IT Introduction Subsidy 2025 Comprehensive Utilization Guide: A Strategic Approach to Maximizing National, Tokyo Metropolitan, and Shibuya Ward Systems

Executive Summary

This report is a comprehensive guide for small and medium-sized enterprises (SMEs) and small businesses based in Shibuya Ward, Tokyo, to strategically utilize public support systems provided by the national government, the Tokyo Metropolitan Government, and Shibuya Ward to accelerate their digital transformation (DX). While the core focus is the "IT Introduction Subsidy 2025" led by the Ministry of Economy, Trade and Industry, this analysis goes beyond that. It covers everything from Tokyo's unique subsidy programs to the consultation support systems provided by Shibuya Ward, demonstrating a path to maximize investment returns by utilizing these in a combined manner.

The analysis reveals that the support available to SMEs functions not as a single subsidy program, but as an ecosystem consisting of multiple layers. The national IT Introduction Subsidy is a highly immediate measure that directly supports the introduction of "IT tools" such as accounting software and sales management systems. On the other hand, programs like the "DX Promotion Subsidy" offered by the Tokyo Metropolitan Government are based on consulting by experts and provide financial backing for longer-term, strategic initiatives aimed at transforming the business model itself.

Shibuya Ward's role is positioned as a "guide" and "initial consultation point" for these higher-level systems. While no ward-specific IT-related subsidies were identified, the ward provides critical support through its commerce and industry consultation desk, helping businesses organize their management issues and reach the most appropriate public support.

This report provides a detailed explanation of these system outlines, while also analyzing the application process, how to utilize consultation desks, and specific success stories from multiple perspectives. In particular, it proposes a strategic approach called "stacking," which combines different systems without overlap, and presents a methodology for systematically covering the entire business growth process with public funds—from the introduction of IT tools to the improvement of business processes and even sales channel expansion through digital marketing. We aim for this guide to help Shibuya Ward businesses combine the support measures best suited to their own situations and achieve sustainable growth.

Chapter 1: Overview of the IT Introduction Subsidy 2025: Detailed Analysis of System Structure and Application Categories

The IT Introduction Subsidy is not merely a financial aid program, but a strategic policy tool designed to promote the modernization of Japan's SME sector. This chapter breaks down this state-led program and analyzes in detail its objectives, the process of its evolution, and the specific application categories available to businesses.

1.1 Purpose and Evolution: From Simple Tool Introduction to Strategic Modernization

Launched in 2017, the IT Introduction Subsidy has had its content reviewed annually with the primary goal of improving the labor productivity of SMEs and small businesses. While the initial focus was on promoting the introduction of IT tools, it has evolved year by year toward emphasizing more substantive results.

In the 2025 fiscal year program (FY2024 supplementary budget), this evolution is clearly visible. One of the most symbolic changes is the addition of "utilization support" to the eligible expenses. This covers not only IT tool introduction consulting and maintenance support but also support costs to encourage adoption after implementation, reflecting a policy intent to not just "purchase" software, but to "effectively utilize" it within the organization and ensure it leads to productivity improvements.

Furthermore, it is important that the mechanism for evaluating efforts toward wage increases has been strengthened. In particular, the measure to increase the subsidy rate for businesses employing staff at levels close to the regional minimum wage acts as a powerful incentive to link digital investment to wage growth.

Analyzing these changes comprehensively, it is clear that the government is attempting to achieve multiple policy goals simultaneously through this subsidy. First, to encourage a smooth transition to the invoice system. Second, to raise the baseline of cybersecurity standards for SMEs as a whole. Third, to link with the movement toward raising the minimum wage, ensuring the fruits of productivity improvements through digitalization are returned to employees in the form of better treatment. And fourth, to ensure that digital investment does not end with mere software ownership, but leads to actual management results such as improved operational efficiency and increased sales.

Therefore, when applying for subsidies, it is suggested that presenting a business plan that aligns with these policy backgrounds—not just saying 'I want this tool,' but rather 'by introducing this tool, invoice compliance will be ensured, customer data will be managed securely, and we aim to raise wages based on the profits generated'—is likely to be evaluated favorably during the screening process.

1.2 Detailed Breakdown of Application Categories

The IT Introduction Subsidy 2025 is composed of multiple application categories, each with different objectives, to meet the diverse needs of business operators 2. Accurately understanding the characteristics of each category and selecting the one that best matches your company's challenges is the first step toward being selected.

Standard Category

This is the most basic category that broadly supports the improvement of corporate productivity. It covers IT tools that streamline a wide range of business processes, such as customer support and sales assistance, payment management, inventory management, accounting, and human resources/labor management 7. The subsidy amount is divided into two tiers based on the number of business processes covered by the introduced IT tools: for one or more processes, it ranges from 50,000 yen to less than 1.5 million yen, and for four or more processes, it ranges from 1.5 million yen to 4.5 million yen 3.

Invoice Category

This is an extremely important category established to strongly promote compliance with the invoice system that began in October 2023. This category is further subdivided into two types.

