Accounting and Bookkeeping for Startups in Japan: The Complete 2026 Guide

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Key Takeaways

• Accounting is a credibility system in Japan. Clean books directly affect bank trust, tax risk, and Business Manager Visa renewals.
• Plan around the core corporate tax stack. Corporate tax is 23.2% standard. SMEs (capital ≤¥100M) pay 15% on the first ¥8M of income. The guide also notes a Defense Special Corporate Tax effective April 2026, set at 4% of corporate tax, with a ¥5M deduction for SMEs.
• Digital recordkeeping rules are now real. Since January 2024, electronic transaction data must be stored electronically, with requirements for searchability, visibility, and integrity.
• Filing calendar is tight. Standard corporate tax related filings are due 2 months after fiscal year end, with an extension to 3 months possible with approval. If prior-year corporate tax exceeded ¥200,000, interim payments are due 6 months after the fiscal year starts.
• Monthly and year-end deadlines matter. Withholding tax is due by the 10th of the following month. Year-end adjustment, salary payment reports, statutory records, and fixed asset declarations are due January 31.
• Penalties are meaningful. The guide notes late filing can add 5–20% depending on severity. Underreporting can trigger 10–35% penalties.
• Success factor: choose an accounting partner who can scale with you, support bilingual reporting if needed, and implement an electronic document workflow that is audit-ready from day one.

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Starting a business in Japan means navigating one of the world’s most structured financial compliance environments. For foreign entrepreneurs, understanding Japanese accounting requirements isn’t optional; it’s essential for maintaining your Business Manager Visa, building credibility with banks, and avoiding costly penalties.

This comprehensive guide covers everything you need to know about accounting and bookkeeping in Japan: from the taxes your company will pay to the records you must keep, the compliance deadlines you can’t miss, and how to find the right professional support. Whether you’re incorporating your first KK (Kabushiki Kaisha) or scaling an existing operation, this resource will help you build a solid financial foundation.

Understanding Japanese Corporate Taxes

Japanese corporations face multiple layers of taxation at the national and local levels. Understanding these taxes is fundamental to financial planning and working effectively with your accountant.

National Taxes

Tax	Rate	Description
Corporate Tax (法人税)	23.2% standard; 15% reduced rate	Tax on corporate income. SMEs (capital ≤¥100M) pay 15% on first ¥8M of income
Local Corporate Tax (地方法人税)	10.3% of corporate tax	Surtax calculated on corporate tax amount
Defense Special Corporate Tax (防衛特別法人税)	4% of corporate tax	New tax effective April 2026; ¥5M deduction for SMEs

Local Taxes

Tax	Rate	Description
Corporate Inhabitant Tax (法人住民税)	~10.4% of corporate tax + per capita levy	Paid to prefectural and municipal governments
Enterprise Tax (法人事業税)	1.18%–7% (varies by income bracket)	Tax on business activities; deductible as expense
Special Corporate Enterprise Tax (特別法人事業税)	37% of enterprise tax (for SMEs)	Surtax on enterprise tax

Verification note: Enterprise tax rates vary by prefecture and company size. Confirm applicable rates with your prefectural tax office or tax accountant.

What Is Japan’s Effective Corporate Tax Rate?

The effective corporate tax rate combines all taxes on corporate income into a single practical figure. For 2025, the effective rate for most SMEs operating in Tokyo is approximately:

• 21–22% on income up to ¥8 million (with reduced rate)
• 33–34% on income above ¥8 million

Starting April 2026, the introduction of the Defense Special Corporate Tax (防衛特別法人税) will increase effective rates by approximately 0.9 percentage points, bringing the standard effective rate for large corporations to approximately 31.52%.

Important for startups: Even if your company has no profit, you will still owe the per capita levy portion of inhabitant tax (均等割 / kintōwari); typically ¥70,000 per year for the smallest companies. This “minimum tax” catches many first-time business owners off guard.

The SME Reduced Tax Rate Explained

Japan offers significant tax incentives for small and medium enterprises (中小企業者 / chūshō kigyōsha). If your company has capital of ¥100 million or less and is not a subsidiary of a large corporation:

• The first ¥8 million of annual income is taxed at 15% instead of 23.2%
• This reduced rate has been extended through March 2027

Recent changes (2025 tax reform):

• Companies with annual income exceeding ¥10 billion now pay 17% on the first ¥8M (instead of 15%)
• Companies using the group taxation system (グループ通算制度) are excluded from the reduced rate entirely

For most startups, the reduced rate means significant tax savings in early profitable years. Your accountant can help you maximize this benefit while planning for growth.

