#Japan #Tokyo #Expense Management #Aoyama Tax #Invox Expense

Aoyama Certified Tax Accountants Adopts Invox Expense Management

In a landmark move, Aoyama Certified Tax Accountants has announced the implementation of Invox Expense Management, developed by Invox Inc., based in Shinjuku, Tokyo. This innovative integration marks a significant advancement in how the firm manages client-specific expenses more efficiently, addressing the unique needs of a tax consultancy.

The Need for a New System

For nearly two decades, Aoyama relied on a self-developed expense management system. However, with the impending upgrade to Windows 11, concerns about system compatibility led to the need for a reliable alternative. Previously, the firm struggled with issuing approximately 200 invoices monthly, a laborious process exacerbated by a pandemic-driven demand for digital solutions. As clients began requesting electronic invoicing, the limitations of their paper-based systems became clear. Internal calls for digital transformation intensified, propelling Aoyama to reassess both their expense processing and invoicing methods.

With a desire to unify their systems under one solution, they began exploring options that could simultaneously address both challenges.

The Key to Choosing Invox

In their search for a new system, it was critical for Aoyama to maintain client-specific expense management, especially regarding reimbursable expenses like travel costs. Traditionally, the tax profession involves billing clients for expenses incurred, yet many existing expense management systems fail to offer this functionality. This limitation had previously hindered Aoyama from transitioning away from their old system.

They evaluated options from six different providers, including some well-known services, but faced rejection from a few right at the outset. In contrast, Invox engaged deeply with Aoyama’s requirements, suggesting potential configurations that could meet their specific workflow needs. Their approach fostered an atmosphere of collaboration and trust, declining to outright dismiss Aoyama’s requests. Although some aspects were ultimately relegated to Excel management, Invox's willingness to partner in finding workable solutions was invaluable.

Furthermore, Invox's functionality includes the issuance of advisory fee invoices, fulfilling another important requirement for Aoyama, combined with a steadfast commitment to stable pricing without future increases. This financial predictability greatly facilitated internal decision-making regarding the adoption of the software.

Stress-Free Transition with Early Benefits Realized

To support this integration, Aoyama utilized Invox’s implementation assistance package. Given their operational model—linking most expenses to specific clients—efficient client identification was critical. By leveraging Invox's project functionalities, they registered about 1,200 client names, successfully maintaining their existing practices.

Since initiating the system, the firm has noted significant improvements; payment data now automatically outputs, eliminating the need for manual entry. The introduction of features like route searches for travel expenses also minimized time spent on budget verification. Furthermore, the incorporation of AI OCR technology allows for automatic data capturing of receipts, significantly reducing the administrative burden on both applicants and approvers.

Despite the implementation being relatively recent, Aoyama's accounting department has already experienced eased closing workflows, realizing that overall workload has considerably lightened.

About Aoyama Certified Tax Accountants

Aoyama Certified Tax Accountants specializes in tax and accounting services while also providing consultancy to support corporate growth. They are on track for expansion, anticipating an increase in staff from around 40 to 120 following a merger with Tax Comprehensive Associates in January 2025. Their broad spectrum of services has garnered the trust of diverse clientele, from listed companies to private asset managers, solidifying their longstanding reputation.

About Invox Expense Management

Invox Expense Management is a cloud-based solution for expense reporting that automates the often burdensome processes of expense approval and receipt submissions. It aims to accommodate various business types, expedite expense processing, and facilitate remote work arrangements. Enhancements include AI-driven receipt data integration, transport cost assessments through route searches, and compliance with electronic bookkeeping laws.

About Invox Inc.

Established on February 1, 2019, Invox Inc. aims to empower a brighter future for children through automated accounting operations. With philosophies centered on maintaining price stability and enhancing productivity across sectors, Invox actively fosters environmentally sustainable solutions while contributing to social causes. Their enduring commitment is reflected in their core mission to transform business practices for a brighter, more productive society.