• Invoice Compliance Type: Subsidizes the introduction costs of software essential for invoice system compliance, such as accounting software, ordering/receiving software, and payment software 2. The biggest feature of this type is that it also covers the purchase costs of hardware necessary for using the software, such as PCs, tablets, POS registers, and ticket vending machines 4. Furthermore, for small-scale business operators, a very high subsidy rate of up to

  1. 4/5 (80%) is applied, making it a system design with high utility value, especially for small-scale business operators 3.

• Electronic Transaction Type: Supports invoice compliance in business-to-business (B2B) transactions. It specifically envisions cases where multiple companies in a trading relationship collaborate to introduce cloud-based ordering/receiving systems, with the goal of promoting the digitalization of the entire supply chain 2.

The structure of this Invoice Category, particularly the fact that the Invoice Compliance Type subsidizes software and hardware as a set and sets a high subsidy rate, clearly indicates the policy intent. This is evidence that the government recognizes the reality that many small and medium-sized enterprises, especially small-scale operators, lack not only accounting software but also the basic infrastructure itself, such as the PCs to run it and the POS registers to input data, when advancing digitalization. Therefore, this type serves not just as support for invoice compliance, but as a 'digital starter kit' that provides a complete set of foundations for participating in the digital economy at a low cost. For small shops and restaurants in Shibuya Ward, this is likely the most direct and powerful means to modernize their business.

Security Countermeasure Promotion Category

This category aims to protect small and medium-sized enterprises from the risks of cyberattacks, which have been increasing in recent years 2. It covers the usage fees for services listed in the 'Cybersecurity Helper Service List' published by the Information-technology Promotion Agency (IPA) 4. In the 2025 fiscal year version, the maximum subsidy amount has been increased to 1.5 million yen, enabling the introduction of more advanced security measures 5.

Multi-Company Collaboration IT Introduction Category

This category supports initiatives where, rather than a single company, local shopping districts, industry associations, or groups of companies forming a supply chain collaborate to introduce IT tools, aiming to improve productivity and achieve DX for the entire regional economy 2. It is intended for projects such as the joint introduction of consumer trend analysis systems, and its purpose is to address challenges that are difficult to solve through the efforts of individual companies alone 3.

1.3 Scope of Eligible and Ineligible Expenses

When applying for subsidies, accurately grasping the scope of eligible expenses is the foundation for appropriate business planning and budget formulation. If you mistakenly include ineligible expenses in your application, it may not only put you at a disadvantage during the screening process but could also complicate procedures after selection.

Main eligible expenses:

• Software purchase costs and cloud usage fees: Purchase costs for IT tools registered with the secretariat. For cloud services, usage fees for up to two years are eligible 4.

• Introduction-related costs: Costs for services necessary to implement and utilize IT tools in business, such as introduction consulting, setup, operation training, manual creation, and maintenance support. From fiscal year 2025, 'utilization support' to encourage post-introduction adoption is also included 4.

• Hardware purchase costs: Purchase costs for PCs, tablets, POS registers, ticket machines, etc., are eligible under specific categories such as the Invoice Category (Invoice-compliant type) and the Multi-Company Collaboration IT Introduction Category 5.

Main ineligible expenses:

• Expenses incurred before the grant decision: IT tools or services for which contracts, orders, or payments were made before the subsidy grant is officially decided are ineligible for any reason. This is the most important point to note 7.

• Application agency fees: Costs incurred when requesting support for subsidy applications from external consultants, etc. 7.

• General-purpose expenses: Expenses normally incurred in business operations, such as travel expenses, accommodation costs, communication costs, and office rent 7.

• Public taxes and dues: Consumption tax and local consumption tax 7.

• Used goods, rentals, and leased items: In principle, these are ineligible (with some exceptions) 7.

Table 1: Comparative Analysis of IT Introduction Subsidy 2025 Application Categories

Application Category Purpose Main Subsidized Expenses Subsidy Rate Subsidy AmountStandard CategoryBroad productivity improvements for companies, such as operational efficiency and sales growth. Software purchase costs, cloud usage fees (up to 2 years), and introduction-related costs. Within 1/2 *Within 2/3 for businesses near the minimum wage. 1 or more processes: 50,000 yen to less than 1.5 million yen. 4 or more processes: 1.5 million yen to 4.5 million yen.Invoice Category (Invoice Response Type)Response to the Invoice System and associated operational efficiency improvements. Accounting, ordering/receiving, and payment software, cloud usage fees, introduction-related costs, PCs/tablets, cash registers/ticket machines. Software: 3/4 for SMEs and 4/5 for small businesses for the portion up to 500,000 yen. 2/3 for the portion exceeding 500,000 yen. Hardware: Within 1/2. Software: Up to 3.5 million yen. PCs, etc.: Up to 100,000 yen. Cash registers, etc.: Up to 200,000 yen.Invoice Category (Electronic Transaction Type)Response to the Invoice System for B2B transactions (ordering/receiving). Cloud-based ordering/receiving software, cloud usage fees (up to 2 years). SMEs/small businesses: Within 2/3. Other businesses: Within 1/2. No lower limit to 3.5 million yen.Security Countermeasure Promotion CategoryStrengthening security against cyberattacks, etc. Usage fees for Cyber Security Help Squad services (up to 2 years). SMEs: Within 1/2. Small businesses: Within 2/3. 50,000 yen to 1.5 million yen.Multiple Company Collaboration IT Introduction CategoryProductivity improvement through IT introduction by multiple SMEs collaborating. Software purchase costs, cloud usage fees, hardware purchase costs, introduction-related costs, administrative/expert fees. 1/2 to 4/5 depending on expenses. Infrastructure introduction costs: Up to 30 million yen. Administrative expenses, etc.: Up to 2 million yen.

