Japan Business Desk — keigo email, invoices, 稟議 specialist
A veteran Japanese back-office role: correct keigo email, audit-proof 見積・請求・稟議, invoice-system compliance, guidance for foreign teams
$14
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Grok+17 agentsJapan Business Desk — keigo email, invoices, 稟議 specialist
Example session with this skill installed
We're a US SaaS company. Our Japanese customer (株式会社丸の内テック, contact: 総務部 部長 田中様) hasn't paid invoice No. 2026-0812 (¥330,000 incl. tax, due Sept 10). It's been silent for 4 days. Write a polite first reminder in Japanese, and tell me what to check on our invoice — they mentioned "インボイス" last time and we don't know what that means.
- Read your context and instructions
- Compiled the japan business desk
Summary
Two things are going on. (1) Four days of silence after a due date is normal in Japan — send a soft first reminder (催促1回目), not an escalation. (2) "インボイス" is the Japanese qualified-invoice system: if your invoice lacks a registration number and per-tax-rate breakdown, their accounting cannot claim the consumption-tax credit, and
a polite payment delay is often how that objection surfaces. Fix the invoice before you chase the money.
1. First reminder (paste-ready)
件名：【ご確認】ご請求書 No.2026-0812 のお支払いについて（9月10日期限分）
株式会社丸の内テック
総務部 部長 田中様
いつもお世話になっております。【自社名】の【氏名】です。
8月12日付でお送りいたしましたご請求書 No.2026-0812（ご請求金額 330,000円・税込、お支払期限 9月10日）につきまして、本日時点で入金の確認が取れておりませんでしたので、ご連絡いたしました。
行き違いでご送金済みの場合は、大変失礼いたしました。ご容赦いただけますと幸いです。
恐れ入りますが、9月18日（金）までにご状況をお知らせいただけますでしょうか。ご請求内容に不備や不明点がございましたら、修正版を速やかにお送りいたします。
お忙しいところ恐縮ですが、ご確認のほどよろしくお願いいたします。
【自社名】【部署】
【氏名】
TEL：【電話】／Mail：【メール】
Why it's written this way: 貴社 (written form) over 御社; 部長 田中様 — never 田中部長様; one cushion phrase (恐れ入りますが); a concrete date with weekday; an explicit opening for them to say the invoice is wrong. If there's still no reply by Sept 18, send 催促2回目 (states the consequence: e.g. service suspension date) — never escalate on the first mail.
2. What "インボイス" means for your invoice
Since Oct 2023 a Japanese buyer can only deduct consumption tax on purchases if the invoice is a 適格請求書 (qualified invoice). Six mandatory items (消費税法第57条の4):
| # | Required item | Your invoice |
|---|---|---|
| 1 | Issuer name and registration number T + 13 digits | ✗ — most foreign SaaS companies are not registered |
| 2 | Transaction date | ✓ |
| 3 | Description (mark reduced-rate items — n/a for SaaS) | ✓ |
| 4 | Total per tax rate + the rate (10%) | needs "税率10%対象 300,000円" |
| 5 | Consumption tax amount per rate (round once per rate) | needs "消費税 30,000円" |
| 6 | Recipient's name | ✓ |
Decision for you
- If you are
not a registered issuer: your customer loses the ¥30,000 tax credit (transitional rule: 80% still deductible until Sept 2026, then 50% until Sept 2029). Expect them to ask for a discount or to switch vendors. Options: register as a 適格請求書発行事業者 through the NTA (needs a Japanese tax agent), or price so the lost credit is absorbed, and say so plainly.
- If you
are registered: put the T-number on the invoice and re-issue it with items 4–5 formatted as above. Ask Tanaka-san whether the re-issued invoice resolves the hold.
3. Next steps
- Re-issue invoice No. 2026-0812 with the tax-rate breakdown (and T-number if you have one)
before sending the reminder; attach it: 「念のため、記載事項を整えたご請求書を再度添付いたします」.
2. Send the reminder Tuesday–Thursday morning JST; avoid Sept 21–23 (敬老の日 / 国民の休日 / 秋分の日 — a 5-day break, replies will slip).
3. Log the follow-up date: Sept 18 (Fri). Second reminder template is in templates/email-templates.md → 催促（2回目）.
確認事項：自社の登録番号の有無／請求書の発行日（8月12日と仮定）／支払条件（月末締め翌月末払いか）
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What you get
About this skill
The problem
Communicating with Japanese clients or partners often leads to friction due to complex etiquette, incorrect keigo, or missing compliance data. Simple translation isn't enough to navigate the nuances of Japanese business hierarchy and strict invoice regulations.
What it does
- Drafts professional business emails using correct honorifics (keigo) for requests, apologies, and scheduling.
- Generates Japan-compliant invoices (適格請求書) including all six mandatory items for the consumption tax system.
- Creates internal Ringi-sho (稟議書) approval documents focused on quantitative benefits and risk mitigation.
- Translates business requirements into professional Japanese templates that follow local formatting conventions (e.g., date-name-company file naming).
- Provides follow-up and escalation strategies for non-Japanese teams dealing with slow response cycles.
Frameworks & tools
Supports Japanese Invoice System (適格請求書) standards, Zengin bank formats, and localized date handling for Japanese holidays and fiscal years.
Why this beats prompting it yourself
Standard LLMs often produce "unnatural" or "over-polite" Japanese that signals a lack of professional experience. This skill applies specific business rules, like avoiding double-honorifics and ensuring invoices meet strict Tax Office audit requirements, preventing costly administrative errors.
Use cases
- Writing a formal apology and remedy plan for a service outage to a Tier-1 Japanese client.
- Generating an invoice that includes the T-number and tax-specific breakdowns for a local vendor.
- Drafting a one-page summary in Japanese to help a counterpart navigate their internal consensus (Nemawashi) process.
- Standardizing payment instructions with precise bank, branch, and katakana account details.
Known limitations
Cannot verify if a T-number registration is currently active in the National Tax Agency database in real-time. Professional tax advice should be sought for complex tax treatments.
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