#Japan #Shizuoka #Hagiwara Marina #invox #Invoicing System

Fuji Mountain Hagiwara Marina Adopts Invox Invoicing Solution

Fuji Mountain Hagiwara Marina Corporation has made a significant move towards improving its billing efficiency by implementing the invoicing system provided by Invox, headquartered in Shinjuku, Tokyo. This innovative transition allows the marina to eliminate the manual labor previously required for sending invoices via mail and fax, helping to cut costs and streamline operations for its small team.

Overcoming Manual Processing Challenges

With approximately 40 invoices generated each month, the billing staff faced substantial work burdens. Their invoicing tasks included not only rental fees but also varied maintenance costs such as barnacle removal from boat bottoms and repainting services, which changed monthly. The clientele ranged from individuals and corporations to governmental bodies, all requiring diverse and flexible invoicing methods, including postal, email, and fax.

Previously, invoices were created using Excel and required manual processing for sending by post, email, or fax, along with filing and sharing with the outsourced accounting firms. Despite meticulous effort, the numerous points of verification often led to input errors and omissions, making this process labor-intensive and time-consuming. Looking to enhance operational efficiency, the company evaluated systems that would allow them to optimize their invoice management.

Key Considerations in System Adoption

In considering the new system, two fundamental requirements were prioritized: cost-effectiveness and flexible invoice layout. As a small firm, budget constraints were critical, and the layout also needed to remain recognizable to long-term customers to avoid confusion.

The implementation of Invox drastically reduced the burden associated with invoice processing. Tasks that once required two employees half a day to complete became unnecessary with Invox's mailing and faxing capabilities. The searchability of past invoices improved, and the custom layout features allowed the marina to maintain their traditional invoice format without altering its appearance, resulting in no inquiries from clients regarding changes.

Enhancing Information Sharing and Real-time Monitoring

By integrating Invox into their accounting process, Fuji Mountain Hagiwara Marina granted access to their outsourced accounting partners, ensuring seamless information sharing. This real-time monitoring proved invaluable, as they could swiftly address potential payment issues. The capability to verify email delivery and opening statuses allowed proactive communication with customers regarding any discrepancies, establishing a collaborative environment for effective monitoring among the involved parties, particularly beneficial for their small operation.

Cost-Effective Solutions Through Partnership

During the implementation phase, cost was a major concern addressed by Invox's customer success team, who worked closely with the marina to devise an optimal solution. Their careful comparison of four system options revealed Invox to be competitively priced for its functionality. Additionally, Invox provided guidance on utilizing subsidies to further minimize costs. This approach fostered a reliable partnership distinct from typical sales experiences.

Continuous Drive Towards Efficiency

Currently, digital invoice distribution accounts for only 20% of their total, targeting a reduction in postal services moving forward. However, with many personal clients having unique situations, long-term engagement and outreach will be necessary.

Internally, the Marina is exploring whether Invox can facilitate the creation and delivery of estimates alongside invoices. They identified various remaining paper-based processes within their operations as areas ripe for digital transformation. Committed to continued digitization and systems implementation, the company seeks to enhance its operational effectiveness further.

About Fuji Mountain Hagiwara Marina

Situated in Shimizu Port, Shizuoka Prefecture, Fuji Mountain Hagiwara Marina provides a range of services for pleasure boats and yachts, including mooring, maintenance, inspection, and rental services. The company aims to deliver high-quality leisure experiences to visitors from within and outside the prefecture.

Despite a compact team of just three full-time employees, the marina actively integrates outsourced accounting and innovative systems to ensure efficient and stable operations.

Understanding Invox's Invoicing Solutions

Invox's invoicing platform allows users to generate invoices that comply with the electronic invoicing system, automating revenue reporting, payment processing, and follow-ups. The system provides customizable layouts for various documents, including estimates, delivery notes, and payment notifications.

Company Overview

Founded in February 2019, Invox Inc. is dedicated to creating solutions that contribute positively to society, providing easily accessible productivity-enhancing tools while reducing the environmental impact of businesses.