excel (.xlsx) with totals that calculate automatically, Word (.docx) and a printable PDF. You can also open the Excel and Word files in Google Sheets or Google Docs by uploading them to Google Drive.

03What must an invoice include in Malaysia?

Every invoice should show the word "Invoice", a unique invoice number, the date, your business name, address and SSM registration number, the customer's name and address, a description, quantity and price for each item, and the total amount payable in RM. SST-registered businesses must also show their SST registration number, the tax rate and amount, and totals excluding and including SST.

04Do invoices need to be numbered in Malaysia?

Yes. Give every invoice a unique number in a running sequence, such as INV-000001, INV-000002 and so on, and never reuse or skip a number. Sequential numbers make payments easier to track and are expected by auditors, Customs and LHDN.

05Can I issue an invoice if I'm not registered for SST?

Yes. Any business can issue an invoice. If you're not registered for SST, leave the SST lines in the template blank and do not charge SST or show an SST number. Only registered businesses may charge SST.

06Is e-Invoicing mandatory for my business?

From 1 September 2026, businesses with annual turnover or revenue below RM3 million are exempt from issuing e-Invoices, unless a holding company, corporate shareholder, related company or joint venture has turnover of RM3 million or more. Businesses above the threshold must issue e-Invoices through MyInvois. Use the SalesHero e-Invoice compliance checker or ask your accountant to confirm your status.

07Is a PDF or Excel invoice a valid e-Invoice?

No. An e-Invoice is structured data submitted to LHDN through the MyInvois Portal or an API and validated by LHDN. A Word, Excel or PDF invoice on its own is a normal invoice, which is fine for businesses that are exempt from e-Invoicing.

08What is the difference between an invoice and a receipt?

An invoice asks the customer to pay a set amount by a due date. A receipt is issued after payment and proves that the customer has paid. You usually send the invoice first and the receipt once the money arrives.

09What is "invoice" in Malay?

"Invoice" in Bahasa Malaysia is "invois", and a tax invoice is an "invois cukai". SST invoices can be issued in either Bahasa Malaysia or English.

10How long should I keep copies of my invoices?

Keep a copy of every invoice you issue for at least 7 years. Saving each invoice as a PDF in one folder per month makes them easy to find for audits and tax filing.

More free tools

More free business templates and tools

Invoice generatorCreate and download an invoice online, no software needed. Quotation templateSend professional price quotes before the sale. Delivery order templateGet proof of delivery signed with the goods. Sales order templateRecord confirmed orders before you deliver. e-Invoice compliance checkerFind out if your business must e-Invoice. All business document templatesEvery free template from SalesHero in one place.