Receipt Requirements and Electronic Storage for Expense Reimbursement

【What is a qualified invoice (インボイス)?】

The qualified invoice system was introduced on October 1, 2023.

To claim input VAT credits, you must retain qualified invoices bearing a registration number.

【Items to verify on a qualified invoice】

① Registered number of the qualified invoice issuer (T + 13 digits)

② Transaction date

③ Description of goods/services (indicating items subject to reduced tax rate)

④ Tax amount for each tax rate

⑤ Name of recipient (required for amounts ≥¥30,000)

【Electronic storage under the Electronic Bookkeeping Act】

Electronic transactions (invoices and receipts received by email or cloud) must be stored in electronic form (fully mandatory from January 2024).

Scanned storage of paper receipts is valid if certain requirements are met (timestamp, resolution ≥200dpi, etc.).

【Key points when submitting expense claims】

· Clearly state the amount, date, vendor, and purpose on the claim form

· Submit receipts within the time limit after receipt (per internal policy)

· If a receipt is lost, create a payment voucher (payment certificate) as a substitute

【WorkVell's expense reimbursement features】

Attach PDF documents to claims, auto-run approval workflows, and track reimbursement status.