Tuition centres ยท Invoicing and e-invoice
Monthly fee invoices with e-invoice for tuition centres
By Wan Muhamad Fadzli (Pali). Published
A tuition centre can create every parent's monthly fee invoice automatically from its class list, send it by email with a payment link, and mark it paid when the money arrives. Where the centre needs e-invoicing, the same system submits each invoice to LHDN MyInvois and stores the validated copy.
What problem does this solve?
At the start of every month the admin builds fee invoices by hand from the class list, adjusts for siblings, new students and dropped subjects, then chases parents who have not paid. Payments arrive by transfer and DuitNow QR with unclear references, so matching them takes hours, and e-invoicing adds another step on top.
How does the automation work?
- 01Keep one student and fee listStudents, the subjects they take and each subject's monthly fee live in one place, with sibling discounts and mid-month joins set as clear rules instead of manual edits.
- 02Generate invoices on the first of the monthThe system creates one invoice per family for the month, with each child's subjects listed, and flags anything unusual for the admin to review before sending.
- 03Send invoices with a payment linkParents receive the invoice by email with a payment link for FPX, DuitNow QR or cards, so they can pay from their phone without typing a reference.
- 04Match payments automaticallyWhen the payment gateway confirms a payment, the invoice is marked paid and the parent gets a receipt, so the admin no longer matches bank transfers by hand.
- 05Submit e-invoices to MyInvoisIf the centre is in an e-invoicing phase, each invoice is submitted to LHDN through the MyInvois API, and the validated copy with its QR code is stored and sent to the parent.
- 06Remind and reportFamilies with unpaid invoices get a polite reminder after a set number of days, and the owner sees a monthly report of billed, paid and outstanding fees per class.
Which tools does it use?
- MyInvois API
- Payment gateway with FPX and DuitNow
- A custom web app for fees
- Email service
How long does it take and what does it cost?
- Build time
- About 2 to 4 weeks
- Starting price
- From RM 4,973
- Typical range RM 4,973 to RM 6,728
A starting point from the published rate card. Your quote follows a short scoping call.
Price this in the calculatorHow much time could it save?
Estimate
Estimate: about 1 to 2 working days of admin time saved each month for a centre with around 200 students, depending on how payments are made today.
Depends on your volume and how the work is done today.