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How it works

Collect. Check. Hand off.

Kiriwake supports you from collecting documents and declarations from employees, through team review and approval, to handing reviewed data to payroll and your advisers.

Collect. Check. Hand off.

  1. 1

    STEP 1

    Collect

    Employees submit documents, declarations and change requests through the portal.

    • Register your employee directory (CSV import supported)
    • Create onboarding cases, monthly checklists and year-end campaigns
    • Employees submit through a portal in Japanese, Vietnamese or English
  2. 2

    STEP 2

    Check

    AI and automatic checks organise what is missing or inconsistent, and staff review it.

    • Organisations that enable AI processing get fields extracted from documents
    • Missing documents, unanswered items and cross-document mismatches are listed
    • Staff record approvals, returns and correction requests
  3. 3

    STEP 3

    Hand off

    Export reviewed data as CSV for the next person in the process.

    • Monthly changes, hires and leavers as CSV for payroll staff or your sharoushi
    • Year-end declarations as CSV for payroll software
    • Actions and decisions stay in Kiriwake’s history

From document to data

AI prepares the groundwork to reduce manual work. Final checks and approvals are always made by people.

  1. 01

    Upload

    An employee or staff member submits a document. File type and size are validated.

  2. 02

    AI extraction

    If your organisation has enabled AI, fields are extracted.

  3. 03

    Staff review

    Values are checked and corrected against the original.

  4. 04

    Approval

    Once no unchecked fields remain, the document can be approved.

  5. 05

    Task updated

    The linked task is completed and progress updates.

How a pilot works

Start with one process and a small team, and evaluate the results in real work. Scope and duration are agreed together.

  1. 1

    Discovery

    We learn which process to start with, how it works today, and which payroll software and outside professionals you use.

  2. 2

    Template design

    We capture the tasks, documents and approval steps in a template.

  3. 3

    Account setup

    We create your organisation and members and confirm roles, retention and AI settings. Your employee directory can be imported by CSV.

  4. 4

    Pilot operation

    Use Kiriwake on real procedures and note what is missing or hard to use.

  5. 5

    Review

    Decide together whether to roll out further, based on the results.

Start with one process.

We will review how your HR administration works today and show you where Kiriwake can help.

Request a demo