Free Sales Invoice Format (Add details and download the PDF.)

Add Invoice Details

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Add Invoice Details

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Features of Using Refrens Sales Bill Format

Customized TemplatesEasy to customize templates as per the requirement. No need of entering the details again and again. Add multiple custom columns and fields.

Quotation to InvoiceEasily convert your quotations to invoices with just one click. There is no need to create a new invoice from scratch. Simply use our quotation format to save your time and effort.

Create InvoicesCreating invoices should be simple. With our online invoice generator, you can create professional invoices without the hassle of re-entering data.

Schedule Your EmailSchedule your emails to send sales invoices on a future date, ensuring they reach your clients on time even when you are not working. This feature allows you to maintain timely communication with your clients effortlessly.

Insightful ReportsGenerate detailed reports to stay compliant and gain valuable insights into your business performance. These reports help you track financial health and make informed decisions.

Logo CustomizationOur sales invoice templates allow you to add your business logo effortlessly. This feature ensures that your invoice looks professional and matches your brand identity.

Custom ColumnsTailor your invoices by adding custom fields and columns to meet your specific needs. Our invoice template provides flexibility, enabling you to include all the necessary details in your documents.

Hide Irrelevant ColumnsSimplify your sales invoice by hiding any columns that are not relevant. This feature ensures that your invoice sample is clean and focused on the necessary information, making it easier for your clients to understand.

Color CustomizationChange the color of your invoices to match your branding with ease. Our invoice template allows you to adjust colors, ensuring that your documents are visually appealing and consistent with your brand.

Download and PrintEasily download your invoice as PDFs and print them directly from the platform. This feature ensures that you can quickly generate physical copies of your documents when needed.

Client ManagementEffectively manage client information and history within the platform. This feature helps you keep track of all client interactions and documents, ensuring that you can provide personalized service.

Sales CRM IntegrationEnhance customer relationship management by integrating with sales CRM tools. This feature helps you manage client interactions and sales processes more effectively.

Mobile AppUse the Refrens mobile app to create, manage, and share invoices on the go. This feature provides flexibility and convenience, allowing you to handle your business operations from anywhere.

Send WhatsApp ReminderSend your invoices via WhatsApp and schedule them for future use. This convenient feature ensures timely reminders and better client communication.

Add Product ImageEnhance your invoices by adding product images using our bill generator. This visual addition makes your invoices clearer and more engaging for your clients.

Track BillsKeep track of all your bills in one place with our bill maker. Monitor payment status and manage your billing efficiently with our comprehensive tracking tools.

Mark PaymentsWith our online invoice generator, you can mark payments as received. This feature helps you keep accurate records and manage your cash flow effectively.

Invoice/Bill ManagementManage all your invoices effortlessly using our invoice maker. Keep everything organized in one place, making it easy to retrieve and review past invoices.

Recurring Sales Invoices With Refrens, you can schedule invoices for regular clients, set payment reminders, and streamline recurring payments effortlessly. It's perfect for subscription-based or long-term service agreements.

Customize UnitRefrens allows you to personalize unit types in your invoices to suit your business needs. Whether it's pieces, kilograms, hours, or any other custom unit, you can define and label units that align with your products or services.

What Is a Sales Invoice Template?

A sales invoice is a formal billing document issued by a seller to a buyer after goods are delivered or services are rendered. It serves as a legally recognised record of a commercial transaction, specifying what was sold, the agreed price, any applicable taxes, and the total amount due. A sales invoice template is a ready-made, reusable version of this document that businesses can fill in quickly without creating a new invoice from scratch every time.

In Malaysia, a sales invoice is not just a payment request. It is a critical financial document that supports your bookkeeping, tax compliance under the Sales and Service Tax (SST) framework, and audit readiness. For businesses registered under Malaysia's SST regime, issuing a valid tax invoice is a legal obligation for every taxable transaction. Even for non-SST-registered businesses, a properly formatted sales invoice is essential for maintaining credible financial records and building buyer trust.

The Refrens sales invoice template is built specifically for the Malaysian business environment. It handles SST calculations automatically, supports the Malaysian Ringgit (MYR), and produces clean PDF invoices that meet the expectations of both individual buyers and corporate procurement departments.

