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Product

The employee lifecycle, in one workspace.

Onboarding, employee records, monthly HR, year-end adjustment and the Document AI that supports them. We state the availability of every feature — and what Kiriwake does not do.

Features and availability

Five modules that support HR administration.

Three processes — onboarding, monthly HR and year-end adjustment — built on shared employee records and Document AI.

AvailableAvailable (setup required)Planned

"Setup required" features need a connected AI provider and must be enabled by your organisation admin. "Planned" features have not been started yet and cannot be used.

A. Onboarding

Every onboarding document and step, in one case.

Create an onboarding case from a template, collect documents through the employee portal, and record the review and approval.

Learn more
  • Create onboarding cases from templatesAvailable
  • Employee portal in Japanese, Vietnamese and EnglishAvailable
  • Document collection and submission statusAvailable
  • AI extraction of document fieldsAvailable (setup required)
  • Missing and inconsistent items (name spelling, residence period vs start date, …)Available
  • Follow-up tasks created automatically from rejections and missing itemsAvailable
  • Approvals and change historyAvailable

B. Employee records

One directory for every employee.

The employee directory shared by onboarding, monthly HR and year-end adjustment. Move from spreadsheets with CSV import.

  • Employee number, names (including romaji), employment type and statusAvailable
  • Department, job title, hire and resignation dates, payroll system IDAvailable
  • Sensitive fields such as date of birth, address and payroll ID hidden from viewersAvailable
  • CSV import and exportAvailable

C. Monthly HR

Hand off every month’s changes, hires and leavers.

Bring change requests and joiners and leavers together on a monthly checklist, then hand them to payroll staff or your sharoushi as CSV.

Learn more
  • A checklist for each monthAvailable
  • Change requests: address, name, bank account, commute, contact detailsAvailable
  • Change requests submitted by employees from the portalAvailable
  • Review, return and approve change requestsAvailable
  • The month’s new hires and leaversAvailable
  • CSV export for payroll staff or your sharoushiAvailable
  • Email remindersPlanned

Not provided

  • Payroll calculation
  • Payslips
  • Overtime premium calculation
  • Electronic social insurance filings

D. Year-end adjustment

Year-end declarations, in each employee’s language.

Employees answer questions and upload the documents needed. HR reviews, requests corrections and approves, then calculates and finalizes the annual tax and the refund or shortfall and creates withholding slip PDFs. CSV export for payroll software is included.

Learn more
  • A year-end campaign for each tax yearAvailable
  • Select the employees who take partAvailable
  • 2026 declarations: dependant exemption (incl. next year’s), combined basic/spouse deduction form, insurance premiumsAvailable
  • Question-based declarations in Japanese, Vietnamese and EnglishAvailable
  • Collect insurance certificates, previous employers’ withholding slips and documents for each dependant abroadAvailable
  • Automatic checks for unanswered items and missing documents, with hintsAvailable
  • Review, correction requests and approval, with historyAvailable
  • Pay figures entered by hand or imported by CSVAvailable
  • Annual tax and refund/shortfall calculation for 2025 and 2026 (employees in the kō column), checked by HR and finalized by an adminAvailable
  • Withholding slip (gensen choshu-hyo, employee copy) and year-end calculation sheet as PDFAvailable
  • Electronic delivery of withholding slips in the employee portal, with the employee’s consentAvailable
  • CSV export for payroll softwareAvailable
  • Import of PCA Kyuyo’s “year-end data” CSV, and CSV export in PCA Kyuyo’s generic-data layouts (not yet tested by importing into PCA Kyuyo)Available

Not provided

  • Preparing or filing salary payment reports and the statutory records summary
  • Electronic filing via e-Tax or eLTAX
  • Collecting My Number

E. Document AI (shared)

Turn documents from every process into data you can check.

The document engine shared by every module. AI prepares the groundwork and a person always reviews the result.

