Summary
Rooftop Energy Tech Sdn Bhd, a growing solar energy solutions provider in Malaysia, is on a mission to make clean energy accessible and affordable across the nation. The company specializes in designing and installing high-efficiency rooftop solar systems for residential, commercial, and industrial clients. As a future-forward organisation, Rooftop Energy Tech recognized the need to embrace digital transformation to improve operational efficiency, regulatory compliance, and data transparency.
To support this vision, Rooftop Energy Tech partnered with Matiyas Solutions to implement a customized ERPNext system integrated with Malaysia’s MyInvois e-Invoicing framework. This strategic move enabled the company to overcome existing operational challenges, streamline end-to-end workflows, and align with evolving compliance mandates by the Inland Revenue Board of Malaysia (IRBM).
By digitizing their business processes, Rooftop Energy Tech experienced notable improvements in productivity, compliance, financial accuracy, and overall project management.
Industry Insights
The renewable energy sector in Malaysia is witnessing rapid expansion, particularly with government-backed incentives and a growing shift toward sustainable energy alternatives. However, solar EPC (Engineering, Procurement, and Construction) companies like Rooftop Energy Tech face distinct challenges such as:
- Project-based billing complexity
- Inventory forecasting for solar components
- Real-time expense tracking and vendor payments
- Adherence to taxation regulations, especially with the rollout of e-Invoice in Malaysia
- Integration of CRM, stock, sales, purchase, finance, and operations on a single platform
For a growing company like Rooftop Energy Tech, relying on spreadsheets and siloed tools was no longer sustainable. An integrated ERP solution was essential to achieve greater operational agility and compliance readiness.
The Challenges
Prior to the ERPNext Software and e-Invoicing implementation, Rooftop Energy Tech encountered several pressing issues across departments:
1. Fragmented Data Sources
Multiple spreadsheets, disconnected software, and manual processes made accessing consolidated reports or insights difficult.
2. Manual Invoicing and Billing
The finance team struggled with generating and sending invoices manually, leading to delays and compliance risks, especially with Malaysia’s e-Invoicing mandates on the horizon.
3. Inefficient Project Tracking
Projects were tracked using individual sheets without real-time visibility into budgets, timelines, or expenses.
4. Inventory Discrepancies
Tracking solar panels, inverters, and accessories manually led to inventory mismatches, stockouts, and delays in project delivery.
5. Lack of Workflow Automation
From procurement to sales approvals, most business processes lacked automation, causing bottlenecks and repetitive work.
6. Compliance Readiness
The company needed to be compliant with Malaysia’s e-Invoicing framework under MyInvois but lacked the tools to automate invoice generation, validation, and submission.
7. Vendor and Purchase Order Management
Without a centralized platform, managing vendor performance, approvals, and purchase orders was inconsistent and time-consuming.
How Matiyas Solutions Helped Rooftop Energy Tech
Matiyas Solutions took a consultative approach to understanding Rooftop Energy Tech’s business model, compliance needs, and digital transformation goals. Based on this assessment, a customized ERPNext solution integrated with Malaysia’s MyInvois e-Invoicing system was deployed.
1. Custom ERPNext Deployment
A tailored version of ERPNext was configured to support Rooftop’s solar project lifecycle from lead generation to installation and after-sales support. The modules were customized for:
- CRM and sales pipeline
- Quotation and proposal generation
- Project-based job costing and planning
- Procurement and inventory management
- Financial accounting and local compliance
- Integration with e-Invoicing
- Customized Print formats – Quotation, Sales order, Sales invoice, Purchase Order, Purchase invoice and many more.
2. E-Invoicing Integration
In line with IRBM’s mandate, Matiyas integrated the ERPNext system with Malaysia’s MyInvois platform. This enabled automated invoice generation, digital signature handling, invoice submission, and real-time validation from the IRBM portal.
Key benefits included:
- Reduced invoice processing time
- Real-time validation and compliance
- Transparent audit trails
- Seamless buyer-supplier communication
3. Project Management & Budgeting
A robust project management module was implemented to track project phases, labor costs, materials usage, and delivery schedules. This brought greater visibility into profit margins and execution timelines.
4. Real-Time Inventory Tracking
Inventory across warehouses and project sites was digitized. Auto-replenishment triggers and inventory valuation reports helped optimize solar component usage.
