Rooftop Energy Tech Sdn Bhd

Malaysia

Rooftop Solar Malaysia’s Digital Transformation with ERPNext and Malaysia E-Invoicing Solution

About

Rooftop Solar Malaysia’s Digital Transformation with ERPNext and Malaysia E-Invoicing Solution

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 specialises in designing and installing high-efficiency rooftop solar systems for residential, commercial, and industrial clients.

As a future-forward organisation, Rooftop Energy Tech recognised 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 customised 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 digitising their business processes, Rooftop Energy Tech experienced notable improvements in productivity, compliance, financial accuracy, and overall project management.

Apps implemented

ERPNext

Industry

Manufacturing

modules implemented

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We believe our tools like ERPNext can help organizations reduce waste and complexity. Frappe + ERPNext has the potential to be a “full stack” replacement for not only ERP (SAP/Oracle) but also the entire enterprise stack (Java/.NET). With this scope, we should help organizations by providing products and services to help them manage their technology platforms.

Why ERPNext over SAP B1 / Oracle

100% FOSS

Customizable

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Challenges

Prior to the implementation, Rooftop Energy encountered many challenges across departments.

Fragmented Data Sources: Multiple spreadsheets, disconnected software, and manual processes made accessing consolidated reports or insights difficult.
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.
Inefficient Project Tracking: Projects were tracked using individual sheets without real-time visibility into budgets, timelines, or expenses.
Inventory Discrepancies Tracking: Solar panels, inverters, and accessories were manually led to inventory mismatches, stockouts, and delays in project delivery.
Lack of Workflow Automation: From procurement to sales approvals, most business processes lacked automation, causing bottlenecks and repetitive work.
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.
Vendor and Purchase Order Management: Without a centralised platform, managing vendor performance, approvals, and purchase orders was inconsistent and time-consuming.

Benefits

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 customised ERPNext solution integrated with Malaysia’s MyInvois e-Invoicing system was deployed.

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 customised 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
Customised 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, labour 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 digitised. Auto-replenishment triggers and inventory valuation reports helped optimise 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 personalised 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.

Impact

Successful on-time ERPNext go-live

Increased sales order to cash

Increased inventory turnover

Regulatory Compliance Achieved: Full compliance with IRBM’s e-Invoicing mandate through seamless integration with the MyInvois system. Invoices are now auto-generated, validated in real-time, and submitted digitally.
Manual Work Eliminated: Manual invoicing, spreadsheet-based tracking, and repetitive tasks were replaced with automated workflows, saving time and reducing errors.
Improved Financial Accuracy: Finance processes, including invoicing, expense tracking, and tax reporting, became more accurate, timely, and audit-ready.
Streamlined Project Management: Real-time project tracking for budget, timeline, labour, and material helped in improving visibility and execution across all solar installations.
Optimised Inventory Control: Stock mismatches and delays were reduced with real-time inventory tracking across warehouses and project sites, leading to better procurement planning.
Integrated Operations: CRM, sales, purchase, finance, and inventory processes were unified into one system, eliminating data silos and boosting cross-department collaboration.
Productivity Boost: Automated approvals, task assignments, and user-specific dashboards led to faster decision-making and higher team efficiency.
Data Transparency & Insights: Dashboards and reporting tools offered clear visibility into KPIs, enabling informed strategic decisions.
Scalability for Future Growth: The digital backbone created through ERPNext ensures the company is well-positioned to scale operations and adapt to future regulatory changes.
Enhanced Vendor & Client Relationships: Timely billing, transparent communication, and faster project delivery improved stakeholder satisfaction.

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

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Implemented by

Matiyas Solutions LLP

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