  • Secure upload with file validation (PDF, JPEG, PNG up to 10 MB) and private storageAvailable
  • Document-type estimate, flagged when it differs from the selectionAvailable (setup required)
  • Field extraction keeping the source page and textAvailable (setup required)
  • Unreadable and missing fields detectedAvailable (setup required)
  • Staff review and correction — unverified values are never finalAvailable

Features and status

What works today, and what does not yet.

Status as of November 6, 2026. "Available" means the feature works in the actual product and has been verified. What is not supported yet is listed as well.

Available
Usable in the product and verified
Partially available
Usable, but some parts are missing or results need checking
In development
Being built now, not usable yet
Planned
Intended, not started yet (no date promised)

HR and personnel administration

  • Recruitment (jobs and candidates)

    Available

    From publishing a job to tracking candidates, interviews and offers, and registering the hire as an employee.

    What it does

    • Job page and application form in Japanese, English and Vietnamese (no account needed)
    • Candidate pipeline, internal notes and history
    • Interview scheduling with interviewers and evaluations (attach your online meeting link)
    • Offers with PDF, and the candidate’s accept or decline recorded
    • After the hire is confirmed, registration as an employee and the start of onboarding

    Not supported yet

    • Posting to job boards (you share your own job link)
    • Calendar integration and self-scheduling by candidates
    • Résumés in Word format
    Learn more

  • Employee records

    Available

    One employee list shared by every module.

    What it does

    • Employee number, name (incl. romaji), employment type, department, start and end dates
    • Family members (relationship, tax and health insurance dependants; no My Number stored)
    • Custom fields of your own (text, number, date, choice and so on)
    • Sensitive fields hidden from viewers
    • CSV import and export

    Not supported yet

    • Org charts, performance reviews, talent management
    Learn more

  • Onboarding and offboarding

    Available

    Create cases from templates, collect documents through the employee portal, review and approve.

    What it does

    • Employee portal in Japanese, Vietnamese and English
    • Offboarding template with task due dates counted from the resignation date
    • Detection of missing or inconsistent items, with follow-up tasks
    • Approvals and history

    Not supported yet

    • Electronic filing of social and employment insurance
    Learn more

  • Document AI

    Available

    Validates submitted documents, extracts fields with their source, and flags missing items. Runs only when an organisation admin enables AI processing.

    What it does

    • File type and size checks, private storage
    • AI field extraction (confirmed by staff)
    • Deletion of documents after the retention period

    Not supported yet

    • Accepting AI results without human review (not done by design)
    Learn more

  • Payslip publishing

    Available

    Import results calculated in your payroll software (CSV) and publish them to employees as payslips.

    What it does

    • Checks before import (employee numbers, formats, totals)
    • Consent to electronic delivery, with a list of those who have not consented
    • Corrected versions with history, PDF download

    Not supported yet

    • Calculating pay, tax or social insurance (not done)
    • Email notifications and deemed consent

  • Document distribution

    Available

    Send work rules, notices and other documents to everyone, departments or chosen employees.

    What it does

    • Availability period and acknowledgement
    • Who viewed and acknowledged
    • Replace or withdraw, with history

    Not supported yet

    • Electronic signatures and e-contracts
    • Email notifications

  • Monthly operations

    Available

    Collect change requests, joiners and leavers on a monthly checklist and hand them to payroll staff or a labor consultant as CSV.

    What it does

    • Change requests (address, bank account, commute…) with approval
    • Joiners and leavers of the month
    • Handoff CSV

    Not supported yet

    • Payroll calculation and payslips
    Learn more

  • Year-end adjustment: collecting declarations

    Available

    Collecting, reviewing, requesting corrections to and approving declarations and documents works.

    What it does

    • 2026 declarations as a questionnaire (3 languages)
    • Required documents and automatic checks
    • Review, correction requests, approval history and CSV export
    • Recording employees the adjustment does not apply to, with a reason
    • Copying approved declarations to the family register (HR confirms each change)

    Not supported yet

    • Collecting My Number (not handled)
    Learn more

  • Year-end adjustment: tax calculation

    Partially available

    Calculates the annual tax and the refund or shortfall for tax years 2025 and 2026. A calculation engine (no AI) does the maths; a person checks and finalizes the result.

