Challenge:
The client issued thousands of invoices monthly across various entities and jurisdictions. With the introduction of Malaysia’s eInvoice mandate, they needed a way to not only submit invoices in compliance with LHDN but also store them securely in a digital format, retain records for audits, and ensure easy retrieval for customer service and tax filing purposes. Their existing systems lacked centralized archiving, and document retrieval was time-consuming and fragmented across departments.
Solution:
We implemented a digital archiving module fully integrated with the eInvoice platform, designed to store, encrypt, index, and retrieve all LHDN-validated documents in a centralized and secure environment.
The solution enabled our client to:
- Store eInvoices Securely:
All submitted and approved eInvoices including credit notes and debit notes were encrypted and archived in compliance with local data retention regulations, ensuring secure and tamper-proof storage. - Enable Fast Search and Retrieval:
Invoices were indexed using multiple attributes such as invoice number, customer name, tax ID, transaction date, and LHDN Unique Identifier. Staff could retrieve records instantly through a self-service portal. - Maintain Full Audit Trails:
Each archived document was associated with metadata, including submission timestamps, LHDN response logs, and any correction or cancellation history, making the system fully audit-ready. - Support Multi-Year Retention:
The platform was configured to support 7+ years of retention with high availability and backup redundancy to meet long-term regulatory obligations.
Our Services
- Encrypted cloud-based document archiving
- Metadata tagging and full-text indexing
- Self-service invoice retrieval portal
- Role-based access control and audit logging
- Long-term retention configuration and compliance
Key Outcomes
- Regulatory Compliance & Readiness
The client met all data retention requirements under Malaysia’s eInvoice rules and was fully prepared for tax audits and reconciliations. - Faster Internal Response Times
Invoice retrieval time dropped from several hours to a few seconds, allowing customer service and finance teams to respond to queries more efficiently. - Improved Data Security
All invoice data was stored in a secure, encrypted environment with access controls and activity logs to prevent unauthorized access or data tampering. - Operational Efficiency
With centralized access and quick search capabilities, the client significantly reduced the administrative burden associated with document tracking and tax season prep.
Conclusion
By digitizing and centralizing eInvoice storage, the client strengthened their compliance posture, reduced operational overhead, and gained fast, secure access to essential billing records. This case demonstrates how secure archiving is not just about regulatory requirements, it’s a strategic asset that improves business agility, transparency, and long-term governance.