5. Workflow Automation
Approvals for sales orders, purchase orders, and expense claims were automated through rule-based workflows, reducing manual dependencies and increasing productivity.
6. Role-Based Access & Dashboards
Employees across functions in sales, procurement, finance, and warehouse, were given personalized dashboards to monitor KPIs, tasks, and approvals.
7. Training and Change Management
Matiyas provided end-user training, admin workshops, and change management sessions to ensure the team adapted well to the new system.
Key Features of MyInvois
1. IRBM-Compliant E-Invoice Format
MyInvois fully adheres to the e-Invoicing standards set by the Inland Revenue Board of Malaysia (IRBM). All invoice and credit note fields are automatically mapped to match the required format, ensuring hassle-free compliance.
2. Real-Time API Integration with IRBM
Seamless and secure API connectivity enables direct communication with the IRBM MyInvois portal. This ensures that every invoice is submitted, validated, and acknowledged instantly within the system.
3. Automatic Unique Identifier Generation
Every e-Invoice generated through MyInvois receives a Unique Identifier Number (UIN) from IRBM, providing legal validity and full traceability for audit and compliance.
4. Buyer & Seller Validation Mechanism
Built-in validation features check buyer and seller details against IRBM’s centralized database, reducing manual entry errors and ensuring accuracy before submission.
5. E-Invoice Status Dashboard
Stay updated with a comprehensive dashboard that shows the current status of each invoice pending, approved, or rejected directly within your ERP interface.
6. Seamless ERPNext Integration
MyInvois integrates natively with ERPNext, allowing businesses in manufacturing, trading, and retail to manage e-Invoicing directly within their familiar ERP environment no switching screens or platforms required.
7. Invoice Cancellation & Resubmission
Easily cancel or resubmit invoices in compliance with IRBM guidelines, providing flexibility to correct errors or respond to client needs without leaving the system.
8. Multi-Currency & Multi-Tax Support
MyInvois allows invoicing in various currencies and supports multiple tax configurations such as SST, making it ideal for businesses operating in diverse financial environments.
Testimonial
“The ERPNext integration with e-invoice by Matiyas Solutions completely transformed our operations. What impressed us most was their ability to customize the solution to fit the specific needs of a solar EPC company. From project costing to real-time invoice validation with IRBM, everything now runs smoother and faster. We now have a digital backbone for scalable growth.”
Mr. Lucas – Director, Rooftop Energy Tech Sdn Bhd
Conclusion
The collaboration between Rooftop Energy Tech Sdn Bhd. and Matiyas Solutions marks a milestone in digital transformation for Malaysia’s solar industry. With the successful deployment of ERPNext integrated with e-Invoicing, the company has not only modernized its operations but also prepared itself for future regulatory and technological changes.
Matiyas Solutions continues to be a trusted partner for renewable energy firms, offering tailored ERP and compliance solutions that drive measurable results. For Rooftop Energy Tech, this transformation ensures scalable, transparent, and future-ready growth in the ever-evolving energy landscape.
"I am quite happy with the ERP solution provided by Matiyas. Before we implemented their system, our organization was struggling with inefficient processes and fragmented data. Their customized ERP solution not only streamlined our workflows but also provided real-time insights into our operations. The customer support from Matiya's Team has been exceptional throughout the journey."
"Matiyas offered us a functionally strong and automated solution to address the end-to-end needs of our business operation. This solutions will be able to scale and grow our business and it will surely reduce manual interventions."
"I wanted to thank you Matiyas team to set-up the ERP system based on our business process. The assistance was invaluable in helping my company get as we requested. We sincerely appreciate your efforts and thanks again Matiyas team to provide us a best solution with the erp system."
"The implementation of the Matiyas ERP solution has revolutionized our workflow. The automation of previously manual processes has not only saved us time but also significantly reduced errors. It’s like having an extra set of hands on our team, streamlining operations and boosting productivity"
"Our company is very new to ERP, we tried to implement ERP by ourselves, however along the way we found struggles as we are very new. We are lucky HasanAli from Matiyas helped us in many ways, from a simple question to very complex developments and deployments. Rates are reasonable too! We are happy that Matiyas is there to help us."
"The folks at Matiyas Software are the best. They're skilled, work quickly and professionally, and were able to tailor ERP to our exact specifications. Would use them again."
"Very knowledgeable and prompt and professional. I highly recommend Matiyas for any ERP customizations."