Understanding SST on Malaysian Sales Invoices

Malaysia replaced the Goods and Services Tax (GST) with the Sales and Service Tax (SST) in September 2018. Understanding how SST applies to your sales invoices is essential for compliance. SST in Malaysia has two components: Sales Tax (applicable to manufacturers and importers of taxable goods) and Service Tax (applicable to registered service providers). The standard rates are 5% or 10% for Sales Tax depending on the goods, and 6% for Service Tax.

Not all goods and services attract SST. Knowing which of your products or services fall into which category directly affects how you prepare your sales invoice:

Standard-rated supplies: Manufactured goods, imported goods, professional services, IT services, food and beverages at restaurants, hotels, and telecommunications services charged at 5%, 10%, or 6%.

Exempt supplies: Basic food items, agricultural produce, exported goods, certain educational and financial services. These are listed explicitly in the Sales Tax (Goods Exempted from Tax) Order 2018.

Zero-rated or out of scope: Exported goods are zero-rated for Sales Tax. International services may fall outside the scope of Service Tax. These still appear on the invoice but with a 0% SST rate applied.

Format of a Sales Invoice Template in Malaysia

A standard Malaysian sales invoice follows a structured layout. Here are the sections every sales invoice should contain, organised in the order they typically appear:

Business name, address, and contact details of the seller at the top
Buyer or client name, delivery address, and contact information
Unique invoice number and invoice date
Payment due date and net payment terms (e.g., Net 30, Due on Receipt)
Purchase order (PO) number if raised by the buyer for procurement compliance
SST registration numbers of both seller and buyer if both are SST-registered
Itemised list of goods or services with product codes, quantities, and unit prices
SST rate per line item and calculated SST amount per line
Subtotal, total SST amount, any trade or early payment discounts, and grand total in RM
Bank account details and accepted payment methods for remittance
Payment terms, late payment penalty clause, and any additional notes
Authorised signature or company stamp if required by the buyer or for audit purposes

Who Can Use a Sales Invoice Template in Malaysia?

A sales invoice template is relevant to virtually every business that sells goods or renders services and needs to collect payment in Malaysia. Here are the primary user types:

Retailers and Wholesalers: Shops and distributors billing for physical goods sold to consumers or resellers.
Manufacturers and Importers: Businesses liable for Sales Tax under Malaysia's SST framework on manufactured or imported goods.
Freelancers and Consultants: Independent professionals billing clients for consulting, design, writing, IT, or advisory services.
E-commerce Sellers: Online store owners on Shopee, Lazada, or their own platforms issuing invoices for product orders.
IT and Software Companies: Tech firms billing for software licences, development work, support contracts, and SaaS subscriptions.
Construction and Contractors: Building contractors and subcontractors invoicing for project milestones, materials, and labour charges.
Food and Beverage Businesses: Restaurants, caterers, and F&B suppliers issuing invoices to corporate clients and events.
Professional Service Firms: Accountants, lawyers, architects, and engineers billing for professional time and project deliverables.
Trading Companies and Exporters: B2B traders billing domestic buyers or overseas customers with multi-currency sales invoices.

Why Use Refrens Sales Invoice Generator Instead of Excel or Word?

Spreadsheets and word processors are how many Malaysian SMEs start out with invoicing. But as your business grows, manual invoicing creates problems that cost you time and money. Here is why switching to Refrens makes sense:

Excel and Word have no SST calculation logic. A single formula error means you under-charge or overcharge SST, which creates compliance risk with the Royal Malaysian Customs Department.
Manual invoice numbering in spreadsheets leads to duplicated or skipped invoice numbers, which is a red flag during tax audits.
There is no payment tracking in Word or Excel. You have no centralised view of which invoices are paid, overdue, or disputed.
Sending PDF invoices from email has no delivery confirmation. Refrens shows you when your client opens the invoice.
Refrens auto-fills client details, product codes, and pricing from your saved database, reducing the time to create an invoice from 15 minutes to under 2 minutes.
With Malaysia's e-invoicing mandate approaching, manual templates will not meet LHDN's structured data requirements. Refrens is built to adapt. -Refrens is entirely free to get started, so there is no cost barrier for small businesses and solo traders.

Free Sales Invoice Template for Malaysia

Sales Invoice Template in Word

Sales Invoice Template in Excel