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Invoicing Solutions in Japan


What is an invoice?


An invoice is a document prepared and sent by a provider of goods or services (the seller) to a client (the buyer). This document itemizes and stands as record of the transaction between a buyer and seller. An invoice is an essential document as it ensures  the seller is paid on time, it provides a legal record of the sale and it reduces tracking problems.

INS Global consulting allows companies and freelancers without an existing entity or structure in Japan, to invoice their clients in the local currency. INS Global thus acts as an intermediary between your business and your Japan-based clients.


Why externalize client invoicing?


Using an external service to produce your invoice has some significant advantages:

  • It allows your company to focus on its core business
  • Reduces costs by removing the need for an internal service
  • Payments remitted in different currencies i.e. EUR, USD, or JPY
  • Organized and comprehensive invoicing system which you have easy access to


Invoicing in Japan


As opposed to other jurisdictions, the requirements of an invoice Japan are far less stringent. The Japanese government has not provided set standard requirements or a particular structure that needs to be adhered to. As such, businesses generally follow their own particular format. However, the standard invoice in Japan should at least include the following:

  • An invoice identity number
  • The name of the company, registered address and contact information
  • Itemized billing of the goods or services provided as well as the date of delivery
  • Name of the company being invoiced (the buyer)
  • The amount charged to the client
  • Value added tax (VAT) amount


Specific invoice requirements:


Commercial invoice

Although there is no prescribed format provided by the government for a commercial invoice, this document is extremely important. A commercial invoice is the primary means of certifying a sale, providing record of a transaction and in certain cases it can be used as a means of reference. This particular type of invoice should contain specific detail and should include the following information:

  • The names of all parties;
  • Registered addresses of both parties;
  • The nature of goods sold or service rendered;
  • The quantity of goods sold or services rendered;
  • Date of delivery;
  • The price per unit;
  • The terms of trading and agreed method of payment;
  • Details ensuring the safety of goods during delivery;
  • Total amount (including tax); and
  • Any other materially relevant information.


VAT invoices

  • If both the buyer and seller are both VAT registered companies, a VAT invoice must be used.


Limited (ltd.) companies

  • If a limited company issues an invoice, the invoice must contain the full name of the of the company, as it appears on the incorporation notice. It must also be placed in the same position as on the certificate of incorporation.


Sole proprietor

If a sole proprietor issues an invoice, that invoice must contain:

  • The name of the sole proprietor;
  • The name of the business; and
  • A valid address where meetings can be held and documents can be delivered to.


Why choose INS Global for your Invoicing solutions

INS Global is Asia’s leading human resource solutions firm and, as such, our experts are vastly experienced in invoice management. We ensure efficient and reliable invoicing, which simplifies the process for our clients, while remaining compliant with local laws and regulations.


INS Global can assist you in:

  • Preparing the invoice;
  • Tailoring the invoice to the specific needs and requirements of your company;
  • Processing the payment of your client; and
  • Issuing proof of payment and tax receipts.

Since our incorporation INS Global has been dedicated to providing value to our clients and to do so with a high level of integrity. Therefore, our service cost is a standard management fee based on the total invoice amount (including the VAT), with no extra withholding costs.

 If you have any questions regarding invoicing in Japan or any other HR related queries, contact us today and let our experts assist you in expanding and simplifying your business abroad.

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