Source: Created based on 2

Chapter 2 Thorough Explanation of the Application Process: From Collaboration with IT Introduction Support Providers to Grant Approval

Unlike many other subsidies, the IT Introduction Subsidy is characterized by the fact that it cannot be completed by the business operator alone. Here, we provide a step-by-step explanation of practical procedures, from the prerequisites for application to choosing a partner that will determine the success or failure of the project, and finally to the procedures after grant approval.

2.1 Essential Prerequisites for Application: Building the Foundation for a Business Plan

Before starting the grant application, there are several mandatory procedures that all business operators must complete. These form the foundation of the application, and since the application process itself cannot begin without them, early action is required.

• Obtaining a gBizID Prime Account:

  1. gBizID is a common authentication system for corporations and sole proprietors that allows logging into multiple government services with a single ID and password 9. Among these, the 'gBizID Prime' account, which has the highest level of authority, is mandatory for the electronic application of the IT Introduction Subsidy 14. Obtaining an account requires mailing an application form attached with a seal registration certificate (for corporations) or a seal registration certificate (for sole proprietors), and it takes about one week for issuance 9. To avoid rushing near the deadline, you should proceed with the acquisition procedure as soon as you start considering the subsidy.

• Self-declaration of SECURITY ACTION:

  1. SECURITY ACTION is a system operated by the IPA where SMEs themselves declare their commitment to information security measures 9. Applicants for the IT Introduction Subsidy are required to self-declare either 'One-Star' or 'Two-Star' and obtain a declared account ID, not only for the Security Countermeasure Promotion Category but for all categories 2. The declaration procedure can be done online, but it usually takes 2-3 days for the ID to be issued, and it may take about a week during periods when applications are concentrated, so this also needs to be completed early 14.

• Conducting the Mira-Digi Management Check:

  1. Mira-Digi is an online tool provided by the Small and Medium Enterprise Agency to visualize management issues and the progress of digitalization. In the application process for the IT Introduction Subsidy, you may be required to conduct this 'Mira-Digi Management Check' 2. It is also an effective means to objectively grasp your company's management situation and clarify the purpose of introducing IT tools.

2.2 IT Introduction Support Provider: An Essential Partner for Application

The biggest feature in the application flow for the IT Introduction Subsidy is that the business operator wishing to receive the subsidy (subsidy business operator) must partner with an 'IT Introduction Support Provider' registered in advance with the secretariat to apply jointly 12. IT Introduction Support Providers are not just sellers of IT tools, but play the role of joint business operators who support the entire process from subsidy application to performance reporting.

• How to find an IT Introduction Support Provider:

  1. The most reliable way to find an IT Introduction Support Provider suitable for your company is to use the 'IT Introduction Support Provider/IT Tool Search' page on the official IT Introduction Subsidy website 16. This search function allows you to narrow down your search by conditions such as the name of the IT tool you want to introduce, the location of the provider (e.g., Tokyo), the supported industry, and the application category 16.

• Strategic Vendor Selection:

  1. Which IT introduction support vendor you partner with is the most critical decision, as it significantly influences the application's success rate and, by extension, the success of the project. When selecting a vendor, you are required to evaluate them comprehensively from the following three perspectives.

     1. Compatibility with IT Tools: Does the IT tool provided by the vendor fundamentally solve your company's management issues? If you have already decided on a specific tool, you will need to find a vendor that handles that tool 18.

     2. Track Record in Subsidy Applications: Does the vendor have extensive experience in supporting IT introduction subsidy applications and a high success rate? It is important to verify their past success stories and the number of projects supported 18.

     3. Quality of Support System: Do they provide consistent, polite, and prompt support, such as assistance with creating complex application documents, responding to inquiries from the secretariat, and supporting project performance reporting? Whether face-to-face meetings are possible can also be an important criterion for judgment 17.

The structure of this program effectively delegates part of the application process to private IT introduction support vendors. While this leads to greater efficiency in the review process for the government, it means that for small and medium-sized enterprises (SMEs) applying, the success or failure of the application depends heavily on the capabilities of the partner vendor. An excellent vendor becomes a true partner in navigating bureaucratic procedures smoothly, but partnering with an inexperienced vendor increases the risk of the application being rejected. Therefore, when interviewing potential vendors, businesses in Shibuya Ward should ask in-depth questions not only about software features and pricing, but also about the vendor's specialized knowledge of the IT introduction subsidy itself, their past adoption track record, and the specific details of their support.

