Invoice Studio

The invoice generator builds a clean A4 quotation, invoice or receipt in your browser and downloads it as a PDF. It does the totals for you, including discounts and SST, so the numbers on the document always add up.

How the totals are calculated

• Line total = Quantity × Unit price
• Subtotal = Sum of all line totals
• Discount lines are entered as negative amounts and reduce the subtotal
• SST = (Subtotal − Discounts) × SST rate, only when you switch SST on
• Total due = Subtotal − Discounts + SST

Worked example 1: a freelance design job

• Logo design: 1 × RM1,200 = RM1,200
• Social media templates: 1 × RM850 = RM850
• Revisions: 3 × RM150 = RM450
• Subtotal: RM2,500

Without SST, the total due is RM2,500. If you are registered for service tax and your service is taxable at 8%, SST adds RM200, for a total of RM2,700.

Worked example 2: with a discount

Add a 10% loyalty discount of RM250. The taxable amount becomes RM2,250, SST at 8% is RM180, and the total due is RM2,430.

What every invoice should include

• Your business name and SSM registration number, address and contact details
• The customer's name and address
• A unique, sequential invoice number and the issue date
• Clear line items with quantity, unit price and any discount
• Subtotal, SST (only if you are registered) and the total due
• Payment terms, due date and your bank details

When to use each document

• Quotation: before the job, so the customer can approve the price.
• Invoice: after delivery, to request payment by a due date.
• Receipt: after payment, as proof that you were paid.

Keep one numbering sequence per document type, for example QUO-0001, INV-0001 and RCT-0001, and never reuse a number.

SST and e-Invoice

Only charge SST if your business is registered with the Royal Malaysian Customs Department. Registration is generally required once your taxable services exceed RM500,000 in 12 months. Separately, LHDN's e-Invoice requirement is being rolled out in phases by annual turnover, so check whether and when it applies to your business.

Using the generator step by step

1. Choose Quotation, Invoice or Receipt.
2. Fill in your business and the customer details.
3. Set the document number and dates (and payment details for receipts).
4. Add items, and use + Discount for any reduction.
5. Switch SST on only if you are registered, then add bank details and notes.
6. Check the live A4 preview and tap Download PDF.

Common mistakes

• Reusing invoice numbers. Each document needs its own number for your records and the customer's.
• Charging SST without registration. Only registered businesses may charge SST.
• Vague descriptions. "Design work" invites questions; "Logo design, 3 concepts, 2 revisions" gets paid faster.
• No due date or bank details. Clear payment terms reduce late payments.
• Not sending a receipt. A receipt confirms payment and closes the job cleanly.

Privacy and saving

On the free plan, your documents stay on this device and are not uploaded. Download a PDF for your records. Business Pack adds your logo, more templates and saved history in your account.

Keep a copy of every invoice and receipt you issue. LHDN expects businesses and self-employed people to keep records that support their income for at least seven years, and a tidy set of numbered PDFs makes tax filing, loan applications and customer disputes far easier. A simple folder per year, with documents named by number and customer, is enough for most freelancers and small businesses.