The Need for Comprehensive AI Integration in Back Office Operations of SMEs

A recent survey conducted by Yayoi Co., Ltd., a leading software provider, has shed light on the current state of AI utilization in back-office operations among small and medium enterprises (SMEs) in Japan. This survey, conducted from July 16 to July 17, 2026, involved 951 participants, including executives and decision-makers involved in back-office operations at SMEs. As the use of generative AI rapidly expands, this research aims to identify both the challenges and the necessary changes facing SMEs in their daily operations.

Survey Findings Summary

Overview of the Research

- Survey Period: July 16-17, 2026
- Participants: 951 executives and decision-makers from SMEs with 1-150 employees
- Method: Internet-based questionnaire

The survey revealed that while 60.3% of companies expressed interest in utilizing AI, only 12.2% showed readiness for a complete overhaul of their workflows and systems. Concerns about the burdens associated with implementing new systems, such as employee training costs and potential disruptions to normal operations, primarily shaped this reluctance. Notably, 28.0% of respondents expressed worry about the costs and efforts involved in training employees and creating manuals, while 27.9% feared interruptions to ongoing tasks due to implementation changes.

Major Challenges Identified

Contrary to the focus on AI adoption, the survey indicated that the most significant challenge lies in disconnected workflows. When asked about operational inefficiencies, 31.1% of companies reported issues with using Excel in tandem with other systems, while 20.7% faced problems related to double data entry. Alarmingly, only 27.2% indicated that workflow fragmentation was not an issue, meaning that 68.0% of the respondents acknowledged some form of operational disconnection.

The Real Demand for Stability

The results also highlighted that SMEs do not prioritize cloud solutions as an end goal; rather, they seek stable operations and compliance with legal changes. The key criteria for selecting software were:
1. Stable operations (84.1%)
2. Automatic compliance with legal changes (81.5%)
3. No additional costs for compliance adaptations (80.5%)
4. Ability to maintain existing workflows (76.8%)
5. Partial automation of necessary tasks (75.7%)
6. Type of software provision (cloud vs. installed) (68.1%)

While the software delivery method holds some importance, factors such as operational stability, the ability to adapt to legal changes, and compatibility with existing workflows are paramount for most SMEs.

Conclusion

The findings from this survey indicate that SMEs are not resistant to change; instead, they are looking for manageable transitions aligned with their specific operational environments and stages of growth. Although there is an increasing expectation for AI integration, businesses also value maintaining current practices and avoiding operational disruptions. This balance highlights the diverse pathways that SMEs may pursue, ranging from aggressive digital transformation (DX) efforts to a more gradual evolution that preserves existing workflows.

Yayoi has long been dedicated to supporting the challenges and growth of SMEs, acknowledging that each business has unique aspirations. Consequently, the survey emphasizes the need for options that align with each company's present circumstances, rather than imposing a one-size-fits-all solution. This is why Yayoi continues to offer its highly regarded desktop software while also developing cloud services and AI features under the 'Yayoi Next' brand. The focus remains on allowing businesses to choose the digital transformation path that suits them best, ensuring they receive support tailored to their current situations and aspirations.

About Yayoi Co., Ltd.

Founded in 1978, Yayoi is committed to its mission of energizing SMEs and fostering a positive cycle in Japan's economy. The company develops, sells, and supports back-office operations software, namely the Yayoi Series, which has over 4 million registered users. By leveraging its extensive customer network, vast data resources, and superior customer service, Yayoi aims to empower SMEs to realize their goals through innovative technology and solutions.

Founder & CEO: Kenichiro Mutou
Number of Employees: 801 (as of September 2025)
Headquarters: Akihabara UDX 21F, 4-14-1 Sotokanda, Chiyoda-ku, Tokyo
Website: Yayoi Co., Ltd.