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Case Study

Automating 10M Monthly Invoices for Malaysia’s Leading Telecom

Malaysian Leading Telecom Company Case Study Featured
Client
Malaysian Leading Telecom Company

region-iconIndustry

  • Telecommunication services and Internet technology services
region-icon Region
Malaysia

Overview

Our client, the leading telecom company of Malaysia, delivers comprehensive connectivity solutions across both prepaid and postpaid segments. It historically holds a strong market share across mobile, broadband, corporate, and SME business lines. The Company operates in three segments: mobile services, fixed line services, and international gateway services. According to the company itself, its network coverage reaches over 93% of Malaysia’s population, making it one of the country’s largest converged-network providers.

To support the growth of the digital economy, the Government intends to implement e-Invoice in stages in an effort to enhance the efficiency of Malaysia’s tax administration management (LHDN/IRBM). The e-Invoice will enable near real-time validation and storage of transactions, catering to Business-to-Business (B2B), Business-to-Consumer (B2C), and Business-to-Government (B2G) transactions. Consequently, Vivasoft Limited engineered an e-Invoice processing engine/platform for the telecom provider that automates the generation and validation of transaction documents and orchestrates the electronic transmission of structured data to LHDN (Lembaga Hasil Dalam Negeri Malaysia) within the required low-latency time window.

The e-Invoicing engine can handle roughly 300,000 invoices per day, generating about 85 GB of daily processing volume. Each invoice is also validated to ensure compliance with required standards—for instance, the system confirms that a tax identification number (TIN) is provided and checks other key user details and submitted to LHDN properly.

Technologies Used

Java Script

Type Script

Golang

React

Next.js

Echo

Asynq

BigQuery

Icon_24px_BigTable_Color

Bigtable

Redis

Google Cloud Platform

Docker

Prometheus

Asynqmon

Grafana

Client’s Business and Technical Challenges

1. Digital Workflow Transformation

The client faced the hurdle of migrating from manual invoicing to automated workflows. This shift required extensive system redesign and new software adoption. It also necessitated staff training and robust change management. Without proper handling, the organization risked significant disruptions during the transition.

2. External System Integration

The company needed complex API-based integration with existing platforms like SAP. Simultaneously, they had to maintain flow-through processing with LHDN. Balancing these integrations proved to be a critical technical hurdle.

3. Data Integrity & Synchronization

Integrating multiple systems introduced challenges in ensuring data reliability across departments. Issues such as poor mapping, inconsistent formats, or incorrect field values were major risks. These discrepancies could lead to invoice rejection and compliance failures for the client.

4. UBL Data Transformation

To meet LHDN requirements, the client had to convert raw transaction data into UBL-compliant JSON/XML. This process involved complex field mapping and validation of mandatory fields. They needed to ensure strict adherence to LHDN technical rules. The ultimate goal was to produce error-free UBL documents ready for automatic submission.

5. Platform Interoperability Challenges

Variations in e-Invoice formats, standards, and protocols across the organization created compatibility issues. These differences often led to failed data exchanges and mismatches. Consequently, the client faced increased processing overhead.

6. Regulatory Compliance Enforcement

The Malaysian e-Invoicing mandate introduced strict requirements for data formats, digital signatures, and security standards. It also demanded real-time reporting capability. Failure to adhere to these LHDN guidelines could result in operational disruptions and severe penalties for the telecom provider.

7. Regulatory Change Management

LHDN frequently revised its compliance documentation and technical specifications. The client struggled to keep pace with these evolving compliance rules manually.

8. Limited e-Invoicing Literacy

The organization possessed insufficient internal knowledge regarding e-Invoicing standards. Staff lacked familiarity with the necessary protocols and new workflows.

Vivasoft’s Strategic Response & Technical Solutions

1. Digital Workflow Transformation

Vivasoft tailored a robust solution to automate invoice generation, approval, and submission processes, effectively reducing manual intervention. The team integrated the system with BigQuery to support large-scale operations for business units handling extensive invoice data.

2. External System Integration

The engineers built robust, secure APIs for extracting and transforming source system data (e.g., SAP), effectively automating the submission pipeline to LHDN using a semi-flow-through e-Invoice Go engine/gateway. Additionally, they implemented error-handling, logging, and status polling mechanisms to ensure reliable operations.