Consumption Tax (消費税 / Shōhizei)

Japan’s consumption tax (similar to VAT) is currently 10% (with 8% on certain food items). Startups need to understand when they become liable to collect and remit this tax.

When does consumption tax apply?

New companies are generally exempt from consumption tax for their first two fiscal years if:

• Capital is less than ¥10 million, AND
• Taxable sales in the base period (two years prior) are under ¥10 million

Invoice System (インボイス制度) requirements:

Since October 2023, Japan’s Qualified Invoice System requires businesses to issue properly formatted invoices for B2B transactions. If you want business customers to claim input tax credits on purchases from you, you must:

1. Register as a Qualified Invoice Issuer (適格請求書発行事業者)
2. Include your registration number on all invoices
3. Meet specific invoice format requirements

Transitional measures ending:

Period	Credit allowed on purchases from non-registered businesses
Until September 2026	80%
October 2026 – September 2029	50%
From October 2029	0%

For startups deciding whether to register: If your customers are primarily businesses, registering for the Invoice System is increasingly important. The 2割特例 (20% special rule) allows newly registered small businesses to pay only 20% of collected consumption tax through September 2026, with a new 30% rule (3割特例) for individual business owners extending through 2028.

*Consumption tax rules are complex. Consult a tax accountant (税理士) before deciding on registration status, especially if you have significant input costs or export activities.

Japanese Bookkeeping Requirements

Blue Return vs. White Return (青色申告 vs. 白色申告)

Japanese companies can file taxes under two systems, with significantly different benefits:

Blue Return (青色申告 / Aoshoku Shinkoku):

• Requires proper double-entry bookkeeping
• Allows loss carryforward for up to 10 years
• Access to various tax deductions and credits
• Most accounting firms will help you qualify

White Return (白色申告 / Shiroshoku Shinkoku):

• Simpler bookkeeping requirements
• No loss carryforward benefit
• Limited tax advantages
• Generally not recommended for corporations

Recommendation: File for Blue Return status when incorporating. Submit the application (青色申告の承認申請書) to your tax office within 3 months of incorporation or by the end of the first fiscal year, whichever is earlier.

Electronic Bookkeeping Law Compliance (電子帳簿保存法)

Since January 2024, Japan’s Electronic Bookkeeping Preservation Law requires all businesses to store electronic transaction data in electronic format. This affects any company that:

• Receives invoices, receipts, or contracts via email
• Downloads transaction records from websites
• Uses online banking or payment systems

Key requirements:

1. Searchability: Records must be searchable by date, amount, and counterparty
2. Visibility: Data must be viewable clearly on screen during tax audits
3. Integrity: Systems must prevent unauthorized alterations

Practical compliance:

• Use cloud accounting software with built-in compliance features
• Implement a document management system for storing PDFs and images
• Create internal workflows for capturing and organizing electronic documents

*Requirements vary based on company size and transaction volume. Small businesses (課税売上高5,000万円以下) have simplified searchability requirements. Confirm your specific obligations with a tax professional.

Key Tax Deadlines and Filing Requirements

H3: Annual Tax Filing Calendar

Japanese corporate taxes operate on a fiscal year basis that you choose at incorporation (many companies use April–March or January–December).

Standard deadlines after the fiscal year end:

Filing	Deadline	Notes
Corporate Tax Return (法人税)	2 months	Extension available to 3 months with approval
Local Corporate Tax (地方法人税)	2 months	Filed together with corporate tax
Consumption Tax (消費税)	2 months	If applicable
Corporate Inhabitant Tax (法人住民税)	2 months	Filed to prefectural and municipal offices
Enterprise Tax (事業税)	2 months	Filed to prefectural office

Example: A company with a December 31 fiscal year-end must file by February 28 (or February 29 in leap years). With an approved extension, the deadline becomes March 31.

H3: Interim Tax Payments (中間申告)

If your prior year’s corporate tax exceeded ¥200,000, you must make interim payments:

• Due date: 6 months after the fiscal year start
• Amount: Either 50% of prior year’s tax OR actual interim period calculation
• Purpose: Spreads tax burden throughout the year

H3: Other Important Deadlines

Requirement	Timing	Filing Location
Withholding tax (源泉徴収)	10th of following month	Tax office
Year-end adjustment (年末調整)	January 31	Tax office
Deputation reports (給与支払報告書)	January 31	Municipal office
Legal records submission (法定調書)	January 31	Tax office
Fixed asset tax (償却資産申告)	January 31	Municipal office
Social insurance calculations	Annual (timing varies)	Pension office

*Deadlines that fall on weekends or holidays move to the next business day. Always confirm exact dates with the relevant office.

