Automation
Reduces manual handling from data extraction through to LHDN submission.
Measure: hours spent each month on extraction, upload and status checking
From SAP to LHDN validation, with every invoice visible in monday.com
A connected e-invoice operating model for Malaysian SAP users. Alteryx and the DVW Connector move invoice data from SAP to LHDN MyInvois on a schedule. monday.com gives your finance team one place to review invoices before they go, see what LHDN returned, and follow up on anything that failed.
The business challenge
e-Invoicing adds a new loop to every invoice. Someone has to watch it.
Each invoice now has an outcome that sits outside your ERP: submitted, validated, or returned with a problem. These are issues we commonly hear from finance teams. We validate which apply to you during discovery.
Status is hard to see
Knowing which invoices were validated, which are waiting and which failed means checking several screens.
One operational view
Every invoice’s submission status, UIN and validation link sits on its record in monday.com.
Failures are found late
Rejected or invalid documents can sit unnoticed until a customer or auditor asks.
Exceptions are flagged
Unsuccessful documents are surfaced for follow-up, corrected in SAP and picked up again in the next cycle.
Manual data movement
Exporting, reformatting and uploading invoice data invites errors and duplicate submissions.
Scheduled, automated transfer
Qualifying invoices are extracted on a schedule, with already-submitted documents screened out.
Results don’t reach the ERP
The UIN and validation link are needed on the invoice record and on the document sent to the buyer.
Results written back to SAP
The UIN and validation link return to SAP, which issues the validated e-invoice with its QR code.
Monitoring depends on individuals
Follow-up relies on whoever remembers to check, which is fragile across entities and holidays.
Structured follow-up
A shared workflow in monday.com gives teams a consistent way to review, track and close out issues.
These are hypotheses to test, not claims about your organisation.
End-to-end architecture
Four components, each with one job
The integration layer sits at the centre and connects SAP, monday.com and LHDN. Select a component to see what it does and what our team confirms with yours during technical discovery.
Data flow shown in the solution overview
Results flowing back
Mechanism to confirm
User activity
How the solution works
Seven stages, run as a scheduled cycle
No one moves invoice data between systems by hand. People step in at two points: reviewing invoices before they are sent, and correcting exceptions afterwards.
Automated
People involved
External (LHDN)
Corrected exceptions re-enter the next cycle. Data is fixed in SAP as a standard posting; the next scheduled run picks the document up again.
Customer and self-billed e-invoices
Two invoice types, one architecture
Both types run through the same SAP, integration, monday.com and LHDN path, and appear in the same operational view. The business rules for each are not identical in every respect; those details are mapped to your scenarios in discovery.
| Aspect | Customer e-invoice | Self-billed e-invoice |
|---|---|---|
| Architecture and components | Shared Same SAP, integration layer, monday.com and LHDN path | |
| Seven-stage cycle | Shared Extract, review, sign and submit, validate, return results, follow up | |
| Operational view | Shared Both types tracked in one view in monday.com | |
| Results returned | Shared Status, UIN and validation link to monday.com and SAP | |
| Which SAP documents qualify | To confirm Billing documents, credit and debit notes in scope | To confirm Purchase-side documents in scope for self-billing |
| Counterparty master data | In the reference solution Customer records aligned to LHDN data requirements | To confirm Supplier details held for self-billed documents |
| Scenario-specific rules | In the reference solution Consolidated e-invoice flag on customer records | To confirm Self-billing situations that apply to your business |
Product walkthrough
What your team works with day to day
An illustrative operations view built for this brochure. It shows the kind of information each record carries: status, UIN, validation link, the journey so far and what needs doing next. Filter the list, then open any record.
| Reference | Document | Counterparty | Amount (MYR) | Status | UIN | Next action | Owner |
|---|
All names, references, amounts and identifiers are fictional.
1. Review
New invoices appear before submission so the team can check them.
2. Track
Statuses update as documents are submitted and validated.
3. Investigate
Open an exception to see what LHDN returned and who owns it.
4. Resolve
Correct the data in SAP; the next cycle resubmits the document.
Operational control in monday.com
What is in the reference solution, and what you can add
We separate capabilities already part of the reference solution from those that monday.com can support through configuration, subject to validation against your requirements and licensing.
In the reference solution
Configurable, to validate
Proposed development
| Capability | What it gives your team | Status |
|---|
SAP remains the system of record
Invoices, master data, corrections and cancellations stay in SAP. monday.com does not replace it.
monday.com is the operational layer
It shows status and organises follow-up. It is where people work the exceptions, not where invoices are changed.