2.3 Step-by-Step from Application to Subsidy Disbursement

The IT introduction subsidy process has a strict sequence and deadlines. It is essential to be fully aware that there is a clear distinction between what can and cannot be done, with the 'Grant Decision Date' serving as the dividing line.

1. Advance Preparation: Complete the acquisition of gBizID Prime and the declaration of SECURITY ACTION.

2. Partner Selection: Select an IT introduction support vendor and decide on the IT tools to be introduced. Formulate a business plan in collaboration with the vendor.

3. Grant Application: Receive an invitation to the 'Application My Page' from the IT introduction support vendor, enter the necessary information online, attach the required documents, and submit the application 14. Once submitted, in principle, it cannot be withdrawn or modified until the selection results are announced 13.

4. Review and Grant Decision: A review is conducted by the secretariat and an external review committee, and the acceptance or rejection is decided and notified in accordance with the pre-announced schedule 20.

5. Contracting, Ordering, and Payment for IT Tools: After receiving the grant decision notification, you can finally proceed with the contract, ordering, and payment for the IT tools. Expenses incurred before the grant decision date are all ineligible for the subsidy, so you must absolutely not 'jump the gun' 7. In principle, bank transfer is recommended for payment 9.

6. Introduction and Utilization of IT Tools: IT tools are delivered, and their introduction and utilization begin in accordance with the business plan.

7. Business Performance Report: Submit documents such as purchase orders, contracts, invoices, proof of payment (e.g., bank transfer statements) for the introduced IT tools, and screen captures showing that the tools have been introduced and are operational, via the 'Application My Page' 9.

8. Determination and Disbursement of Subsidy Amount: The secretariat reviews the business performance report, and the subsidy amount is finally determined. Subsequently, the subsidy is transferred to the bank account registered at the time of application.

9. Business Implementation Effect Report: There is a mandatory requirement to submit an 'Effect Report' for a certain period after the completion of the subsidized project (usually from the following fiscal year onwards), reporting on the extent to which the introduced IT tools contributed to productivity improvement 2.

2.4 Fiscal Year 2025 Public Offering Schedule and Deadlines

The IT Introduction Subsidy has multiple public offering deadlines throughout the year. Each round has set application deadlines, grant decision dates, and business performance report deadlines, making planned preparation essential 12. Since the schedule is updated on the official website as needed, it is necessary to always check for the latest information.

Table 2: IT Introduction Subsidy 2025 Public Offering Schedule (Example of Regular Framework)

Application Round Application Deadline Grant Decision Date Business Performance Report Deadline 1st Deadline May 12, 2025 (Mon) June 18, 2025 (Wed) December 26, 2025 (Fri) 2nd Deadline June 16, 2025 (Mon) July 24, 2025 (Thu) January 30, 2026 (Fri) 3rd Deadline July 18, 2025 (Fri) September 2, 2025 (Tue) February 27, 2026 (Fri) 4th Deadline August 20, 2025 (Wed) September 30, 2025 (Tue) March 31, 2026 (Tue) 5th Deadline September 22, 2025 (Mon) October 31, 2025 (Fri) April 30, 2026 (Thu) 6th Deadline October 31, 2025 (Fri) December 11, 2025 (Thu) May 29, 2026 (Fri) 7th Deadline December 2, 2025 (Tue) January 20, 2026 (Tue) July 31, 2026 (Fri)

Note: The above is an example of the published schedule. Please be sure to check the official IT Introduction Subsidy website for the latest and most accurate information.

Source: Created based on 20

Chapter 3: Analysis of Support Systems and Unique Programs in Tokyo and Shibuya Ward

While the national IT Introduction Subsidy is a uniform system nationwide, businesses based in Tokyo may be able to utilize additional support programs unique to Tokyo. This chapter clarifies the differences between the national system and Tokyo's system, and analyzes the role of Shibuya Ward as a community-based support hub.

3.1 Unique Digitalization Support Ecosystem Developed by Tokyo

The Tokyo Metropolitan Government and its affiliated organization, the Tokyo Metropolitan Small and Medium Enterprise Support Center, are deploying multiple unique digitalization support measures for small and medium-sized enterprises (SMEs) in Tokyo, separate from national systems. Since these differ from the national IT Introduction Subsidy in terms of funding sources and objectives, care must be taken not to confuse them.

• SME Digital Tool Introduction Promotion Support Project:

  1. This is the Tokyo version of the IT introduction support system, which subsidizes expenses for Tokyo-based SMEs and others when they introduce new digital tools 24. The maximum subsidy amount is 1 million yen, and the subsidy rate is

  2. within 1/2 for SMEs and within 2/3 for small-scale enterprises 24. A key feature is that eligible expenses include not only the purchase cost of the tool itself but also initial setup, customization, and operation/maintenance support costs for up to two years 24. Compared to the national IT Introduction Subsidy, while the maximum subsidy amount is lower, it has the potential to cover a wider range of support costs.

