Run your Finance Operations on MailMate
Get your books reconciled and file taxes through MailMate.
Gymdesk
Everything in one place.
Transactions, reconciliation, receipts, invoices, and the option to file.
Receipt capture
Snap it. Drop a PDF. Or send the paper in.
Bill-pay & invoices
Pay in yen. Keep the qualified invoice.
Accounting & Reconciliation
Match transactions. Keep Japanese-compliant books.
Tax Filing for Japan
法人税, 消費税, local tax. File through MailMate.
The Receipt Mailer.
We send you a prepaid envelope. Stuff the receipts. Drop it in the post. We scan them into the books.
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We send it A prepaid envelope, addressed back to MailMate.
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You stuff it Receipts, invoices, the week’s paper. Ready to post.
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You post it. We scan it. It lands on the same ledger as the rest. No app required for the paper.
Half is communication. Half is trust.
When you work with a Japanese accountant, getting the story across is half the job. Proving it is the other half.
Communication
Receipts sit on the same ledger as the transactions. The person filing can see what happened without a side channel of photos and spreadsheets.
Trust
MailMate links ready-to-review receipts to your books. Easy visibility. Easy auditability. The trail is already there.
Whoever is looking — the person filing your taxes and wanting to file them right, or the tax office — you are ready.
Why MailMate
One system. Paper and digital. Everything that has to hit the books.
One system
All your invoices and receipts in one place — paper and digital — so the books are not split across inboxes, apps, and a drawer.
We scan
Send paper to MailMate. We scan it and extract the data, the same way we handle incoming mail.
Self-upload
Snap a photo or drop a PDF. Digital receipts and e-invoices land in the same ledger as the paper.
Invoices that arrive in the mail
Supplier invoices posted to your MailMate address are opened, scanned, and booked. You do not chase the envelope.
Get more visibility, faster.
Profit & Loss
Revenue and expenses, period by period. What the company made.
Balance sheet
Assets, liabilities, equity. What the company holds.
Cash flow statement
Cash in, cash out. What actually moved.
Use all of it. Or take the parts you need.
Run finance operations on MailMate. Or plug receipts, invoices, and books into the stack you already have.
Stay on MailMate
Receipts, reconciliation, books, and filing through MailMate — one vendor. Nothing to export. Nothing to stitch together.
Plug into your stack
Keep the accounting stack you already have. MailMate handles the Japan paper and feeds the rest.
What you can file through MailMate
Get your filing done the easy way, through MailMate.
Year-end close
Closing entries, financial statements, and a trial balance a Japanese tax office will recognize.
Corporate tax (法人税)
A licensed tax accountant prepares and files the corporate tax return through MailMate, due within two months of fiscal year-end.
Consumption tax (消費税)
Qualified invoices, taxable sales, and input tax. Filed with the books through MailMate.
Local tax (法人住民税・事業税)
Prefectural and municipal corporate tax, filed with the national return through MailMate.
Interim filings (中間申告)
Estimated payments when your company owes them.
One vendor
MailMate is who you buy from, from receipts through the filed return. Taxes are filed by a licensed tax accountant (税理士).
Plans
Start free. Add a bookkeeper when you want the books done for you. Add a tax retainer when you need an ongoing tax-office point of contact for the KK or GK.
Tax Retainer
MailMate is the ongoing tax-office point of contact for your KK or GK. If the tax office has a question, we answer. Includes monthly withholding tax administration, on the same bookkeeping as Bookkeeper.
- Receipts and books in one place
- Japan-ready ledger for your KK or GK
- Reconciliation
- Profit & Loss statement
- Balance sheet
- Cash flow statement
- Audit trail from receipt to transaction
- File through MailMate when you are ready
- Assigned MailMate bookkeeper
- We reconcile. You upload.
- File-ready books for your KK or GK
- Tax representative for your KK or GK
- Tax-office point of contact — if they write, MailMate answers
- Monthly withholding tax administration
Bookkeeper
Stop doing the books. Upload transactions and receipts. A MailMate bookkeeper reconciles so a licensed tax accountant can file through MailMate.
- Receipts and books in one place
- Japan-ready ledger for your KK or GK
- Reconciliation
- Profit & Loss statement
- Balance sheet
- Cash flow statement
- Audit trail from receipt to transaction
- File through MailMate when you are ready
- Assigned MailMate bookkeeper
- We reconcile. You upload.
- File-ready books for your KK or GK
- Tax representative for your KK or GK
- Tax-office point of contact — if they write, MailMate answers
- Monthly withholding tax administration
System of Record
Keep every receipt and transaction in one Japan-ready ledger. When you want to file, a licensed tax accountant files through MailMate. You do not pay a monthly tax fee until then.
- Receipts and books in one place
- Japan-ready ledger for your KK or GK
- Reconciliation
- Profit & Loss statement
- Balance sheet
- Cash flow statement
- Audit trail from receipt to transaction
- File through MailMate when you are ready
- Assigned MailMate bookkeeper
- We reconcile. You upload.
- File-ready books for your KK or GK
- Tax representative for your KK or GK
- Tax-office point of contact — if they write, MailMate answers
- Monthly withholding tax administration
Taxes are filed by a licensed tax accountant (税理士).
Add-ons
For paper receipts. A prepaid envelope ships to you each month. Stuff it, post it, we scan into the books.
| Add-on | Price |
|---|---|
| Prepaid envelope, shipped monthly, including scanning for up to 50 receipts | ¥5,500 / month |
| Each receipt after 50 | ¥99 per receipt |
| Extra envelope | ¥2,200 per envelope |
Filing charges
Annual corporate and consumption tax filings, billed when filed through MailMate. Not included in the Bookkeeper or Tax Retainer monthly fee.
| Annual sales | Corporate tax return | Consumption tax return |
|---|---|---|
| Under ¥30 million | from ¥264,000 | from ¥132,000 |
| ¥30 million – ¥50 million | from ¥396,000 | from ¥158,400 |
| ¥50 million – ¥100 million | from ¥528,000 | from ¥184,800 |
| ¥100 million – ¥200 million | from ¥660,000 | from ¥237,600 |
| Over ¥200 million | Quote | Quote |
Frequently Asked Questions
If you can’t find the answer you’re looking for below, reach out to our customer support team.
Yes. Corporate tax, consumption tax, and local tax are filed through MailMate. Taxes are filed by a licensed tax accountant (税理士). You buy the service from us.
System of Record is free. You keep receipts and books in MailMate, ready to file through MailMate. You pay only when a licensed tax accountant files. Bookkeeper is ¥22,000 / month + ¥99 per reconciled transaction. We reconcile; you upload. Annual filings are not in the Bookkeeper price.
Yes. That is System of Record. Capture receipts, match transactions, and keep Japan-ready books. When it is time to file, a licensed tax accountant files through MailMate.
Upload them, or add the prepaid envelope. The envelope is ¥5,500 / month, shipped to you, and includes scanning for up to 50 receipts. After that it is ¥99 per receipt. Extra envelopes are ¥2,200 each.
Not for this. You buy books through the return from MailMate. Taxes are filed by a licensed tax accountant (税理士).
Tax Retainer is for ongoing tax-office contact for your KK or GK. If the tax office has a question, MailMate answers. It is ¥55,000 / month + ¥99 per reconciled transaction, and includes monthly withholding tax administration and Bookkeeper. Annual corporate and consumption tax filings are billed separately when filed through MailMate.
Everything you need for peace of mind for your entity in Japan.
Keep the books. File through MailMate. Upload receipts or send them to MailMate to scan.