3. Data Integrity & Synchronization

To ensure reliability, the team implemented a specialized pipeline dedicated to maintaining consistent, validated, and reconciled transactional data across multiple subsystems.

4. UBL Data Transformation

Vivasoft implemented ETL (Extract, Transform, Load) routines to convert raw transactional data into LHDN-compliant UBL JSON/XML formats. The solution includes automated validation routines to ensure that all mandatory fields including TIN, invoice numbers, and customer details – are accurate and complete before submission.

5. Platform Interoperability Solution

The developers engineered a high-performance e-Invoice Go engine that functions as a distributed middleware service, unifying data exchange across multilayered ERP infrastructures. Its modular architecture was designed to allow for flexible system extensions, seamless integration, and scalable updates.

6. Regulatory Compliance Enforcement

The team established automated validation checks to ensure all invoices conform to LHDN standards prior to submission, thereby minimizing errors and non-compliance risks.

7. Regulatory Change Management

Vivasoft maintained a continuous monitoring system to track LHDN updates, while deploying adaptive functionalities to automatically update validation rules and e-Invoice submission workflows, ensuring ongoing regulatory compliance.

8. Limited e-Invoicing Literacy

To address knowledge gaps, the team developed an extensive knowledge repository. It includes detailed documentation and e-learning resources on e-Invoicing standards, workflows, and compliance protocols. They also conducted targeted training sessions for finance and IT teams to ensure effective adoption and operational readiness.

Dashboard of Malaysia’s Leading Telecom Company's Invoice Site
Malaysia’s Leading Telecom Company's Invoice Site Report
Submission Form of Malaysia’s Leading Telecom Company's Invoice Site
ValidateTIN of Malaysia’s Leading Telecom Company's Invoice Site

Operational Impact & Value Delivered

Maximized Operational Efficiency & Processing Speed

The solution automates repetitive operational tasks to significantly optimize processing time. It achieves a processing speed of 3 invoices submitted per second while minimizing human error. The e-Invoicing solution delivers a unified, end-to-end workflow without requiring additional system configuration. Advanced capabilities, such as “Intelligent Submission,” feature automated retry mechanisms during LHDN service downtime. Additionally, “Smart TINs” management further enhances operational efficiency and system reliability. The team also implemented a high-throughput PDF generation pipeline using Go PDFKit. This enables the creation and download of approximately 300 e-Invoice PDFs per minute, complete with QR codes and business details.

Significant Infrastructure Cost Reductions (30-40%)

Overall, the system achieves substantial cost efficiency of approximately 30–40%. This was achieved by leveraging a Virtual Machine–based cloud architecture. This approach is well-suited for enterprise environments with steady, high-volume workloads. It allows for sustained compute utilization over extended periods. Additionally, an asynchronous task management component orchestrates background processing. It handles job scheduling, execution monitoring, and dependency management. This robust error handling ensures reliable system operations and maximizes resource efficiency.

Enterprise-Grade Scalability for Massive Data Volumes

The system integrates seamlessly with BigQuery to support large-scale operations. It effectively handles extensive invoice data. For task management, the team utilized Asynq, a Go library that uses Redis to queue and process tasks asynchronously. This offers a scalable and efficient solution. Under optimal conditions, the current system can process approximately 10 million invoices per month per business entity. It is also easily scalable to support multiple business entities within an enterprise environment.

End-to-End Regulatory Compliance & Traceability

The platform ensures full compliance with the latest LHDN Malaysia e-Invoicing regulatory specifications. It enforces end-to-end regulatory conformity across the organization. The system achieves approximately 99.9% business-rule validation accuracy. It also delivers about 99% prevention of duplicate invoices. Invoice submission is optimized through secure, automated, and auditable reporting mechanisms. Furthermore, the system maintains 100% invoice traceability via an immutable audit trail for every single invoice.