• DX Promotion Subsidy:

  1. This is a large-scale subsidy system aimed at companies that are not just introducing tools, but are aiming for more fundamental business model transformation 26. The maximum subsidy amount is a very high 30 million yen, supporting strategic investments that fundamentally strengthen a company's competitiveness, such as data infrastructure development and the introduction of cutting-edge technologies like AI and IoT 26.

  3. The most significant feature of this subsidy, and an important prerequisite for application, is that companies must participate in the "DX Promotion Support Project" conducted by the Center in advance, receive several months of hands-on support from expert advisors, and apply based on the business plan formulated as a result 26.

Comparing these national and Tokyo Metropolitan systems reveals that they are attempting to meet needs at different strategic levels. The national IT Introduction Subsidy is a "transactional" type of support that subsidizes the cost of purchasing ready-made "IT tools" to solve specific problems. On the other hand, the Tokyo Metropolitan DX Promotion Subsidy can be called "consulting-type" support, where companies work with experts to review their entire business process, formulate a made-to-order transformation plan, and receive financial support for its execution.

Businesses in Shibuya Ward first need to diagnose their own challenges. "Do I need tools to perform current tasks more efficiently?" (in which case the national IT Introduction Subsidy is suitable), or "Do I need to fundamentally transform the way I do business?" (in which case the Tokyo Metropolitan DX Promotion Subsidy comes into view). The answer to this question will serve as a guide for which system to utilize.

3.2 Shibuya Ward's Role as a Community-Based Guide

As a result of the investigation, it was confirmed that Shibuya Ward itself does not have its own IT introduction-related subsidy system that overlaps with the national IT Introduction Subsidy or Tokyo Metropolitan subsidies 24. Rather, Shibuya Ward's role is to function as a "navigator," providing consultation at the initial stage and connecting businesses to the appropriate contact points so that SMEs in the ward can smoothly access high-level national and Tokyo Metropolitan support systems.

• Commerce and Industry Consultation Desk:

  1. The Industry and Tourism Division of the Shibuya Ward Office has a Commerce and Industry Consultation Desk where experts such as Small and Medium Enterprise Management Consultants are stationed 28. Here, you can receive free advice on loan consultations and business improvement. Businesses considering applying for the IT Introduction Subsidy can first consult with this desk about their management issues and seek objective advice on whether IT introduction is truly the optimal solution and which subsidy system they should aim for 29.

  3. However, it is noted that this desk is strictly a place for management consultation and is not a service that handles the preparation of subsidy application documents or provides continuous support for detailed procedures 28. Its role is limited to indicating a strategic direction.

3.3 Support Functions of the Tokyo Chamber of Commerce and Industry, Shibuya Branch

In addition to the Shibuya Ward Office, the Tokyo Chamber of Commerce and Industry, Shibuya Branch, is also an important support hub for local SMEs 31. It provides a wide range of services to member companies, including general management consultations, financing support such as Marukei loans (small business management improvement funds), and the hosting of various seminars 33. In particular, it also conducts seminars and consultation sessions on IT utilization and DX promotion 34, making it highly valuable as a place for information gathering and networking within the local business community.

Table 3: Comparison of Major Digitalization Support Systems between the National and Tokyo Metropolitan Governments

Item IT Introduction Subsidy (National) SME Digital Tool Introduction Promotion Support Project (Tokyo) DX Promotion Grant (Tokyo)Purpose/FocusProductivity improvement through the introduction of specific IT tools Support for digital tool introduction and related support costs Business model transformation through DXGrant/Subsidy Upper LimitUp to 4.5 million yen Up to 1 million yen Up to 30 million yenMain Eligible ExpensesSoftware, cloud usage fees, some hardware Digital tool units, initial setup, customization, maintenance support fees Equipment/robot introduction costs, system construction costs, data analysis costs, etc.Application PrerequisitesJoint application with an IT introduction support provider None in particular (must meet the requirements of the public offering guidelines) Completion of accompanying support by a professional advisorStrategic Level Tactical(Tool Introduction)Tactical(Tool Introduction + Support)Strategic(Business Transformation)

Source: Created based on 2

Chapter 4: How to Consult with Experts and Information Gathering Channels

The application process for IT introduction subsidies and related grants is complex, and proper information gathering and consultation with experts are the keys to success. Here, we organize the main consultation counters available to businesses in Shibuya Ward according to their functions and purposes, and present specific ways to utilize them.

4.1 Official Help Desk: Inquiries regarding systems and procedures

• IT Introduction Subsidy Secretariat Call Center:

  1. This is the most accurate and official point of contact for obtaining information regarding the national IT Introduction Subsidy. They handle specific questions regarding the operation of the system, such as interpretation of the public offering guidelines, details of application requirements, and how to operate the electronic application system 2.

     • Contact Information:

       • Navi Dial: 0570-666-376

       • From IP phones, etc.: 050-3133-3272

     • Reception Hours: 9:30–17:30 (excluding weekends, holidays, and year-end/New Year holidays)

     • Usage Scenario: Use this when you need a clear answer based on regulations, such as "Does my company's capital/number of employees qualify for the application?" or "Is this expense included in the subsidy?" Strategic advice, such as business consultation or which IT tools to choose, is not provided.

