#Japan #Yokosuka #Infomart #Yokosuka City #BtoB Platform

Revolutionizing Administrative Processes in Yokosuka City

Yokosuka City, located in Kanagawa Prefecture, has taken a significant step toward digital transformation by implementing a series of BtoB platforms designed to streamline invoicing and payment processes. Spearheaded by Infomart Co., Ltd., this initiative aims to enhance administrative efficiency while promoting eco-friendly practices such as paper reduction.

The commitment to digitalization aligns with Yokosuka's strategic goals of advancing a smart city agenda and leveraging AI technology. Since around 2020, city officials have recognized the daunting workload associated with managing transactions between approximately 3,000 businesses, ranging from sending and receiving invoices to contracts and delivery notes.

Prior to adopting the BtoB platform series, administrative burdens were compounded by multiple methods of communications such as postal mail, FAX, and email. The City received nearly 40,000 invoices every year, excluding those related to schools. This cumbersome handling resulted not only in increased workloads but also frequent mistakes, leading to delays and inconsistencies across different departments. The necessity for standardized processes became apparent to improve overall efficiency.

Adoption of BtoB Platforms

Effective December 2024, Yokosuka City officially incorporated three BtoB platforms: Invoice, Contract, and TRADE. The decision was driven by the robust functionality these platforms provide, covering critical aspects of the invoicing process while enabling seamless integration with existing financial systems. These new systems shift the paradigm from traditional methods to a fully automated, digital workflow that encapsulates the experiences of requesting quotes, forming contracts, invoicing, and processing payments.

Yokosuka officials appreciated that about 1.14 million companies in Japan utilize the BtoB platform, further establishing trust in this digital transition.

Tangible Benefits from Digitalization

One of the most significant outcomes of integrating the BtoB platforms is the substantial reduction in manual labor and paper usage, as every document related to transactions can now be handled electronically. The digital invoicing flow not only enhances visibility into transactions, but it also streamlines payment processes, allowing for combined payments across departments, thus reducing bank transaction fees.

Moreover, the once fragmented accounting tasks conducted by various departments are now being harmonized. Interestingly, the introduction of BtoB TRADE and Invoice platforms has allowed the City to identify previously unrecognized challenges within workflow processes. By analyzing transaction timelines, they discovered discrepancies in how quickly employees processed invoices, allowing them to pinpoint bottlenecks and improve efficiency. The transformation towards digital accounting is viewed as a significant step forward in municipal administration.

Future Directions for Yokosuka City

Yokosuka City plans to further expand the utility of the BtoB Contract platform soon. However, it is essential to highlight that the adoption of these platforms is merely a means to an end. The ultimate objective is to establish a fully interconnected data ecosystem that enhances convenience for both employees and businesses while promoting transparency in all transactions.

Yokosuka City's journey into the digital realm signifies a crucial evolution in municipal operations, setting a precedent for other regions contemplating similar transformations. The approach sets a clear example of how leveraging technology can significantly improve administrative efficiency and service delivery to the community.

For more detailed insights and case studies related to Yokosuka's adoption of the BtoB platform, visit Infomart's dedicated case study page: Infomart Case Study or explore the BtoB platform tailored for local governments and public enterprises at Infomart Government Solutions.