    What it does

    • Tests confirm results match the National Tax Agency’s worked examples to the yen
    • Switches automatically between the rules before and after 1 December 2026
    • Previous employers, mid-year leavers, housing loan credit (second year onwards)
    • Finalize and undo history (with reasons)

    Not supported yet

    • Review of the results by a licensed tax accountant (not done yet)
    • Rules for 2027 and later
    • People outside the year-end adjustment (column 乙, pay over 20 million yen, etc.)

  • Year-end adjustment: withholding slips

    Partially available

    Creates the 源泉徴収票 (employee copy) and a calculation sheet as PDFs from the finalized calculation, and delivers the slip on My page to employees who consented.

    What it does

    • All items of the employee-copy 源泉徴収票 (no My Number or corporate number)
    • Records of consent and withdrawal, and 「電子交付」 printed in the remarks
    • Year-end calculation sheet

    Not supported yet

    • The same layout as the NTA form image (same items, own layout)
    • 給与支払報告書 and the statutory summary (法定調書合計表)
    • e-Tax importable XML with an electronic signature

  • Year-end adjustment: payroll software data

    Partially available

    Imports pay amounts from CSV and exports in PCA給与’s generic-data format. Importing into PCA給与 has not been tested yet.

    What it does

    • Pay amount CSV import (Kiriwake format, PCA給与 年末調整データ format)
    • Export as PCA給与 年末調整データ and 社員マスター（家族） (based on the public layout, edition 28)
    • Declaration CSV in Kiriwake format

    Not supported yet

    • Import test in PCA給与
    • SmartHR, freee, Money Forward, Yayoi and 給与奉行
    • NTA 年調ソフト XML

Attendance, leave and expenses

  • Attendance

    Available

    Employees clock in with a button; managers and HR review, correct and close each month.

    What it does

    • Clock in, breaks and clock out (server time)
    • Correction requests approved by the manager; HR edits with history
    • Overtime, late-night and holiday hours, monthly closing, CSV export

    Not supported yet

    • Wage and premium pay calculation
    • Shifts, flextime and variable working hours
    • IC cards and other time-clock devices

  • Leave

    Available

    Paid-leave grants and balances, requests and approvals, and the five-days-a-year rule.

    What it does

    • Full-day, half-day and hourly requests approved by the manager
    • Statutory grant suggestions (incl. proportional grants)
    • Five-day tracking and the annual leave ledger CSV

    Not supported yet

    • Fully automatic grants (HR confirms each suggestion)

  • Employee expenses

    Available

    Out-of-pocket expenses reimbursed after approval by the manager and finance.

    What it does

    • Claims with stored receipts (amounts per tax rate, registration number format check)
    • Warnings such as duplicates or missing receipts
    • Manager → finance (or finance-only) approval, optional rules that block submission
    • Optional partial approval (reject single lines) and forwarding to another approver
    • Journal, payroll and bank transfer CSV

    Not supported yet

    • Supplier invoices and payment execution
    • API integration with accounting software (CSV is available)
    • Certification under the Electronic Bookkeeping Act

  • Automatic receipt reading

    Partially available

    When an organisation admin enables AI processing, the date, payee, amounts and registration number are estimated from the uploaded receipt.

    What it does

    • Fills empty fields only (the employee always checks)
    • Counted against the AI processing quota

    Not supported yet

    • Automatic tax category or evidence type
    • Accepting results without review (not done by design)

  • Employee self-service and approvals

    Available

    Employees create an account from an invitation link and see only their own time, attendance, leave and expenses.

    What it does

    • Own profile with change requests to HR
    • Approval screen and team attendance for managers
    • Notifications inside Kiriwake
    • Access ends automatically after the resignation date

    Not supported yet

    • Email and smartphone notifications

Tools and platform

  • Data Converter

    Available

    Converts CSV and Excel files into the layout another system expects. Files are processed locally in your browser and are not uploaded to our servers.