4.2 Tokyo Metropolitan Government Free Strategic Advisory: Issue Organization and Direction Setting

• Digi-Navi Tokyo:

  1. A free digitalization consultation service provided by the Tokyo Metropolitan Government for small and medium-sized enterprises in Tokyo 35. The most significant feature of this service is that expert "navigators" provide individual consultations up to five times for free, supporting companies in solving their challenges 36.

     • Support Details:

       1. Hearing and Organizing Challenges: Experts interview companies to understand their current situation and identify management bottlenecks 36.

       2. Proposal of Digital Tools: Based on the organized challenges, experts propose specific IT tools and digitalization methods that lead to solutions 36.

       3. Guidance on Subsidies and Grants: Experts provide guidance on the most suitable public support systems, such as the national IT Introduction Subsidy and Tokyo Metropolitan Government grants, that can be used to introduce the proposed tools 36.

     • Official Website: https://tokyo-diginavi.metro.tokyo.lg.jp/ 24

Many small and medium-sized enterprises have a vague awareness that they "have some kind of problem," but are unable to identify the optimal IT tools or subsidies to solve it. IT introduction support providers specialize in selling their own products, and subsidy secretariats specialize in explaining the systems; thus, the function of providing strategic advice that "connects challenges to solutions" is often lacking.

"Digi-Navi Tokyo" is an extremely valuable public service designed precisely to bridge this gap. Without being swayed by the sales pitches of IT vendors, you can draw up a digitalization roadmap that is truly necessary for your company from the perspective of a neutral expert. For businesses in Shibuya Ward that do not know where to take the first step toward digitalization, this free consultation is arguably the most ideal starting point before considering a subsidy application.

4.3 Community-Based In-Person Support: Initial Stage Consultation

• Shibuya City Office Commerce and Industry Consultation Desk:

  1. As a local administrative agency, this is a consultation desk for initial management-related inquiries. Small and Medium Enterprise Management Consultants are available to provide advice on financing and business improvement 28. It is suitable for discussing the role of digitalization within your overall business management during the initial stages of considering IT implementation.

     • Contact: 03-3463-1762 28

     • Reservation: Advance reservation required (online reservation via Shibuya My Portal) 28

• The Tokyo Chamber of Commerce and Industry, Shibuya Branch:

  1. As a community for local businesses, it provides a wide range of management support services. It offers individual consultation sessions with experts (tax, legal, etc.) and holds seminars on IT utilization, which can be used as a venue for gathering information and building networks 33.

     • Contact: 03-3406-8141 33

     • Address: 7th Floor, Shibuya City Commerce and Industry Hall, 1-12-5 Shibuya, Shibuya-ku 31

Table 4: Consultation and Support Matrix for Small and Medium Enterprises in Shibuya City

Consultation Desk Operating Entity Main Services Best for When Contact InformationIT Introduction Subsidy Secretariat Call CenterNational (Small and Medium Enterprise Agency, SME Support Japan) Inquiries about system details, confirmation of application procedures. When you have specific questions about subsidy rules or application system operations. 0570-666-376DigiNavi TokyoTokyo Metropolitan Government Free management/DX consultation by experts (up to 5 times), proposals for tools and subsidies. When you are unsure where to start and want to begin by organizing management issues. Apply via the official websiteShibuya City Office Commerce and Industry Consultation DeskShibuya Ward Free management consultation by Small and Medium Enterprise Management Consultants (loans, management improvement). When you are in the initial stage of considering IT introduction and want to consult on general management. 03-3463-1762Tokyo Chamber of Commerce and Industry Shibuya BranchTokyo Chamber of Commerce and Industry General management consultation, loan support, expert consultation sessions, seminars. When you want to receive management advice while gaining local business information and networking. 03-3406-8141

Chapter 5 Analysis of Success Stories: Utilization Methods by Industry and Challenge

Understanding how the IT Introduction Subsidy is actually utilized and what kind of management results it leads to is extremely important for concretizing your company's introduction plan. In this chapter, based on publicly available cases, we will analyze patterns of problem-solving, assuming industries that are particularly common in Shibuya Ward.

5.1 Food & Beverage/Retail Industry: Challenges in Invoice Compliance, Labor Shortages, and Customer Management

• Management Challenges:

  1. In addition to the urgent issue of responding to the invoice system, there are issues such as inefficient manual order processing and accounting, chronic labor shortages, and lost opportunities for cultivating repeat customers due to insufficient management of customer information.

• Solutions and Utilized Frameworks:

  1. Introduce POS register systems compliant with the invoice system, accounting software, sales management systems with customer relationship management (CRM) functions, or self-ordering systems by utilizing the "Invoice Framework (Invoice Compliance Category)" or "Normal Framework." Since the Invoice Framework also covers hardware such as PCs and registers, it is an excellent opportunity to renew equipment.

