Haruyama Shoji Streamlines Billing Processes with Digital Innovations

In a significant move towards operational efficiency, Haruyama Shoji Co., Ltd. has reported a dramatic 70% reduction in the time required for billing processes, thanks to the implementation of the "BP Storage for Invoice Issuance" solution developed by Infomart Co., Ltd. This transformation not only enhances productivity but also strengthens internal controls within the company.

Background of the BP Storage Implementation

Founded in Okayama, Haruyama Shoji is a prominent apparel business known for its line of business wear, including the ubiquitous "Suits by Haruyama." With a nationwide footprint of 363 stores, the company operates both a BtoC model and handles substantial uniform contracts and smaller orders for corporate clients, generating approximately 130 invoices monthly. Historically, the finance department handled these invoices through time-consuming paper processes. Responsibilities including printing and mailing invoices consistently piled up at month-end, leading to both operational inefficiencies and growing challenges regarding inquiries from clients to stores.

Amid these operational hurdles, critical concerns arose around the burden of invoice approvals on management, the risk of knowledge silos within the finance team, and the need to enhance governance. Recognizing that traditional processes were unsustainable, Haruyama Shoji sought a flexible, efficient digital solution that could seamlessly connect to their existing systems without necessitating extensive retraining for its employees.

Impact of BP Storage for Invoice Issuance

With the adoption of "BP Storage for Invoice Issuance," the company has fundamentally changed its approach to issuing invoices:

- Significant Time Reduction: Employees are no longer required to learn a new system; instead, they input invoice data just as they did before. The finance department can process invoices by simply importing CSV data into the new system, reducing the monthly time spent on these tasks from 10 hours to just 3. Not to mention, mailing costs have been cut by 35% through the utilization of email transmission and postal services.
- Enhanced Internal Controls: Digital workflows have also eliminated the need for paper checks. Invoices are sent as PDFs to clients with simultaneous notifications to store personnel, significantly reducing inquiries back to the finance department. By clearly demarcating responsibilities in the system between data entry and approval, Haruyama Shoji established a reliable double-check mechanism critical for internal governance.

Future Prospects

The successful implementation of the BP Storage system represents a paradigmatic shift for Haruyama Shoji, marking the end of the initial phase of their transition away from paper-based processes in finance. Looking ahead, the company aims to integrate cutting-edge technologies such as generative AI into its operations. This strategic direction aligns closely with its commitment to enhancing customer wellness and fostering community-focused store development by continually innovating and finding new ideas to propel the business forward.

For further details, the comprehensive case study can be found here.

Service Overview

"BP Storage for Invoice Issuance" offers a comprehensive suite for issuing invoices compliant with various invoicing systems. It streamlines generation for all forms of documentation, including quotes, packing slips, and payment notifications -- all designed for effortless automation and custom layouts. To learn more about the service, visit Infomart's BP Storage page.

Company Profiles

Haruyama Shoji Co., Ltd.

- CEO: Masafumi Haruyama
- Location: 1-17-21 Aoei, Okayama City, Okayama
- Established: January 4, 2017
- Industry: Manufacturing and retail of men's suits and uniforms
- Employees: Over 1,001
- Website: Haruyama Online

Infomart Co., Ltd.

- CEO: Shin Kimura
- Location: 13th Floor, Shiodome Shibariyama Building, 1-2-3 Kaigandori, Minato-ku, Tokyo
- Established: February 13, 1998
- Industry: BtoB e-commerce platform operation
- Employees: 924
- Stock Number: 2492 (Tokyo Stock Exchange Prime Market)
- Website: Infomart Corporate