Online Tenancy Service

What this page needs

• Two clear boxes, one for each service, each showing the price and when to use it. Before signing, or after signing.
• A few lines about you. Who you are, and that the tax goes straight to LHDN.
• Nothing else. Agents arrive knowing what they want. Do not slow them down.

What we need from you

• The final wording for both services
• Your fee for each service
• Your logo and colours

What this page needs

• Four choices for how long the rental lasts. The example site only gives three, so a 6 year rental gets charged too little.
• Show how the number was worked out, right under it. Your staff will have to explain it on the phone.
• Show the late fine before they pay, not after.
• Ask them to confirm the rental length. Choosing 1 year instead of 2 years makes the tax three times bigger. This one mistake causes almost every underpayment.
• We work out the total again on our side before charging, so nobody can change the price in their browser.

What we need from you

• A letter from your tax agent confirming the rates
• Your fee, and whether it ever changes

What this page needs

• Booking form upload. Nearly everything you need is already written on it.
• A box for anything else they agreed that is not on the booking form. Someone on your team needs to read this one.
• The agent's name, email and phone, because they are the person you deal with.
• One fixed price. No calculator needed here.

What we need from you

• Your rental agreement template, checked by a lawyer
• How many days drafting takes you
• Whether you want this from day one, or later

What this page needs

• The exact amount, big and clear. Agents often send a round number or an old price.
• Your bank details, and a reference number for them to type into the transfer notes.
• Somewhere to upload the bank receipt, plus which bank and what date. That helps your staff find it on the bank statement.
• Be honest about the wait. Tell them a person checks payments, and when. Otherwise they will phone to ask.

What we need from you

• Which bank account the money goes to
• What time of day your staff check payments
• If someone pays too little: do you ask for the rest, pay it yourself, or cancel the job?

What this page needs

• They type their reference number. No account needed.
• Simple steps in plain words, not the names your staff use internally.
• A download button once it is finished. The link should stop working after a week.

Why the link should expire

• Anyone can open this page, and reference numbers are easy to guess. If the link never expired, a stranger could open someone else's rental agreement and passport copy.

What we need from you

• The words you want agents to see for each step
• How many days the download link should last

What this screen does

• Sorted by how long each job has waited, not by date. A normal list puts the newest first, which is the wrong way round.
• A small bar on each row, green then orange then red, so you can spot problems without reading anything.
• A count of jobs that are nearly late.
• Both services in one list, with filters.
• A button to send many stampings to LHDN at once, instead of one at a time.

Why the red number matters

• If you promise agents a turnaround and miss it, they can fairly ask for their money back. This number shows you the problem before it happens.

What this screen does

• What the agent typed, locked so nobody can change it. If they later argue about the price, this is your proof.
• Their documents open right here. Every time someone opens an IC or passport, we record who did it.
• The tax, showing how it was worked out.
• One clear next button. The unusual choices are there but stay out of the way.
• Upload the certificate. That is what finishes the job and lets the agent download it.

One thing this depends on

• We have assumed your staff file each job on its own. That works whatever kind of e-Duti Setem account you have.
• If it turns out you can send many jobs in one go, this screen gains a "add to the next batch" button and your staff make one trip to LHDN instead of fifty. If not, nothing here changes.
• So the answer to "do you have an Agent login" only makes things better, never worse. We are not building anything that depends on it.

What we need from you

• How long you keep copies of IC and passports, and who is allowed to open them
• Which staff are allowed to change a tax amount

What your staff do here

• Compare each receipt with your bank statement. The receipt shows what the agent says they sent. The statement shows what you really got.
• Catch people who paid too little. Agents often send an old price or a round number.
• Chase people who never paid. Form sent, no money.
• Sort out money that arrived with no job attached to it.

Roughly how much work

• If checking one payment takes two minutes, every 100 jobs is about 3 to 4 hours a week of someone reading bank statements. That is fine while you are small. It stops being fine somewhere around a few hundred jobs a month.

One thing that would help

• Can your staff download a statement file from the bank? If yes, we can match most payments automatically and remove most of this work.

What happened here

• The agent typed RM2,200 for 1 year. The signed agreement actually says RM2,500 for 2 years.
• The rate goes from RM1 to RM3 for every RM250, so the tax goes from RM106 to RM360.
• They paid RM131. It should have been RM385. They are RM254 short.

Why this is not rare

• Choosing the rental length is one click, and it changes the tax more than anything else. Agents fill the form in half a minute, often without the agreement in front of them.
• LHDN wants the full amount either way. So either the agent pays the difference, or you do.

Who fills in the right hand side

• Your staff do, and it is only two numbers. They open the agreement and type in the real monthly rent and the real length. About thirty seconds.
• Everything below that is worked out for them. The correct tax, what should have been paid, and how short it is. Nobody does sums by hand.
• Later on we could have the computer read the agreement and fill those two numbers in as a suggestion. But a person should always confirm it, because the tax is your legal responsibility, not the computer's.

What we need from you

• Do you ask the agent for the rest, pay it yourself, or cancel the job? There is no safe answer, so you should choose it now.

Why this is a screen and not hidden in the code

• Next time the law changes, you edit a form. No developer, no emergency.
• Old jobs keep their old rates, so you can still explain a job from last year.
• You cannot save a change until a letter from your tax agent is attached.

Proof this matters

• The example site put its rates inside the code. One of its two calculators is still using the old rates from before 2025, more than a year after the law changed.