Features of Refrens Automated Invoicing Software
Stop manually typing invoice details every time a document arrives. Refrens reads your invoices using OCR, extracts all key fields, and populates your records without manual entry. Whether the invoice arrives as a PDF, scanned image, or digital file, the data lands in the right place instantly.
- Reads vendor name, invoice number, date, line items, and totals automatically
- Supports PDF, scanned images, and digital invoice formats
- Extracted data is mapped directly to the correct fields in your records
- Eliminates manual entry errors and significantly reduces invoice processing time
Route every invoice through the right approval chain automatically. Define who reviews and signs off at each stage, and Refrens notifies the right person at the right time. No manual forwarding, no missed approvals, and no invoices sitting unnoticed in someone’s inbox for days.
- Configure multi-level approval stages based on invoice value or department
- Approvers are notified automatically by email when action is required
- Auto-escalation is triggered if an approver does not act within a set timeframe
- Get a full audit trail of who approved what and when for every invoice
- Rejected invoices are returned to the submitter automatically with comments
- Solve late payments and cash flow issues for Malaysian SMEs.
- Automated reminders before, on, and after due date.
- Sent via email or WhatsApp with payment link.
- Stop reminders automatically once payment is made.
- Keep client relationships professional and intact.
Bulk Invoice Generation helps you create dozens of invoices in minutes using a simple CSV upload. Download the sample file, fill in client details, invoice number and date, currency codes, line items, quantities, and amounts, then upload it to generate invoices in bulk.
- Enter your SST number and set tax rates once.
- Refrens applies the correct SST to every invoice automatically.
- Handles sales tax on products and service tax on services.
- Tax is shown on the invoice, in SST reports, and in accounts.
- No manual checks and no wrong rates.
- Invoices update your P&L, receivables, and SST reports.
- No spreadsheets or manual updates needed.
- Reports stay current as invoices are created and paid.
- SST report ready when filing taxes.
- Accountant gets accurate data without last-minute work.
Real-Time Invoice Tracking for Malaysian Businesses
Your Refrens dashboard shows the live status of every invoice: Sent, Viewed, Partially Paid, Paid, or Overdue.
- See all invoices in one place with status labels.
- Filter by status, client, date range, or amount.
- Status updates automatically when a client pays.
- Total outstanding receivables update instantly.
- Invoices past due are marked Overdue automatically.
- Configure alerts to notify you or your team by email.
- Overdue amounts are totaled separately for easy tracking.
- Click a client to see their full invoice history.
- Track all payments, outstanding balances, and timelines.
- Useful for reviews, disputes, or credit decisions.
- Everything is in one place and exportable anytime.
- Records partial payments and updates outstanding balance.
- Status shows Partially Paid until fully settled.
- Always know how much each client still owes.
- Partial payments reflected in receivables and P&L automatically.
Stop Chasing Clients for Payment. Refrens Does It Automatically.
Late payment is the top cash flow problem for Malaysian SMEs. Most of the time clients aren't refusing to pay. They just forgot. Refrens sends polite, professional reminders on a schedule you set once. The reminders stop automatically when they pay.
- Set reminder sequences: before due date, on due date, and after if unpaid
- Deliver reminders via email or WhatsApp, whichever the client responds to faster
- Every reminder includes the invoice details and a direct payment link
- Reminders stop automatically the moment payment is received
- Set different reminder rules for different clients
- Pause reminders for a specific client without deleting the invoice
Businesses using Refrens payment reminders report average invoice payment time dropping from 45 to 50 days down to 18 to 22 days within the first two months. That's real money back in your account faster.
Automate Your Recurring Billing with Refrens
Creating those invoices manually every month costs real time and errors. Set them up in Refrens once and they run by themselves.
Set any billing frequency for each client: weekly, fortnightly, monthly, quarterly, bi-annually, or annually. Different clients can have different frequencies from the same account. Refrens generates each invoice on the correct date for each client without any manual input. You can also set an end date or number of billing cycles if a client's contract has a fixed term.
Manage all your recurring invoices from one central dashboard. View issued invoices, track payment status, and monitor upcoming billing cycles in real time. Easily see which invoices are paid, pending, or overdue without opening each invoice individually. This gives you full visibility and control over your recurring revenue in one place.
If a recurring invoice needs adjustment before delivery (a price change, an added line item, a scope update), Refrens gives you a review window. You can edit the draft before it's sent without interrupting the recurring schedule. The next cycle goes out at the original amount unless you change it again. Useful for retainer clients where the monthly scope occasionally shifts.
Happy Customers
Simple, Transparent Pricing. Start Free.
Multi-currency invoicing is available on all Refrens plans. Start free and upgrade only when you need advanced features.
Frequently Asked Questions (FAQ)
Automated invoicing software handles your entire billing cycle without manual effort. It creates invoices on a schedule, calculates SST automatically, delivers them to clients via email or WhatsApp, sends payment reminders when invoices are overdue, and submits e-invoices to LHDN MyInvois on your behalf. Once you configure the rules, the software runs independently. Most businesses notice the biggest time saving in the first week after setup.
Yes. Refrens connects to LHDN's MyInvois system via API. When an invoice is created (whether manually or automatically through recurring billing), Refrens validates the data, formats it in the required XML or JSON structure, and submits it to MyInvois instantly. You receive confirmation once LHDN validates the submission. The validated e-invoice with QR code is then sent to your client. No manual portal login needed on your end.
You configure a reminder schedule for each client or as a default rule. For example: send a reminder 3 days before the due date, another on the due date itself, and a third 7 days after if still unpaid. Refrens sends each reminder automatically via email or WhatsApp. Each message includes the invoice details and a direct payment link. Once payment is received, the reminders stop. You can customise the message text for each reminder in the sequence.
Yes. Set up each recurring client once by entering the billing amount, frequency, start date, and delivery method. Refrens generates and sends the invoice on every cycle without you doing anything. If the client is on SST, Refrens calculates and applies the correct tax automatically. If LHDN submission is required, that happens automatically too. You'll receive a notification confirming each invoice was sent and can track payment status from your dashboard.
Yes. Record expenses in Refrens as they happen, attach a receipt photo or PDF, and link each expense to a client or project. When you create an invoice for that client, you can add the billable expenses directly from the same screen in one click. All expenses flow into your P&L and SST reports automatically. This is useful for project-based businesses that need to recharge costs to clients and maintain a clean audit trail for each expense.
Yes. Automated invoicing software is particularly well suited for Malaysian SMEs because the time savings and reduction in billing errors have a proportionally larger impact on smaller teams. Platforms like Refrens are designed for businesses without dedicated IT teams and can be set up and running in under 10 minutes on a free plan.
