SMEs Face Huge Challenges in Implementing E-Invoicing

 

E-invoicing has become a pressing concern for business owners, with even well-established companies facing significant hurdles. Feedback indicates that large companies, those with annual revenues exceeding RM100 million, are struggling to integrate new systems with their existing processes, revealing the complexity of the task.

In response, the Inland Revenue Board has granted a six-month grace period following the Aug 1 deadline. This is not a postponement but rather a period to ensure a smoother transition, requiring businesses to comply with e-invoicing mandates during this time.

This adjustment phase allows businesses to consolidate transactions into a single e-invoice, yet the shift brings considerable challenges, including significant updates to accounting systems to integrate with the MyInvois portal, extensive training for staff, and revisions of operational procedures.

Phased Implementation:

• Large Companies: Over RM100 million revenue, effective Aug 1.
• Mid-sized Companies: RM25 million to RM100 million revenue, effective Jan 1, 2025.
• All Other Businesses: Effective July 1, 2025.
• Exemption: MSMEs with annual revenues not exceeding RM150,000.

Despite the exemption for smaller MSMEs, many SMEs are not ready. The grace period might be seen as delaying the inevitable rather than facilitating a necessary transition, potentially leading to compliance delays for businesses scheduled in the second and third phases.

Challenges Facing Smaller SMEs:

1. Limited Technological Infrastructure:

   • Smaller SMEs often operate with minimal technological infrastructure, relying on basic accounting software or manual bookkeeping. Transitioning to e-invoicing requires investments in new software, employee training, and possibly hardware upgrades, which can be financially and logistically daunting.

2. Lack of Awareness and Expertise:

   • Smaller SMEs may lack awareness of e-invoicing requirements and the benefits of digital transformation. Even if aware, the technical expertise needed to implement and maintain an e-invoicing system can be a substantial hurdle without adequate guidance and support.

   Technical Areas to Learn:

   • Self-billed E-invoice: How to generate and manage invoices created by the buyer.
   • 55 Fields: Understanding mandatory fields in an e-invoice.
   • Consolidated E-invoice: Managing multiple transactions in a single invoice.
   • Proof of Expenses and Income: Documenting business expenses and sales.
   • Staff Claims E-invoice: Managing detailed expense information for employee claims.
   • Reimbursement and Disbursement E-invoice: Handling transactions involving related parties for transparency and compliance.

3. Financial Constraints:

   • Implementing an e-invoicing system, including purchasing software, training staff, and hiring external consultants, can be financially prohibitive. For many SMEs, especially post-Covid-19, prioritizing such investments can be challenging.

Conclusion: While e-invoicing combats the shadow economy and advances digital transformation, it presents substantial challenges for SMEs. Concerns about potential fines and penalties persist, despite reassurances from authorities.

The Malaysian government has structured a phased implementation to include businesses of all sizes, but smaller SMEs still face specific challenges that might impede compliance.

Leveraging industry associations and chambers of commerce to support SMEs in the transition could be beneficial. These organizations can disseminate information, provide training, and foster peer-to-peer learning among businesses.

A collaborative strategy involving industry bodies and targeted government initiatives could create a robust support system for SMEs, enhancing readiness and compliance, and ensuring the benefits of e-invoicing are realized across all business sectors without disproportionately burdening smaller enterprises.