Submit and track e-invoices
An Owner can change which roles have this in Account Access.
Every e-invoice moves through the same handful of statuses on its way to LHDN — here’s what each one means and when it needs you to act.
Why it works this way
Section titled “Why it works this way”DonorCARE checks for completed donations twice a day rather than the instant one is completed, so drafts, submissions and status updates are batched together. Once an e-invoice is submitted, its true state lives at LHDN — DonorCARE polls for the result and updates the status shown on the donation record and the E-Invoice Status panel.
The terms
Section titled “The terms”Draft — DonorCARE has created the e-invoice but has not sent it to LHDN. Shown when auto-submit is off, or when the donor’s buyer details are still incomplete.
Ready — buyer details are complete but the e-invoice has not yet been pushed to BizCARE or LHDN. You’ll only see this briefly, right before it’s submitted.
Pending / Submitted — sent to BizCARE and on to LHDN; LHDN is validating it.
Valid — LHDN has validated the e-invoice. This is a one-way state: a document that reaches Valid never moves back to Invalid.
Invalid — LHDN rejected the e-invoice. The donation record shows the rejection reason, and a Resubmit to LHDN button appears once you’ve fixed the underlying data. See Fix a failed e-invoice.
Cancelled — withdrawn before or shortly after validation. A Valid e-invoice can only be cancelled within 72 hours of validation; after that, cancelling is no longer possible.
What this means in practice
Section titled “What this means in practice”Do
- Use the sync icon on a donation’s E-Invoice Status panel, or Sync E-Invoices on the Donations list, if a submission seems stuck at Pending or Submitted longer than usual — DonorCARE checks automatically twice a day, but you can force an immediate check.
- Treat Invalid as fixable — correct the donor’s details, then Resubmit.
Don’t
- Read “Submitted” as accepted. It only becomes accepted once it reaches Valid, and can still flip to Invalid before then.
- Try to cancel a Valid e-invoice more than 72 hours after validation — LHDN no longer allows it at that point.
Worked example
Section titled “Worked example”A completed RM1,000 donation with a validated donor TIN is picked up at the next twice-daily run. With auto-submit on, it moves Draft → Pending → Valid, usually within a day. If the donor’s NRIC fails one of LHDN’s checks, the same donation ends at Invalid instead, with the rejection reason shown on the donation record and a Resubmit button ready once it’s fixed.
Related
Section titled “Related”Screenshots use sample data. Every screen on this page is captured against a demo organisation seeded with generated donors, amounts, receipt numbers and campaigns. Any resemblance to a real person or organisation is coincidental.