#Japan #Tokyo #AGAVE #Circlace #Toa Electric

Toa Electric Adopts Circlace's AGAVE Payroll Solution

Toa Electric Industrial Co., Ltd., located in the Chiyoda Ward of Tokyo, has embraced Circlace Inc.'s AGAVE payroll system, a specialized cloud service for overseas human resources management. This strategic move significantly reduces payroll processing time and standardizes operations, tackling issues that arose from individual management using Excel spreadsheets.

Background and Challenges

Toa Electric operates in 15 locations across eight countries, including China, Southeast Asia, and the U.S. However, payroll processing was a cumbersome task, involving manual calculations that considered various factors like currency exchange rates and taxation differences. This reliance on Excel not only made the task complex but also led to human errors, such as incorrect password settings for payroll document distribution and misdirected emails. The pressure of these tasks was falling heavily on specific staff members, raising concerns about operational continuity and employee well-being.

The decision to adopt AGAVE was driven by the system's visibility and design aimed at eliminating dependencies on individual employees. After consulting with other AGAVE users and witnessing its intuitive and visually coherent structure, Toa Electric decided to implement AGAVE in 2024 to streamline its operations.

Results Achieved

Reduction in Processing Time

The integration of AGAVE has centralized payroll calculations, allowance adjustments, and currency conversions into one system, effectively halving the monthly workload. This efficiency reflects in the significant time saved in payroll processing and documentation.

Eliminating Operational Dependencies

With the established rules now integrated into the system, even during the absence of specific team members, others can confidently manage payroll tasks. The standardization of operations means team members can seamlessly take over, thereby reducing the risk of delays caused by key personnel's absence.

Smoother Inquiry Processes

The AGAVE system enables employees to access their payroll information independently, allowing them to verify calculations and see their pay slips without dependency on others. This self-service feature has improved communication between local staff and back-office teams, enhancing collaboration and reducing response times.

Insight from Toa Electric’s HR Department

The implementation of the AGAVE system has transformed our overseas payroll operations from a manual, error-prone process into a standardized and manageable one. Previously, Excel-driven tasks piled excessive burdens on individual employees, leading to stress and mistakes. After AGAVE’s implementation, we visualize workflows on the platform, thus improving reproducibility and simplifying handovers. Automating notification processes for payroll slips has alleviated our concerns about erroneous dispatches.

Moreover, we’ve seen our operational time diminish to approximately half, which has allowed our team to breathe easier and build stronger relationships with local staff through smoother communication. This system not only improves efficiency but also provides us with the time freedom we need for future strategic initiatives. Additionally, we are enthusiastic about leveraging AGAVE's AI capabilities for advanced analysis and automation to strengthen our partnership with Circlace even further.

Future Aspirations

Toa Electric looks forward to further enhancing its operational efficiencies and standardizations with AGAVE and aims to create additional value by harnessing the tool's AI functionalities. Circlace plans to continue supporting Toa Electric as a strategic partner in their digital transformation journey within the overseas human resources domain.

In-Depth Case Study

For a detailed account of how Toa Electric incorporated the AGAVE payroll solution, including challenges faced, processes undertaken, and tangible benefits experienced, an interview format is available showcasing real-time insights from operations to illustrate the effective standardization and efficiency in overseas payroll tasks.

About AGAVE

AGAVE is a cloud-based SaaS platform tailored for businesses managing overseas operations, providing vital support in areas like payroll processing, expense management, and report generation. It accommodates varied practices per group companies while ensuring seamless collaboration with local teams.

About Circlace

Founded as a joint venture in 2012, Circlace has evolved to offer innovative SaaS products and robust cloud solutions, continually promoting efficient digital transformation and customer success. With a focus on the AGAVE solution and more, Circlace is dedicated to improving operations in organizations navigating the challenges of globalization and human resource management.