Introduction
A self-billed e-Invoice in Malaysia is issued by the buyer instead of the supplier — typically when your supplier cannot issue an e-Invoice, such as foreign vendors or individuals without a TIN (Tax Identification Number).
In Xero, self-billed e-Invoices are created under Bills to Pay. Once the bill is approved and tagged with the MyInvois Classification Code, Xero automatically sends it to LHDN’s MyInvois portal through Invoici for validation.
This guide explains how the validation process works, how to confirm whether your bill has been validated, and what to do if it hasn’t.
5 Steps You Need to Know About Validating a Self-Billed E-Invoice in Xero Malaysia
Step 1: Create the Self-Billed E-Invoice in Bills to Pay
Go to Business → Bills to Pay.
Click New Bill.
Enter the bill details — supplier name, date, reference, description, and amount.
In the Tracking Category column, select the correct MyInvois Classification Code.
This tells LHDN what type of transaction it is (e.g., purchase of services, imports, etc.).
Review and approve the bill when all details are complete.
💡 Tip: Adding a MyInvois Classification Code in an approved bill automatically triggers submission to LHDN MyInvois via Invoici — no manual “Send” button required.
Step 2: Automatic Submission to LHDN via Invoici
Unlike normal sales e-Invoices, there’s no “Send to LHDN” button in Xero for self-billed transactions.
Xero automatically submits the bill for validation when both conditions are met:
A MyInvois Classification Code is assigned in the tracking category.
The bill’s status is set to Approved.
Once these two requirements are fulfilled, the bill is transmitted through Invoici to LHDN’s MyInvois system for validation.
Step 3: Check Validation Status in Xero
To verify whether the bill has been validated:
Open the specific bill in Xero.
Scroll to the History and Notes section.
Review the validation log:
✅ Validated / Approved → Accepted by LHDN.
⏳ Pending → Still processing; refresh after a few minutes.
❌ Rejected → Validation failed — check the message for details.
Once validated, the approved e-Invoice file with QR code is automatically attached to the same Bill to Pay record.
You can open the bill anytime to download or preview the validated document.
Step 4: Manually Trigger Resubmission (If Needed)
If validation hasn’t occurred automatically after approval:
Open the bill and scroll to History and Notes.
Click Add Note.
Type “Resubmit” and save.
Xero will detect this keyword and resend the bill to LHDN through Invoici for validation.
💡 Tip: Wait a few minutes after approval before using the “Resubmit” command to avoid duplicate submissions.
Step 5: Fix Common Validation Issues
Issue | Cause | Solution |
No validation record appears | Missing classification code or bill still in draft. | Add the code and reapprove. |
Rejected due to missing/invalid TIN | Supplier doesn’t have a valid Malaysian TIN. | Use the correct General TIN (EI00000000010–40). |
Wrong or blank classification code | Tracking category not mapped. | Assign the correct code and reapprove. |
Duplicate reference or bill number | Same reference used twice. | Change to a unique reference and re-approve. |
Not sent even after approval | Invoici connection inactive. | Reconnect under Settings → Connected Apps → Invoici. |
Best Practices for Self-Billed E-Invoice Validation
Always tag the MyInvois Classification Code before approving the bill.
Do not edit validated bills — create a new one for corrections.
Check History and Notes frequently for submission logs.
Use “Resubmit” only if validation doesn’t trigger automatically.
Keep your Invoici integration active and monitor connection status.
Frequently Asked Questions (FAQs) about How to Validate a Self-Billed E-Invoice in Xero Malaysia
Q1: How is validation triggered for self-billed e-Invoices in Xero?
When the bill is approved and tagged with a MyInvois Classification Code, Xero automatically sends it to LHDN MyInvois through Invoici.
Q2: Where can I see the validation status?
Open the bill and check History and Notes. The validation log and approved file are attached directly to that bill.
Q3: What if validation does not trigger automatically?
Add a note with the word “Resubmit” — Xero will resend the bill for validation.
Q4: Do I need to upload the validated file manually?
No. The validated e-Invoice (with QR code) is automatically attached to the Bill to Pay once approved.
Q5: What if my bill is rejected?
Check the rejection message, correct any missing or invalid details (TIN or classification code), reapprove the bill, and try again.