Is accounting software sufficient for e-Invoice implementation?

Some of you might be asking— 'Our hotel has accounting software, can we use that instead of upgrading to an e-invoice-ready Property Management System (PMS)?'

That’s a fair question. Yes, you can use the accounting software. You just have to make sure that your transactions that are recorded in the hotel PMS are synced with your accounting software before issuing the e-invoice.

But here's the thing: think about the inconvenience of having to walk over to the finance department every time you need to issue an e-invoice. 

Now, imagine you are at Family Mart, you pay for your tom yum oden at the counter, and after the transaction, you're handed a receipt. Take a closer look at that receipt. Do you see the QR code on the receipt? The QR is not just a display, and it’s definitely not their contact number. 

The QR code will direct you to a self-service e-invoice portal, where you can enter your details, and retrieve the verified invoice stored in the LHDN system. This suggests that Family Mart relies on a self-service portal instead of generating e-invoices through an accounting system.

Therefore, as a hotel owner, you should adopt a similar approach by using an e-invoice-ready hotel PMS. With PMS, you won’t have to worry about syncing your hotel’s transaction data with accounting software. E-invoice is now one of the most significant features of a hotel PMS. 

Most importantly, the integrated e-invoice is aligned with the guidelines from LHDN. 

How does the hotel PMS e-invoice implementation differ from the accounting software?

Both accounting software and Hotel Property Management Systems (PMS) are important tools in hotel operations, but they serve different functions. 

Accounting software is built to manage finance, which is for bookkeeping purposes, while PMS is essential for managing daily operations such as bookings, guest data, and more. Hence, having contrast functions, it is incomparable.

Now, let’s consider this from the perspective of e-invoices. In the hotel business, it is better for both PMS and accounting software to integrate e-invoices. 

When you are using accounting software, you need to ensure that every sale from the PMS must sync with your software. Only afterwards can you generate the e-invoice. 

To make it clearer, let me give a situation:

That’s a lot of steps, right? However, with an e-invoice-ready PMS, you skip all that and have everything handled in one go. This is why an e-invoice-ready PMS stands out compared to accounting software:

• Guest self-service

The guest can request the e-invoice by themselves by scanning a QR code provided by the hotel. One of the key advantages is that the e-invoice is integrated with the PMS, allowing guests to complete the process on their own.

• Quick and efficient

The e-invoice is generated instantly. You do not have to reach out to finance departments, and keep your guests waiting. 

• Reduce errors

This smooth process not only reduces errors but also improves the overall guest experience by minimizing wait times and offering convenience.

Now, can you see the difference between the e-invoice-ready PMS and the accounting software? In short, an e-invoice-ready PMS addresses the gap between operations and compliance.

How about Airbnb Operators?

Airbnb does not provide for e-invoice system generator for its hosts or guests. For those who do not have accounting software or an e-invoice-ready PMS connected to their property, they can manually enter the details in the MyInvois portal.

How about Online Travel Agency (OTA)?

OTAs do not issue e-invoices to hotel guests in Malaysia. It is the hotel's responsibility to issue the e-invoice upon guest checkout.

Summary

Both e-invoice-ready PMS and accounting software offer convenience to hotel operations by playing different roles. Hotel owners can use accounting software to generate the e-invoice but the data in the hotel PMS must be synced with the accounting software.

The major difference between hotel PMS and accounting software is the time required to generate the e-invoice. Guests can request e-invoices themselves via a QR code, making the process quick, efficient, and error-free.

For Airbnb and OTAs, Airbnb hosts and hotels must handle e-invoicing themselves, either through MyInvois or their integrated systems.

Softinn hotel PMS is e-invoice ready. Get a trial now.