Agano City Leverages Digital Platforms for Efficient Invoice Management

Agano City's Digital Transformation with BtoB Platform

In a notable step towards digital transformation, Agano City in Niigata Prefecture has implemented the BtoB Platform Invoice, a cloud-based service from Infomart Co., Ltd. This initiative aims to streamline invoicing processes and improve operational efficiency within the city’s administrative framework. With approximately 20,000 invoices processed each year from around 1,000 business partners, the traditional paper-based system was becoming increasingly burdensome.

Challenges Faced by Agano City

Before adopting the BtoB Platform, Agano City faced significant challenges with its invoicing processes. Their previous method involved receiving paper invoices through mail or in person, resulting in numerous inefficiencies. Preparing payment orders associated with these invoices required about 10 minutes per item, leading to excessive time consumption in financial operations. Additionally, issues like transcription errors, lost documents, and inadequate storage space for paper records posed serious organizational risks.

Recognizing the necessity for change, the city began exploring digital solutions as part of its basic planning creation, which emphasizes the utilization of digital technology under the Agano City Basic Town Development Ordinance. They aimed to transform financial operations and improve accuracy in payment processing.

The Solution: BtoB Platform Invoice

In 2023, after consultations and proposals from a system vendor, Agano City decided to implement the BtoB Platform Invoice by utilizing funds from the Digital Rural City National Policy Grant (TYPE 1). The goal was clear: reduce workload for both the city and its business partners and enhance financial accuracy with electronic invoicing integrated into their accounting system.

The key benefits of this transformation are substantial:
1. Significant Time Savings: The time needed to create payment orders has drastically decreased from about 10 minutes to just 2-3 minutes per invoice. By receiving invoices directly through electronic channels, staff members can confirm receipt via email, minimizing the need for manual distribution.
2. Reduced Costs and Enhanced Productivity: With the elimination of paper invoices, the city is experiencing reduced storage needs and expenses associated with printing and mailing invoices. The electronic format allows staff to process invoices more efficiently, eliminating delays and improving overall productivity.

The electronic invoicing system not only reduces the workload for city employees but also lightens the burden for the businesses supplying invoices. The transition has minimized the time and costs associated with sending paper documents, and the risk of losing original documents has significantly decreased.

Future Outlook and Enhancements

As Agano City moves forward, efforts are being made to increase the adoption of electronic invoices among business partners. The city is focusing on educational initiatives and streamlined communication to foster a collaborative transition to a digital ecosystem.

Moreover, the city plans to enhance its document management system, integrating an electronic decision-making feature to usher in a broader paperless initiative. This aligns with their ambitions to advance their digital capabilities further, ensuring that all administrative processes benefit from the efficiencies digital technology offers.

For more detailed insights into this case, visit the full interview here.

Infomart Co., Ltd., the provider of the BtoB Platform Invoice service, has established itself as a leader in cloud services aimed at facilitating B2B transactions. With 1.2 million companies utilizing their platform, Infomart continues to innovate solutions to promote economic efficiency and digital collaboration across industries. Their persistent dedication to enhancing electronic invoicing aligns with Japan’s push towards modernizing administrative and financial processes.

About Infomart

Founded in 1998, Infomart stands out with a vast user base and a platform that processes trillions in transactions annually. The company's commitment is clear: enhance business operations where invoicing, ordering, and document management are concerned, ultimately fostering a smarter, paperless future.