Why Startups Need Specialized Accounting Services

Foreign entrepreneurs in Japan face accounting challenges that go beyond typical startup concerns. Language barriers make it difficult to interpret official notices from tax offices. Cultural differences in business documentation—from hanko (seal) requirements to Japanese-format receipts—create daily friction. And the consequences of non-compliance extend beyond fines: visa renewals require demonstrating that your company operates properly, which means clean books and timely tax filings.

Professional accounting support addresses these challenges directly. A qualified tax accountant (税理士 / zeirishi) can:

Identify tax-saving opportunities specific to foreign-owned businesses

Communicate with tax authorities on your behalf

Translate financial obligations into actionable guidance

Ensure your records meet both Japanese standards and Business Manager Visa requirements

Role of Accounting Services in Ensuring Compliance

Professional accounting services ensure your startup meets Japan’s complex compliance requirements across multiple areas:

Tax Compliance:

• Corporate tax preparation and filing
• Consumption tax management, including Invoice System registration
• Withholding tax calculations for employee salaries and contractor payments
• Year-end tax adjustments (年末調整)

Payroll and Social Insurance:

• Salary calculations following Japanese labor standards
• Social insurance enrollment and contributions (健康保険, 厚生年金, 雇用保険, 労災保険)
• Year-end adjustment processing
• Coordination with Social Insurance Office and Labor Standards Office

Financial Reporting:

• Monthly or quarterly bookkeeping
• Annual financial statement preparation
• Shareholder meeting documentation
• Reports required for bank account maintenance

Regulatory Filings:

• Business license renewals, where applicable
• Changes to company registration (登記変更)
• Annual company secretary filings

Benefits of Finding Accounting Services for Startups Japan

Professional accounting services deliver value across four key areas:

1. Legal Compliance and Risk Reduction

Japan’s penalties for tax non-compliance are significant. Late filing results in additional taxes of 5–20% depending on severity. Underreporting income can trigger penalties of 10–35%. For Business Manager Visa holders, financial irregularities can affect visa renewal prospects.

A qualified accountant ensures deadlines are met, filings are accurate, and your company maintains the documentation needed to demonstrate proper operations.

2. Tax Optimization Within Legal Boundaries

Japanese tax law offers numerous deductions, credits, and incentives that require expert knowledge to utilize effectively:

• SME reduced tax rates
• Blue Return benefits
• R&D tax credits (for qualifying activities)
• Equipment depreciation strategies
• Loss carryforward planning

An experienced tax accountant identifies applicable benefits and structures your finances to minimize legal tax burden.

3. Time and Focus for Core Business

Accounting tasks can consume significant time, especially when navigating an unfamiliar system. Monthly bookkeeping, quarterly reviews, annual filings, payroll processing, and regulatory correspondence add up quickly.

Outsourcing these functions to professionals allows you to focus on growing your business rather than managing administrative compliance.

4. Financial Visibility and Decision Support

Regular financial reports from your accountant provide insights into business performance:

• Cash flow projections for planning
• Profit margin analysis by product or service
• Cost structure optimization opportunities
• Data needed for loan or subsidy applications

Quality accounting services transform compliance burden into strategic advantage.

 Finding the Right Accounting Partner

How to Evaluate Accounting Services for Your Startup

Choosing an accounting partner is a significant decision. Consider these factors:

Language and Communication

Factor	Questions to Ask
English capability	Can they explain complex tax matters in English?
Documentation	Will reports be provided in English, Japanese, or both?
Responsiveness	What is their typical response time?
Communication style	Do they proactively share information or only respond when asked?

Experience and Expertise

• Startup experience: Do they understand startup cash flow patterns and growth phases?
• Industry knowledge: Are they familiar with your specific business type?
• Foreign client experience: Do they have other foreign entrepreneur clients?
• Visa knowledge: Do they understand Business Manager Visa financial requirements?

Service Scope

Clarify exactly what’s included:

• Monthly bookkeeping frequency and method
• Tax return preparation (corporate, consumption, individual if needed)
• Payroll processing and year-end adjustment
• Social insurance administration
• Advisory consultations
• Representation during tax audits

Technology and Systems

• Do they use cloud accounting software compatible with your operations?
• Can they accommodate your preferred tools (freee, Money Forward, etc.)?
• How do they handle Electronic Bookkeeping Law compliance?
• Can they provide data exports for your own analysis or global reporting?