• Introduction Effects:

  • Operational Efficiency and Cost Reduction: At one restaurant, the introduction of self-checkout registers and rapid freezers succeeded in reducing accounting errors by 90% and food waste by 40% 37. Also, at another restaurant, the introduction of a self-ordering system allowed them to reduce hall staff from 6 to 5, which led to the prospect of resuming lunch operations that had been suspended due to labor shortages 38.

  • Sales Improvement: At the aforementioned restaurant, the average customer spend also increased by 20% 37. Furthermore, by analyzing sales data collected by the POS system and improving the menu based on gender ratios and order counts per menu item, more profitable store operation became possible 38. There is also a case where the introduction of an online ordering system enabled 24-hour order acceptance, increasing sales by 1.5 times compared to the previous year 39.

  • Improved Customer Satisfaction: With the introduction of a CRM system, customer information is centrally managed, enabling personalized customer service based on past purchase history. There are reports that this has reduced customer response time and increased the repeat customer rate by approximately 30% 39.

5.2 Service Industry (Accommodation, Beauty, Medical, etc.): Efficiency in Reservation and Business Management

• Management Issues:

  1. Common issues include the risk of double-booking due to manual management of reservation information from phones and multiple booking sites, the enormous administrative burden of creating and storing handwritten customer charts or nursing care records, and gaps in information sharing among staff.

• Solutions and Categories Utilized:

  1. Introduce cloud-based reservation management systems that can centrally manage multiple booking sites, electronic medical record systems, and smartphone apps for home nursing care records under the "Regular Category."

• Implementation Effects:

  • Significant Reduction in Administrative Burden: At one nursing care facility, switching home nursing care records to a smartphone app eliminated the need for handwritten report creation. This significantly reduced end-of-month administrative work, allowing nursing staff to dedicate more time to their primary duty of interacting with users 38.

  • Improved Productivity and Service Quality: One lodging facility introduced a system that automatically imports online reservation data and partially automates room assignments. Compared to manual work, operational efficiency improved dramatically, and errors decreased. Staff can now check customer information on smartphones, allowing them to focus on higher-quality customer service 38.

  • Paperless Operations and Smoother Information Sharing: By digitizing records, the need for paper storage space is eliminated, and access to necessary information becomes faster. Using cloud services allows data to be checked and organized from outside the office, promoting real-time information sharing among staff 38.

5.3 Construction and Professional Services: Advancing Project Management and Information Sharing

• Management Issues:

  1. Issues include delays and discrepancies in information transmission between headquarters/offices and job sites, the complexity of version control for drawings and specifications, quality variations due to personalized work processes, and the difficulty of transferring technical skills from veterans to younger staff.

• Solutions and utilized categories:

  1. Introduce cloud-based project management tools that connect the field and the office, information sharing platforms, and customer relationship management (CRM) systems under the "Regular Category".

• Implementation effects:

  • Improvement in productivity and quality: Cases have been reported where personal errors related to billing operations decreased by approximately 20%, and a mobile phone retailer is expected to reduce inventory time by 50% after introducing a sales management system across all stores 37.

  • Technology transfer and information dissemination: A construction company built a system to effectively pass on veteran skills to young employees by sharing work videos captured with small cameras attached to helmets 41.

  • Speeding up customer response: As a result of a professional service firm introducing a CRM and centralizing customer information, response time to inquiries was reduced by approximately 40%, enabling the provision of more personalized services 39.

What these success stories have in common is not just the fact that IT tools were introduced, but the point that they concretely demonstrate which management issues were solved and to what extent. Rather than abstract expressions like "business efficiency improved," they are accompanied by clear, measurable results such as "reduced inventory costs by 20%" or "increased repeat customer rate by 30%" 39.

This provides important implications for the subsidy application stage as well. When creating a business plan, it is desirable to set the goals you want to achieve through the introduction of IT tools as specific and quantitative indicators (KPIs) as possible. For example, "reduce the time required for monthly closing by 20 hours through the introduction of accounting software" or "increase the number of inquiries from dormant customers by 15% annually through the introduction of a CRM." Such specific goal setting not only increases the persuasiveness of the application, but also facilitates post-implementation effect measurement and serves as a clear standard for objectively evaluating the success of the project.

Chapter 6 Strategic Utilization and Recommended Action Plan

How should small and medium-sized enterprises in Shibuya Ward strategically utilize the IT Introduction Subsidy and the support systems of Tokyo and Shibuya Ward that have been analyzed so far? In this chapter, we integrate the analysis results to date and propose them as a concrete action plan.

6.1 The strategy of "Subsidy Stacking": Combining national and metropolitan systems

The basic principle of utilizing public support systems is that "you cannot receive multiple public subsidies for the same subsidized expense" 42. In particular, the combined use of national subsidies with the same funding source is strictly restricted 44.

However, this does not mean that all subsidies cannot be used together. If the funding sources are different, such as a national subsidy and a local government grant, they can often be used together if the subsidized expenses are clearly distinguished 45. Applying this principle, an approach called "stacking," where one large business project is broken down into multiple small elements and the most suitable subsidy or grant is assigned to each element, is extremely effective 42.