    What it does

    • Filters, lookups, formulas, types and lengths
    • Output uses exactly the same processing as the preview
    • Protection against values that spreadsheets would run as formulas

    Not supported yet

    • Templates for other vendors’ import formats (not yet verified)

  • Reports and CSV export

    Available

    Export employees, monthly operations, year-end data and the activity log from the Reports screen, and attendance, leave and expenses from their own screens, as CSV.

    Not supported yet

    • Formats dedicated to each payroll product (adjustable with the Data Converter)

  • Japanese, English and Vietnamese

    Available

    The admin screens, employee screens, employee portal and user guide are available in three languages.

    Not supported yet

    • Some server messages and detailed Data Converter errors are in Japanese only

  • Security and permissions

    Available

    Role-based permissions, per-organisation data separation, encryption in transit and at rest, activity history.

    What it does

    • Field-level encryption of dates of birth, addresses, year-end declarations, pay figures and calculation results
    • Email verification and two-factor authentication (email code, authenticator app, recovery codes)
    • Automatic sign-out after inactivity

    Not supported yet

    • Single sign-on, IP restrictions, SMS authentication
    • Third-party certification (e.g. ISMS)
    Learn more

What comes next

  • Year-end adjustment: e-filing (e-Tax, eLTAX)

    Planned

    Electronic filing of the 給与支払報告書 and 源泉徴収票 is not supported. File them with your payroll software or an adviser.

  • Email notifications and reminders

    Planned

    Email notices about deadlines and pending approvals.

  • Integrations through official APIs

    Planned

    Integrations with HR and payroll systems through their official APIs. freee HR is being considered first.

    Learn more

  • AI agents with approval

    Planned

    AI prepares permitted tasks, asks a person for approval where needed, and records every action.

    Learn more

Product

Your HR administration, on one screen.

See onboarding in progress, change requests waiting for review, year-end submission status and pending approvals together.

Illustrative screen (fictional data)

Administration for teams

Organisation admins control member roles, templates and how data is handled.

  • Members and roles

    Assign owner, admin, member or viewer roles to control what people can do and see.

    Available

  • Workflow templates

    Define tasks, required documents, approval steps and target due dates per process.

    Available

  • Activity history

    See who did what, and when, to each employee, document and request.

    Available

  • Document retention

    Set how long document files from completed or cancelled cases are kept.

    Available

  • AI processing settings

    Admins decide whether the organisation uses AI document processing.

    Available

  • Languages

    The workspace, employee screens, employee portal and user guide are available in Japanese, English and Vietnamese.

    Available

  • In-app notifications

    Pending approvals and decisions are shown as notifications inside Kiriwake.

    Available

  • Email notifications

    Choose how to receive reminders and notifications by email.

    Planned

Principles for using AI at work

Kiriwake is designed so that decisions are never left entirely to AI.

AI prepares, people decide
Every AI-extracted value is shown as “unverified”. Staff confirm it.
Keep the evidence
Each extracted value keeps its source page and text, so it can be checked against the original.
AI only when needed
AI processing is opt-in per organisation, and only the document file and its type are sent.
Automate step by step
Start by organising documents and information. Expand automation as it proves itself in practice.

What is planned

These features are not available today. Pilot feedback will decide their priority.

  1. Notifications

    Planned

    Email reminders

    Email reminders to employees with upcoming deadlines and to staff with work waiting.

  2. Integrations

    Planned

    Integrations through official APIs

    Connections to HR and payroll systems through the official APIs they publish. The freee HR (freee人事労務) API is under evaluation as the first integration; others will follow.

  3. Automation

    Planned

    AI agents with approvals

    AI prepares and carries out authorised work, asks a person to approve when needed, and logs every action. Integration with HayAITech’s call automation service, HayAICall, is under consideration.

Start with one process.

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

Request a demo