Top 10 Accounting services for startups Japan

The following firms have experience working with foreign-owned startups and can typically provide English-language support. This list is not exhaustive, and you should evaluate options based on your specific needs.

Full-Service Firms (Accounting + Tax + Advisory)

Firm	Services	Languages	Notes
Tokyo Consulting Group	Tax, accounting, visa, legal	EN, JP, CN	International client focus; offices in multiple countries
Accounting Intelligence (Minato ACC)	Tax, payroll, bookkeeping	EN, JP, CN	Chiyoda location; strong tax compliance focus
SME Japan / Sugai Accounting	Incorporation, accounting, HR, office rental	EN, JP	Long-standing foreign client experience
EP Consulting Services	Accounting, payroll, social insurance	EN, JP	Comprehensive outsourcing solutions

Technology-Forward / Cloud-Based Options

Firm/Platform	Services	Notes
freee	Cloud accounting software + certified advisor network	Good for tech-comfortable founders; advisor matching available
Money Forward	Cloud accounting software + advisor network	Similar to freee; strong bank integrations
MakeLeaps	Invoicing and payment platform	Complements accounting services; EN interface available

Specialist Advisory

Firm	Specialty	Notes
YASUDA-Accounting	Small business and startup focus	Edogawa location; personalized service
Handii Japan	SME accounting and audit	Chuo-ku location; audit capability

Not Sure Which Firm Is Right for You?

Choosing an accounting partner depends on your specific situation—business model, transaction volume, growth stage, and whether you need support with Business Manager Visa documentation.

SmartStart Japan works with foreign entrepreneurs across industries and can recommend accounting partners based on your actual needs. Contact us for a free consultation, and we’ll point you toward firms that fit your budget and business type.

What Are the Common Accounting Mistakes Foreign Startups Make in Japan?

1. Underestimating Documentation Requirements

Japan requires extensive paper trails. Every expense needs a receipt (領収書 / ryōshūsho). Business meals require records of attendees and business purpose. Bank transactions need corresponding invoices or contracts. Failing to maintain proper documentation leads to denied deductions during tax audits.

Solution: Establish documentation habits from day one. Photograph receipts immediately, note the business purpose, and file systematically.

2. Missing Tax Filing Deadlines

The two-month post-fiscal-year deadline is strict. Unlike some countries where extensions are routine, Japan charges interest (利子税) on any tax paid after the deadline, even with an approved extension.

Solution: Work backward from your fiscal year-end. Start gathering documents and coordinating with your accountant at least one month before year-end.

3. Ignoring Consumption Tax Obligations

Many startups don’t realize they’ve crossed the consumption tax threshold until it’s too late. Once your taxable sales exceed ¥10 million in a base period, you become a taxable business two years later.

Solution: Track taxable sales monthly. Discuss consumption tax planning with your accountant proactively.

4. Choosing an Accountant Based on Price Alone

The cheapest option often provides minimal service; basic filing without proactive advice. When problems arise (tax audit, cash flow crisis, visa complications), you may find yourself without support.

Solution: Evaluate based on service scope, communication quality, and relevant experience. The right accountant pays for themselves through tax savings and problem prevention.

5. Mixing Personal and Business Finances

This is particularly common among solo founders. Using a single bank account for personal and business transactions creates accounting nightmares and raises red flags with tax authorities.

Solution: Open a dedicated business bank account and maintain strict separation from personal finances.

Cost Considerations When Finding an Accounting Service for Startups in Japan

Typical Pricing Models for Accounting services for startups Japan

When selecting accounting services for startups in Japan, understanding the typical pricing models can help you budget effectively and avoid unexpected costs. Here are some common pricing structures:

1. Fixed Fee: A set monthly or annual fee for a predetermined set of services. This model provides predictability and is ideal for startups that need consistent services.
2. Hourly Rate: Charges based on the number of hours spent on your account. This can be cost-effective for startups with fluctuating needs but may lead to variable expenses.
3. Per-Service Fee: Fees are charged for specific services such as tax filing, bookkeeping, or financial planning. This allows startups to pay only for the services they use.
4. Retainer-Based: A combination of fixed and hourly rates where a monthly retainer covers a base level of service, with additional charges for extra work.

