Invoice software for Malaysian businesses
Colpay is invoice software for Malaysian businesses that creates quotations, sales orders, proforma invoices, invoices, delivery orders, credit notes and debit notes as branded PDFs for each of your companies. You can turn a quotation into a sales order and then an invoice, create an invoice from a payment you received, and email it to your customer with a download link that expires.
Because the same app tracks orders, instalment schedules and payments, your invoices sit next to what each customer has paid and still owes. When you need an LHDN e-invoice, Colpay can prepare a MyInvois draft from a sales invoice. Colpay runs in the browser on phones and computers.
Facts checked .
From quotation to invoice
Each document can be converted into the next sales stage, and corrections are made with credit notes, debit notes or corrected invoices so the history is kept.
Which sales documents can you create in Colpay?
Colpay creates seven types of sales document: quotation, sales order, proforma invoice, invoice, delivery order, credit note and debit note. Each one is produced as a PDF with your company's details.
A sales document is any paper a business gives a customer about a sale: an offer, an order confirmation, a bill, a delivery note or a correction.
| Document | What it is for | Shows money totals |
|---|---|---|
| Quotation | Offer prices to a customer before they agree to buy. | Yes |
| Sales order | Confirm what the customer agreed to buy. Confirming it can create the order and its instalment plan in Colpay. | Yes |
| Proforma invoice | Give the customer a preview of the bill before the final invoice. | Yes |
| Invoice | Bill the customer for the sale. | Yes |
| Delivery order | List the goods delivered, without prices. | No |
| Credit note | Reduce what the customer owes, for example after a return or an overcharge. | Yes |
| Debit note | Increase what the customer owes, for example after an undercharge. | Yes |
These are ordinary sales documents. An invoice in Colpay is not an LHDN e-invoice until an e-invoice is submitted through MyInvois and validated by LHDN (see invoice versus e-invoice below).
Can each of my companies have its own invoice layout and numbering?
Yes. Each company in your Colpay workspace has its own document profile with its logo and details, and its own document numbering, so every PDF carries the right company identity.
What a company document profile holds
- Logo, legal name and contact details.
- Registration and tax details.
- Bank details for payment.
- Footer text.
- Document-number prefixes for each company.
Several companies, one workspace
One Colpay workspace can hold several company profiles. You choose the company on each document, and an order can be split across companies, with a check that the split equals the agreed total.
The details on your documents are the ones you enter. Colpay does not check them against official registers.
What can go on a Colpay invoice?
A Colpay invoice holds the customer, currency, dates, product or free-text lines with quantities, units and prices, plus discounts, named charges, tax labels, notes and terms.
Lines and quantities
- Pick a product or type a free-text line.
- Quantities with units such as pieces, hours, sessions or weight.
- Subscription months for memberships, courses and other monthly services.
Discounts and charges
- Discounts as an amount or a percentage.
- Named extra charges, such as delivery or setup.
- Choose whether each charge is taxable.
Tax labels, notes and terms
- Tax labels you set yourself, such as SST.
- Notes and payment terms printed on the PDF.
- Ringgit by default, with other currencies available.
Colpay prints the tax label and rate you choose. Which tax applies to your sales is for you to check with the Royal Malaysian Customs Department's MySST guidance or your tax adviser.
How do I invoice an international client?
Colpay invoices carry a currency, and a payment received in another currency is recorded with the exchange rate you enter, keeping both the foreign and the base amount.
How does a quotation become an invoice in Colpay?
You convert the document to the next sales stage instead of retyping it: quotation, then sales order, then invoice. Confirming a sales order that has payment-plan terms also creates the order and its instalment plan.
A typical sale, stage by stage
- Send a quotation with the products, prices and any discount.
- When the customer agrees, convert it into a sales order.
- Confirm the sales order. If it includes plan terms, Colpay creates the order and its instalment schedule.
- Convert it into an invoice, or a proforma invoice first if the customer needs one.
- For goods, issue a delivery order without prices.
Copy and reuse
Any document can be duplicated as the start of a new one, which saves time on repeat orders.
Cancelling or deleting a document depends on its status and what it is linked to. Colpay asks for a reason and keeps links between the original and any correcting document.
Can Colpay create an invoice from a payment?
Yes. You can create an invoice from a customer payment you recorded, or switch on automatic invoices so Colpay creates one when a payment is verified, from a start date you choose.
Payment verification means a person in your team has confirmed that the money recorded was actually received.
