Bilvx — Creating & Managing Invoices

Creating & Managing Invoices

This guide covers issuing invoices and self-billed documents in Bilvx: building the invoice, choosing a document type, moving it through the draft→submitted→valid lifecycle, and printing the validated PDF with its LHDN validation proof. For the end-to-end walkthrough (sign in → company → customer → submit), see Getting Started: Your First e-Invoice.

Before you start

Invoices are scoped to a company. The company selector in the top bar controls which company you're working in — everything under Business (customers, suppliers, invoices) belongs to the selected company. That company is the seller on every invoice, so make sure its details are complete first. See Managing Companies, Customers & Suppliers.

Create an invoice

In the sidebar under Business, open Invoices and press New Invoice.
Fill in the required fields: Invoice Number, Issue Date, Currency, and the Customer.
Add line items with + Add Line — each line takes a description, quantity, price, and a tax type.
Press Save. The invoice is created as a DRAFT — nothing is sent anywhere yet.

Line items. Every line needs its own tax type. If you've set up Saved Products (Workspace → Preferences), a per-line picker pre-fills the description, price, quantity, and tax defaults for things you sell regularly — see Plans, Limits & Preferences.

Common mistake — wrong company selected. New invoices land in whichever company the top-bar selector shows. If your invoice list looks empty or the wrong customers appear, check the selector before creating anything.

Choose the document type

The type dropdown covers the eight LHDN document types:

Invoice, Credit Note, Debit Note, Refund Note
Their four self-billed counterparts

Two things change depending on the type you pick:

Self-billed documents name a supplier (the party billing you) instead of a customer. The form swaps the customer picker for a supplier picker automatically. You manage suppliers under Business → Suppliers.
Credit, debit, and refund notes reference the original invoice through a picker, so LHDN can tie the note back to the document it adjusts.

The invoice lifecycle

An invoice starts as a draft and only leaves Bilvx when you submit it. The statuses:

Status	Meaning
DRAFT	Editable, deletable, yours. Nothing has been sent.
SUBMITTED	Sent to LHDN, awaiting validation. Bilvx polls the status for you — no manual refresh.
VALID	LHDN validated it. The PDF now carries the validation proof.
INVALID	LHDN's validation failed. The invoice shows LHDN's reason; use Re-open for Editing to fix and resubmit.
REJECTED	Rejected on the LHDN side (a buyer can request rejection through MyInvois). The reason shows on the invoice.
CANCELLED	Cancelled on the MyInvois portal, within LHDN's cancellation window (not inside Bilvx). Bilvx picks up the new status automatically.

Cancellation and buyer-requested rejection happen on LHDN's MyInvois portal, not in Bilvx — the app reflects the outcome once LHDN reports it.

Actions on an invoice

Save — persists the draft.
Submit to LHDN — sends the document. Shown only when submission is configured on the deployment and the issuing company has a TIN. See Submitting to LHDN MyInvois.
Print — downloads the PDF. Works at any status.
Re-open for Editing — returns an INVALID invoice to DRAFT so you can fix and resubmit. Only INVALID invoices reopen; VALID, REJECTED, and CANCELLED are final records.
Delete — drafts only.

Common mistake — trying to edit a validated invoice. Once an invoice is VALID, REJECTED, or CANCELLED it's a permanent record and cannot be reopened. Only INVALID invoices return to draft. If a valid invoice is wrong, issue a credit, debit, or refund note that references it instead.

Submit and let Bilvx track it

Press Submit to LHDN. A confirmation page shows exactly what will be sent. If anything LHDN requires is missing — a supplier address line, a buyer TIN, an MSIC code — the page lists every gap under "Complete these details before submitting to LHDN:" with links to the exact form that fixes each one. Fix, return, and submit.

After submission the invoice goes SUBMITTED and Bilvx polls LHDN until it resolves to VALID or INVALID — the status badge updates on its own, no manual reload needed. A failed submission attempt (network issue, LHDN outage) leaves the invoice in DRAFT with the error shown; nothing is half-sent.

The full preconditions (company TIN, MyInvois intermediary appointment) and rejection handling are covered in Submitting to LHDN MyInvois.

Print the validated PDF

Use Print on any invoice to download its PDF. The proof depends on status:

Before validation — the PDF is a plain rendering of the invoice.
Once VALID — the PDF carries the LHDN validation proof: the QR code, the IRBM unique ID, and the validation timestamp. Anyone can scan or check these against MyInvois to confirm the document is genuine.

Print the VALID version when you send the invoice to your customer, so they receive the copy that can be verified.

Managing Companies, Customers & Suppliers — set up the seller, buyers, and self-billed suppliers.
Submitting to LHDN MyInvois — preconditions, the completeness check, and rejections.
Plans, Limits & Preferences — saved products, favorites, and per-company invoice limits.