[TaxSys Case Study] Division of Labor Achieved with Yayoi Kaikei × TaxSys. Overcoming Tax Filing 3 Days Before Deadline with 700 Receipts

SoLabo Inc. (Headquarters: Shibuya-ku, Tokyo; Representative Director: Koichi Tahara) has released a case study of Saito Tax Accountant Office (Headquarters: Higashinari-ku, Osaka; Representative: Toshihiko Saito), which utilized "TaxSys," an operational efficiency tool for accounting firms, to establish a division of labor system for a case where a large volume of accounting documents arrived just before tax filing.

In this case study, despite the challenging situation of receiving a year's worth of accounting documents just three days before tax filing, the firm significantly reduced manual data entry by leveraging TaxSys's Yayoi Kaikei import function. This enabled team-based division of labor while continuing to use Yayoi Kaikei, establishing an operational model that facilitates case progression even during busy periods.

A year's worth of accounting documents arrived three days before tax filing

This particular case began under extremely challenging circumstances for the accounting firm.

Three days before tax filing, a year's worth of accounting documents arrived from the client.

These documents included:

・Approximately 700 receipts

・Medical expense related documents

・Bank statement data

The immediate reaction upon seeing these was, "There's no way we can finish this."

Anyone with practical experience in an accounting firm would immediately understand the severity of this situation. While the sheer volume of documents is a significant burden, the real challenge lies in the fact that all this processing typically falls on a single person for manual entry. Especially for firms using Yayoi Kaikei, while they benefit from years of operational assets and familiarity, processing paper documents and the input load tend to be substantial, often leading to a structure where busy periods are overcome by "people working harder."

The release of the Yayoi Kaikei import function became the breakthrough

It was at this critical juncture that TaxSys's Yayoi Kaikei import function was released.

With the team under immense pressure, the judgment that "this might be usable" became the breakthrough for this case. If they had proceeded with all manual entry as before, the work would have concentrated on a specific person, and verification and organization would have taken time, potentially stalling the entire case. However, by utilizing TaxSys, the option to reduce the input work itself emerged. This change, "no longer needing to rely on manual entry," held significant meaning for the busy team.

Receipt processing completed in about 1 hour. "A path to completion" became visible.

When actually put into use, receipt processing showed particularly significant effects.

Normally, receipts would need to be checked and entered one by one, but by utilizing TaxSys, receipt processing alone was completed in about 1 hour. This effect is not merely a reduction in work time. What was significant for the team was that "a path to completing this case" became visible. In busy period cases, the mental burden of "not seeing the end" is often greater than the lack of time.

With receipt processing rapidly advanced by TaxSys, the entire case could be organized, creating a state where they could move on to the next steps.

"Division of labor possible even with Yayoi Kaikei" was the biggest change

The greatest value in this case study was the ability to establish a state where the team could advance the case together.

Specifically, roles were divided as follows, allowing work to proceed in parallel:

・Receipts

・Medical expenses

・Bank statements

Furthermore, two of the staff members who joined the division of labor system were new employees who had joined within the last six months.

In tax filing operations, where work traditionally tends to concentrate on experienced personnel, the ability to establish a system where a team, including new employees, can advance cases is a significant change. During the busy season for accounting firms, the real challenges are structured as follows:

・Workload concentrates on one person

・Only experienced personnel can handle the processing

・Difficult to divide tasks

・Cases become person-dependent

In this case study, the utilization of TaxSys helped improve this structure.

"Cases handled by one person" transformed into "cases that can be easily advanced by a team." This is not merely efficiency improvement but an enhancement of operational management.

Realistic operational improvement achieved without changing accounting software

When it comes to DX (Digital Transformation) and operational improvement, it is often thought that major system changes are necessary.

However, the honest feelings of those on the ground are as follows:

・Do not want to change the current accounting software ・Want to reduce manual entry ・Want to reduce person-dependency ・Want to realistically manage busy periods

The ability to improve operations while continuing to use Yayoi Kaikei is of immense value to the field.

This case study demonstrates that "operations can be improved without changing accounting software."

First, reduce manual entry → Easier case organization → Easier division of labor → Easier management of busy periods

This flow is a highly reproducible approach for many Yayoi Kaikei users.

TaxSys functions as an operational foundation supporting busy period tasks

What emerged from this case study is that the value of TaxSys extends beyond mere input reduction.

The introduction of TaxSys brought about the following changes:

・Prevents workload concentration ・Facilitates division of labor ・Visualizes case progress ・Enables team response even during busy periods

In other words, TaxSys functions not just as "a tool to simplify input" but as "an operational foundation for managing the team even during busy periods." This case study serves as a realistic option for operational improvement for accounting firms using Yayoi Kaikei.

About TaxSys

TaxSys is an AI-OCR and data linkage tool that streamlines input operations for accounting firms. It is available by joining the TAX GROUP. It optimizes tasks from receipt reading to data linkage with accounting software, reducing manual transcription and input operations. It also supports integration with cloud accounting software such as freee and Money Forward Cloud Accounting, helping to build an input workflow independent of specific accounting software. This achieves operational efficiency and productivity improvement for accounting firms.

About SoLabo Inc.

As a certified support institution, SoLabo primarily provides fundraising support, responding to over 1,000 inquiries per month and boasting over 10,000 support achievements (as of end of June 2025). Since 2021, it has strengthened its subsidy application support business, including the business reconstruction subsidy. Additionally, it has expanded its scope of support by starting back-office BPO services and public-private partnerships to solve local government issues.

Company Name: SoLabo Inc. Representative: Koichi Tahara, Representative Director Established: December 11, 2015 Head Office: Link Square Shinjuku 16F (within WeWork), 5-27-5 Sendagaya, Shibuya-ku, Tokyo Business Activities: Fundraising support / Subsidy application support / Corporate and professional partnership / Web production, operation, and management / Web marketing / Shared office / AI and cloud accounting utilization support / AI-OCR / Bookkeeping and accounting / Operation of TAX GROUP Official Website:https://so-labo.co.jp

Contact for this matter

SoLabo Inc. Corporate Planning Office, Yoko Shibuya Email: press@so-labo.co.jp