LHDN decides validity
Validation rules and outcomes belong to LHDN. Each taxpayer remains responsible for its own e-invoice compliance.
Management reporting
From individual records to a management view
A dashboard concept showing how status data could be summarised for managers. Each measure has a stated definition so it can be checked against your data before it is built.
How each measure is defined
| Measure | Proposed definition | Management purpose | To confirm |
|---|---|---|---|
| Documents submitted | Documents sent to LHDN in the period, counted once each regardless of resubmissions | Volume and workload | Whether resubmissions count separately |
| Valid | Documents whose latest LHDN response is valid | Completed work | Treatment of later cancellations |
| Validation rate | Valid ÷ (Valid + Invalid), using only documents with a final LHDN response. Documents awaiting review or a response are excluded. | Data quality at source | First-time versus eventual success |
| Needs correction | Documents with an invalid response not yet resolved | Open risk and follow-up | When an exception counts as closed |
| Awaiting review | Documents staged in monday.com and not yet reviewed | Bottlenecks before submission | Whether review is a mandatory gate |
Business value
An e-invoice operating model, not just a compliance interface
These are the outcomes the solution is designed to support. We quantify them for your organisation by measuring a baseline first, rather than quoting figures from elsewhere.
Centralised visibility
One common view of submission and validation status across invoices.
Measure: time to answer “where is this invoice?”
Exception management
Unsuccessful documents are easier to identify and follow up.
Measure: age of open exceptions; time from rejection to resubmission
Traceability
Each invoice’s journey and validation response are visible on its record.
Measure: effort to evidence an invoice’s history for audit
Operational control
A structured way for teams to monitor and manage e-invoice processing.
Measure: share of exceptions with a named owner
Scalability
One architecture supports different invoice scenarios and can extend to broader needs.
Measure: effort to onboard an additional entity or document type
Why combine these four components
Each product on its own solves part of the problem. SAP holds the invoice but doesn’t organise follow-up. A connector moves data but doesn’t give a finance team a place to work. A workflow tool shows status, but only if something keeps it up to date.
Connected, they close the loop: data leaves SAP automatically, results come back to SAP, and people see and act on the exceptions in between. It is built on your existing SAP environment, as a reference architecture that maps onto your own invoice scenarios.
Implementation approach
Five phases, each with a clear gate
Durations, team size and cost depend on your SAP landscape, the number of entities and document types, and data readiness. We confirm them in discovery rather than quote them in advance.
Security, governance and reliability
Controls that are built in, and controls we assess with you
The left column lists what the reference solution establishes. The right column lists controls we recommend assessing for your environment. We don’t claim certifications or approvals on your behalf.
| Area | In the reference solution | Recommended to assess |
|---|---|---|
| Digital signing | Documents are digitally signed before submission to LHDN | Certificate custody, renewal ownership and expiry reminders |
| Duplicate prevention | Documents already submitted are screened out before each run | Duplicate-detection key and behaviour when a run is repeated |
| Scheduling and monitoring | Data moves on an automated schedule | Alerts on failed or partial runs; who responds and how quickly |
| System of record | SAP stays the source; corrections and cancellations are standard postings | Change control and transport process for the SAP enhancements |
| Write-back to SAP | UIN and validation link are returned to SAP | Least-privilege SAP technical user; logging of write-back activity |
| API credentials | Not specified in the overview | Secure storage of LHDN API credentials, rotation, and no secrets inside workflow files |
| monday.com access | Not specified in the overview | Role-based board permissions, guest and external sharing settings, and which invoice fields are replicated |
| Retry and recovery | Corrected exceptions re-enter the next cycle | Handling of LHDN outages and transient errors without duplicate submission |
| Audit and retention | Not specified in the overview | Retention of submitted payloads and responses; audit trail of review and follow-up |
| Environments | Not specified in the overview | Separate development, test and production; testing against LHDN’s test environment before go-live |
Your compliance responsibilities stay with you. This solution supports the e-invoice workflow. It does not provide tax advice, and it does not guarantee compliance with LHDN requirements, which can change. We recommend your tax advisers review scenario rules and that LHDN’s published guidelines and API updates are monitored.
Customisation and next steps
Where the solution can go next
For existing customers and new ones planning ahead. None of these are part of the reference solution today; each is assessed against your architecture, data and licensing first.
Next step
Map your SAP invoice scenarios onto the reference architecture
A working session with your finance, tax and IT leads. You leave with a clear view of fit, gaps and what it would take.
- Walk through the reference solution and the invoice journey
- Map your customer and self-billed scenarios, entities and document types
- Identify data readiness and integration questions for your SAP landscape
- Agree whether a proof of concept makes sense, and what it would cover