Budgeting Tips for Startups When Hiring Accounting services for startups Japan

1. Assess Your Needs: Determine the essential accounting services your startup requires, such as bookkeeping, tax preparation, and financial planning.
2. Get Multiple Quotes: Compare quotes from different firms to understand the market rate and services included in the price.
3. Prioritize Services: Focus on the most critical accounting tasks first, and consider adding more services as your budget allows.
4. Negotiate: Don’t hesitate to negotiate fees or request customized packages tailored to your startup’s needs.
5. Plan for Growth: Choose a firm that can scale its services as your startup grows, ensuring continuous support without needing to switch providers.

9 Advice for Working with Accounting services for startups Japan

How to Effectively Communicate Your Business Needs

1. Be Clear and Specific: Clearly outline your business goals, financial challenges, and expectations from the accounting service.
2. Provide Detailed Information: Share comprehensive information about your business operations, financial history, and future projections.
3. Ask Questions: Don’t hesitate to ask for explanations on any terms or processes you don’t understand.

Setting Expectations and Regular Check-Ins

1. Define Roles and Responsibilities: Establish clear roles and responsibilities for both your team and the accounting service.
2. Regular Meetings: Schedule regular check-ins to review financial reports, discuss ongoing issues, and plan for upcoming financial tasks.
3. Set Milestones: Agree on specific milestones and deadlines for key financial deliverables.

Utilizing Accounting Services for Business Growth and Efficiency

1. Leverage Expertise: Utilize the accounting firm’s expertise to optimize your financial processes and improve efficiency.
2. Financial Insights: Use the financial insights provided by your accountant to make informed business decisions and strategic plans.
3. Compliance Assurance: Ensure all financial activities comply with Japanese laws and regulations to avoid legal issues and penalties.

Western vs. Japanese Accounting Customs

Cultural Differences: Overview of How Cultural Norms Influence Accounting Practices

Japanese business culture emphasizes meticulousness, punctuality, and a strong focus on compliance. These cultural norms influence accounting practices, leading to highly detailed and precise financial records. In contrast, Western accounting may emphasize efficiency and flexibility, balancing precision with practicality.

Comparison of GAAP (Generally Accepted Accounting Principles) Used in Western Countries Versus JGAAP (Japanese Generally Accepted Accounting Principles)

• GAAP: Commonly used in Western countries, GAAP focuses on transparency, consistency, and comparability in financial reporting.
• JGAAP: Japan’s accounting standards prioritize detailed compliance with local laws, conservative financial reporting, and often require more extensive documentation and disclosures.

Differences in Communication and Reporting Between Western and Japanese Accountants

Japanese accountants typically employ a formal and indirect communication style, focusing on thoroughness and clarity. Reports are detailed and often accompanied by extensive documentation. Western accountants may use a more direct and concise communication style, with an emphasis on summarizing key points and providing actionable insights.

How Business Decisions and Approvals May Differ in Accounting Practices

In Japan, decision-making processes are often more hierarchical and involve multiple levels of approval, reflecting a collective approach. This can lead to longer decision times but ensures thorough consideration of all aspects. Western practices might favor quicker, individual-based decision-making processes that allow for faster responses but may involve fewer layers of review.

Variations in Regulatory Compliance and Tax Filing Procedures

Japanese regulatory compliance is stringent, with frequent updates to laws and meticulous requirements for documentation. Tax filing procedures in Japan demand precision and adherence to specific formats. In contrast, Western countries may have more flexible compliance requirements and streamlined tax filing processes, though they still demand accuracy and adherence to standards.

Conclusion

Finding the right accounting service is crucial for your startup’s success in Japan. Effective accounting ensures compliance with complex financial regulations, provides essential financial management, and supports strategic planning and growth. Working with a firm experienced in startup financial management and well-versed in Japanese accounting standards can safeguard your business from potential legal issues, optimize your financial resources, and allow you to focus on scaling operations.

Investing in professional accounting support is a strategic investment in your startup’s future—from accurate bookkeeping and tax services to comprehensive financial planning and CFO-level guidance.

Need help choosing the right accounting firm for your startup? SmartStart Japan specializes in supporting foreign entrepreneurs throughout the business establishment process in Japan. Our team can help you evaluate accounting firms based on your specific business needs, industry requirements, and growth stage. We work with startups across various sectors and can connect you with trusted accounting partners while ensuring you understand the full scope of compliance requirements.

Contact SmartStart Japan today to schedule a consultation. We’ll help you navigate Japan’s financial and regulatory landscape so you can focus on building your business with confidence.