Team Involvement

ResourcesCount
Backend Developers4
Frontend Developers3
Project Manager1
Product Designer1
SQA1
Solution Architect 1
DevOps Engineer 1

Core Features of the Software

Automated Invoice Submission Workflow

The system integrates directly with Google BigQuery to facilitate automatic e-Invoice submission using pre-configured tables. It features flexible triggers for real-time or scheduled processing, significantly minimizing manual intervention. Users gain full visibility through detailed logs that span status, timestamps, and metadata. It allows them to track the complete lifecycle of every submission.

Seamless TIN Validation

This feature provides a mechanism to validate Taxpayer Identification Numbers (TIN) efficiently, ensuring strict regulatory compliance. The system performs scheduled TIN fetching from the internal business network and cross-references them against the LHDN system. This automated validation process ensures that all customer tax data is accurate before invoice processing begins.

Integration With ERP Systems

The platform integrates seamlessly with SAP, enabling the direct submission of XML document types. A custom API validates document structure to ensure compliance prior to transmission. Upon successful submission to LHDN, the system triggers a notification to SAP via webhooks, ensuring seamless, bi-directional communication and synchronized processing between systems.

e-Invoice Business Portal

This portal offers a comprehensive dashboard for analytics, including CSV exports and data visualization. It handles seamless JSON transformation, BigQuery data extraction, and automated LHDN submission. Key features include TIN validation, simplified Credit Note management, and dynamic user role settings. Users can visualize submission statuses via tailored filters and charts.

e-Invoice Service Monitoring Portal

A vigorous logging system monitors and tracks all responses from LHDN to ensure reliability. The portal includes tools for in-depth e-Invoice API performance analysis. Administrators can actively monitor execution queues for the Go Engine workers, tracking critical tasks such as Fetch Invoice, Submit Invoice, Retrieve Status, and Document Generation.

Customer Service Agent Portal

This portal empowers agents with automated retrieval and delivery of e-Invoice documents based on customer-initiated requests. It features an intuitive search and download interface designed to facilitate rapid service. By streamlining access to historical invoices, agents can resolve inquiries faster, ensuring a responsive and efficient support experience for end-users.

PDF Document Generator

This resilient service generates PDF documents with embedded LHDN QR codes in parallel with the submission workflow. It automatically compiles monthly and annual summary reports for customer delivery. The system manages secure storage with proper data retention policies, while channel API integration allows external retrieval via the API gateway.

Audit Logs

The system maintains a comprehensive record of all user activities and system operations for security and compliance. It enables administrators to trace actions precisely using advanced search and filtering capabilities. Users can filter logs by email, date range, and other parameters, ensuring total transparency and accountability across the platform.

User Experience

The portal features a responsive design that adapts seamlessly across desktops, tablets, and smartphones. It offers a user-friendly interface with clear layouts to reduce learning curves. Security is paramount, implementing Role-Based Access Control (RBAC) to ensure sensitive operations are restricted to authorized users, delivering a consistent and secure experience.

Development Timeline

Phase 1

Initial Discovery and Planning

3 Weeks

1

Design Phase

1 Week

2

Development

8 Weeks

3

Testing and Quality Assurance

4 Weeks

4

Deployment & Post-launch Support

4 Weeks

5

Phase 2

Initial Discovery and Planning

4 Weeks

1

Design Phase

4 Weeks

2

Development

16 Weeks

3

Testing and Quality Assurance

4 Weeks

4

Deployment & Post-launch Support

6 Months

5

Client Testimonial

“Our partnership with this team for our telecommunications e-Invoice system has been nothing short of exceptional. Executing a complex two-phase deployment with absolute precision, they engineered a robust solution that now flawlessly processes over 3 million invoices monthly. Their technical prowess ensured a seamless transition, handling massive data volumes with impressive stability and speed. We are incredibly pleased with the outcome and enthusiastically recommend their services for any high-scale, mission-critical development.”
Head of Data & AI DevOpsMalaysia’s Leading Telecom Company
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Start Your Custom Software Journey Today

The move toward mandatory e-Invoicing is not merely a regulatory requirement. It is a strategic upgrade to future-ready business infrastructure. Rather than delaying adoption, now is the ideal time to assess how Vivasoft Limited can enable seamless integration, end-to-end workflow automation, and full compliance within your existing systems.
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