Invoices that match the money
Each payment is recorded with the amount, currency, date, receiving account and reference, against the right customer, order and instalment plan. The payment record shows which invoices belong to it.
Automatic invoices on verification
Automatic invoices are an organisation setting with an effective start date, so you can turn them on without creating invoices for older payments.
Recording a payment in Colpay is a record of money received. Colpay does not process or move money, and it is not a lender or a debt collector.
How do you correct an invoice that was already issued?
You issue a credit note, a debit note or a corrected invoice instead of editing the original. The original stays on record, marked as superseded where it was replaced, so the history is kept.
A credit note reduces what a customer owes on an earlier invoice; a debit note increases it.
What a note can do
- Describe the correction and the reason for it.
- Where you are allowed to and the case is supported, change the order balance or go with a refund.
- Link back to the original document.
Limits to know
- Cancelling a note does not by itself undo every related money change, such as a refund already recorded.
- Editing, voiding and refunding payments depend on your role and the record's status, and need a reason.
How do you send an invoice to a customer from Colpay?
Colpay emails the invoice as a PDF attachment using your message template, with a download link that expires, and keeps a history of what was sent and downloaded. You can also open a prepared WhatsApp message and send it yourself.
By email
- PDF attached, with editable message templates.
- Time-limited download links.
- Send and download history for each document.
Email delivery needs a configured sender for your business.
By WhatsApp
Colpay opens a prepared WhatsApp message with the document for you to send from your own phone. Preparing the message does not prove it was delivered.
WhatsApp payment reminders · Payment reminder message examples
Anyone who holds a valid download link can open that document until the link expires, so share links only with the customer they are meant for.
To show a customer everything they bought, paid and still owe, send a customer statement of account instead of a list of invoices.
Is a Colpay invoice the same as an LHDN e-invoice?
No. A Colpay sales invoice is an ordinary invoice PDF. Colpay can create an e-invoice draft from a sales invoice or a payment, and you review and submit it through the MyInvois workflow for that company.
MyInvois is the system of the Inland Revenue Board of Malaysia (LHDN) that receives and validates e-invoices.
| Question | Sales invoice in Colpay | E-invoice through MyInvois |
|---|---|---|
| What it is | A PDF bill with your company's details | A digital invoice submitted to LHDN |
| Who checks it | You | LHDN validates it |
| What the customer gets | PDF by email or a prepared WhatsApp message | After validation: a validation link, QR code and PDF |
| Where to read more | This page | E-invoice software for Malaysia |
A draft or a submission request is not a validated e-invoice until LHDN validates it. This page does not claim that Colpay is certified or approved by LHDN. Which businesses must issue e-invoices, and from when, is set by LHDN, so check your own obligations in the official guidance: LHDN and the MyInvois Portal.
LHDN e-invoice guide · Accounting software for Malaysian small businesses
Colpay invoicing at a glance
These counts describe what is built into Colpay's invoicing. They are not customer or usage figures.
| Count | What it covers |
|---|---|
| 7 | Sales document types: quotation, sales order, proforma invoice, invoice, delivery order, credit note and debit note |
| 2 | Discount types: a fixed amount or a percentage |
| 2 | Ways to create an invoice from money received: from a recorded payment, or automatically when a payment is verified |
| 2 | Ways to send: email with a PDF and expiring link, or a prepared WhatsApp message you send yourself |
| 3 | Message template languages: English, Bahasa Melayu and Chinese |
How much does Colpay invoice software cost?
Current plans, prices and trial length are shown on the pricing page and inside the app.
Trial
Try quotations, invoices, credit notes and statements with your own customers.
See plans and pricingFrequently asked questions
Answers to questions people search for about invoice reminders, e-invoices and statements of account.
How to remind customer to pay invoice?
In Colpay, you can email the invoice as a PDF with an expiring download link and set reminder rules that send overdue-payment reminders by email or WhatsApp once those channels are set up. For what to write, see the payment reminder message examples.
What is e invoice Malaysia?
An e-invoice in Malaysia is an invoice in a digital format that is validated through the MyInvois system of the Inland Revenue Board of Malaysia (LHDN), so an ordinary PDF invoice is not an e-invoice until it has been submitted and validated. In Colpay, you can create an e-invoice draft from a sales invoice; the LHDN e-invoice guide explains the rest.
What is statement of account?
An invoice bills one sale; a statement of account brings all of a customer's orders and payments together. See customer statements for what one includes and how Colpay creates it.