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Solution: year-end adjustment

Year-end adjustment, from collection to tax calculation.

Ready for the 2026 (Reiwa 8) year-end adjustment. Employees declare dependants, insurance premiums and other deductions by answering questions, and upload certificates from their phone. HR checks for gaps, requests corrections and approves in one place, then calculates the annual tax and the refund or shortfall and creates withholding slip PDFs. A person checks every result before it is finalized.

Common year-end challenges

Explaining the forms every year
HR explains how to fill in the declaration forms person by person — and it takes even longer for international employees.
Chasing certificates
Checking whether insurance certificates and previous employers’ withholding slips are in, then chasing each person.
Corrections back and forth
Every missing entry or mismatch with a certificate means another round of paper or email.

How year-end adjustment works in Kiriwake

Create a year-end campaign for each tax year and work through these steps.

  1. 1

    Create the year-end campaign

    Available

    Choose the tax year and create the campaign.

  2. 2

    Select employees

    Available

    Pick the employees who take part from the employee directory.

  3. 3

    Employees answer questions

    Available

    In the portal, employees answer questions in Japanese, Vietnamese or English instead of filling in forms.

  4. 4

    Employees upload documents

    Available

    Certificates and other documents are uploaded from a phone as photos or PDFs for an advance check.

  5. 5

    Automatic checks

    Available

    Unanswered items and missing documents are flagged, with hints to help the review.

  6. 6

    Review, request corrections, approve

    Available

    HR reviews each declaration, asks the employee to correct it if needed, and approves it. Every exchange is kept in the history.

  7. 7

    Enter pay figures

    Available

    Enter each employee’s salary and bonus payments, tax withheld, social insurance premiums and other figures, or import them by CSV. Amounts from a previous employer can be included.

  8. 8

    Calculate the annual tax

    Available

    The annual tax and the refund or shortfall are calculated from the approved declarations and pay figures by a rule-based calculation engine using integer arithmetic. No AI is used. HR checks the result.

  9. 9

    Finalize and create withholding slips

    Available

    Once an admin finalizes the calculation, you can create the withholding slip (employee copy) and the year-end calculation sheet as PDF. Finalization can be undone with a reason, and the history is kept.

  10. 10

    Export CSV for payroll

    Available

    Export approved declarations and other year-end data as CSV. Kiriwake can also import the “year-end data” CSV exported from PCA Kyuyo (PCA給与) and export in PCA Kyuyo’s generic-data layouts (year-end data, employee master – family); importing the exported files into PCA Kyuyo has not been tested yet.

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.

Declarations and documents you can collect

Collect the declarations needed for the 2026 year-end adjustment, and the documents each declaration calls for.

Declarations (2026)

  • Dependant exemption declaration (fuyo kojo-to shinkokusho), including next year’s
  • Combined declaration for the basic, spouse, specified-relative and income-adjustment deductions
  • Insurance premium deduction declaration

Main documents

  • Life and earthquake insurance premium certificates
  • Withholding tax slip from a previous employer
  • Housing loan deduction certificate
  • Relationship and remittance documents for each dependant living abroad

Kiriwake does not file anything with the tax office or municipalities, including via e-Tax or eLTAX. Photos and PDFs uploaded from a phone let you check the contents in advance. Original certificates and relationship documents (or the electronic certificate data) should still be received by the employer as before. Kiriwake does not collect My Number (Individual Number); please keep managing it in your payroll software or current process.

What Kiriwake does / What Kiriwake does not do

What Kiriwake does

From collecting declarations and documents to review and approval, annual tax calculation and finalization, withholding slip PDFs and the CSV handoff.

  • A year-end campaign for each tax year, with employee selectionAvailable
  • Collects the 2026 declarations: dependant exemption, the combined basic/spouse deduction form, insurance premiumsAvailable
  • Question-based declarations in Japanese, Vietnamese and EnglishAvailable
  • Collection of certificates and other documents (photos or PDFs for an advance check)Available
  • 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 (Reiwa 7) and 2026 (Reiwa 8), for employees in the kō columnAvailable
  • Handles amounts from previous employers, employees who leave mid-year, and the housing loan credit from the second yearAvailable
  • Switches automatically between the rules before and after 1 December 2026 (FY2026 tax reform)Available
  • Checked by HR and finalized by an admin; finalization can be undone with a reason, with historyAvailable
  • Withholding slip (employee copy) and year-end calculation sheet as PDFAvailable
  • Electronic delivery in the employee portal with the employee’s consent (consent can be withdrawn)Available
  • CSV export for payroll softwareAvailable
  • Import of PCA Kyuyo’s “year-end data” CSV, and CSV export in PCA Kyuyo’s generic-data layouts (year-end data, employee master – family; not yet tested by importing into PCA Kyuyo)Available
  • Email remindersPlanned

What Kiriwake does not do

These are done in payroll software or by a tax accountant or other professional.

  • Preparing or filing salary payment reports and the statutory records summary
  • Electronic filing via e-Tax or eLTAX
  • Collecting or managing My Number
  • NTA year-end adjustment software (XML) data, or integrations with SmartHR, freee, Money Forward, Yayoi or Kyuyo Bugyo

Automatic checks and hints help with the review. They are not tax judgements or tax advice. In our tests, calculated amounts match the National Tax Agency’s published worked examples to the yen, but the calculation has not been reviewed by a licensed tax accountant (zeirishi). HR should always check results before finalizing. The withholding slip PDF contains the statutory items but uses Kiriwake’s own layout, not the National Tax Agency form, and does not show My Number or the corporate number.

Solutions

Try it with this year’s year-end adjustment.

Tell us how many employees take part and how you run it today, and we will suggest how a pilot could work.

Request a demoSolutions