Accounts Payable (Invoice Management)

Our Invoice Management system automates your accounts payable process in Japan. We consolidate both electronic and paper invoices into a single platform, reducing manual work, catching errors, and improving cash flow visibility.

Centralized invoice tracking

We manage all your electronic and paper invoices in one place, so you don’t need to search across emails, files, or physical documents. Everything is organized and accessible from your account at any time.

Automated data extraction

Using OCR (optical character recognition) technology, our system automatically reads and extracts key information from your invoices, such as vendor name, invoice number, issue date, due date, and line-item details. This reduces manual data entry and helps minimize human error.

Duplicate detection

Our system automatically checks for duplicate invoices by comparing key fields (such as invoice number, amount, and vendor). If a potential duplicate is detected, it is flagged for review to help prevent accidental double payments.

Japan Electronic Bookkeeping Act (電子帳簿保存法) compliant

All invoice data and documents are stored in accordance with Japan’s Electronic Bookkeeping Act requirements, including proper timestamping, data integrity, and secure storage. This helps ensure your records are compliant and ready for tax or audit purposes.

Digital storage

All invoices are converted into digital records and stored in a structured database. You can easily search, filter, and sort invoices by criteria such as date, vendor, amount, or status, making it much easier to find specific documents when needed.

Collaboration tools

You can leave comments directly on each invoice, assign tasks, and share access with anyone you like. A full activity history is recorded, so you can track when the invoice is paid.

Automated reporting

The system can generate reports based on your invoice data, such as monthly expenses, outstanding payments, or vendor summaries. These reports help streamline your accounting workflow and make audit preparation faster and more efficient.

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Documentation is updated from time to time — please confirm with MailMate personnel in all cases. Documentation may be out of date, lack details, or have mistakes.