[Example of stacking utilization scenario: When a retail store in Shibuya Ward launches an e-commerce site]

1. Phase 1: Infrastructure System Implementation

   • Utilization Program: IT Introduction Subsidy (National)

   • Eligible Expenses: Purchase costs for e-commerce site construction software, inventory management systems, and customer management systems. These are the 'IT tools' themselves, which form the core of the subsidy.

2. Phase 2: Implementation Support and Operational Structure Development

   • Utilization Program: SME Digital Tool Implementation Promotion Support Project (Tokyo Metropolitan Government)

   • Eligible Expenses: Initial setup costs for e-commerce sites, customization costs for data integration with existing systems, operation training costs for staff, and maintenance support costs for two years after implementation. These can be covered by the Tokyo Metropolitan Government's grant as 'related expenses for tool implementation'.

3. Phase 3: Market Development and Promotion

   • Applicable System: Small Business Sustainability Subsidy (National)

   • Eligible Expenses: Advertising costs for attracting customers to a newly established e-commerce site, consulting fees for SEO experts, and costs for creating and distributing promotional flyers. These are considered 'market development' initiatives and are eligible for a separate subsidy.

In this way, by breaking down a large-scale digitalization project into three distinct types of activities—'tool implementation,' 'implementation support,' and 'promotional activities'—and applying for the optimal public support for each, it becomes possible to significantly reduce out-of-pocket expenses and realize more ambitious projects. To succeed with this strategy, it is essential to keep contracts and invoices clearly separated and maintain strict accounting management to ensure that expenses for each project are not conflated.

6.2 A Framework for Selecting the Optimal IT Tool Based on Management Challenges

Utilizing subsidies is not an end in itself, but merely a means. The key to success lies in accurately identifying your company's management challenges and selecting the optimal IT tool to solve them. The following four-step framework will help with this.

1. Pain Point Identification:

   1. Specifically articulate one of the biggest bottlenecks or weaknesses in your business operations, such as 'invoicing takes too much time,' 'acquisition of new customers has plateaued,' or 'information sharing among staff is ineffective, leading to frequent errors.'

2. Desired Outcome Definition:

   1. Define the state in which the challenge is resolved using measurable terms. Set specific numerical targets (KPIs), such as 'reduce monthly invoicing time by 50%,' 'increase the number of inquiries via the website by 20% within six months,' or 'reduce rework caused by operational errors by 30% within three months.'

3. Tool Category Mapping:

   1. Consider what software functions are necessary to achieve the set goals. Connect challenges to tool categories, such as 'accounting software' for 'reducing invoicing time,' 'CRM (Customer Relationship Management) or MA (Marketing Automation) tools' for 'increasing inquiries,' or 'groupware or project management tools' for 'facilitating information sharing.'

4. Research and Selection of Specific Tools:

   1. Utilize the tool search function on the official IT Introduction Subsidy website to research specific products belonging to the mapped categories. Listen to multiple IT introduction support providers and, through demonstrations and other means, select the tool that best fits your company's workflow and has the highest potential to achieve your established KPIs.

6.3 Recommended Action Plan for SMEs in Shibuya Ward

Based on the analysis in this report, we propose the following concrete action plan for SMEs in Shibuya Ward to maximize their utilization of public support, including the IT Introduction Subsidy.

1. [Step 1] Self-Diagnosis:

   1. First, clarify what your company's most urgent issue is. Is it "daily operational efficiency," "compliance with the invoice system," "developing new customer segments," or "fundamental transformation of the business model"? This self-diagnosis is the starting point for all strategies.

2. [Step 2] Utilizing Strategic Advice (If Necessary):

   1. If the path forward is unclear, do not hesitate to book a free consultation with "Digi-Navi Tokyo." This is the most valuable step toward obtaining objective advice from neutral experts and finding the optimal direction for your company's digitalization.

3. [Step 3] Selecting the Main Support System:

   1. Based on your self-diagnosis and expert advice, decide which system to use as your primary pillar.

      • If the goal is to introduce a specific IT tool: Make the IT Introduction Subsidy (National) your main target.

      • If the goal is to promote DX for the entire business: Keep the DX Promotion Subsidy (Tokyo Metropolitan) in view and consider applying for the advisor support that serves as a prerequisite.

4. [Step 4] Immediate Start of Infrastructure Preparation:

   1. Regardless of which program you are targeting, obtaining a "gBizID Prime" account and making a **"SECURITY ACTION" self-declaration** are mandatory. Since these procedures take time, start them immediately in parallel with other preparations.

5. [Step 5] Start Collaboration with Partners:

   1. If you are aiming for the national IT Introduction Subsidy, begin interviews with multiple IT introduction support providers and select your partner. If you are aiming for the Tokyo Metropolitan Government's DX Promotion Grant, apply for the public corporation's advisor dispatch program and start receiving hands-on support from experts.

6. [Step 6] Formulation of Business Plan and Budget:

   1. Develop a concrete business plan together with your partner. If you are considering the aforementioned "subsidy stacking," create a detailed plan and budget proposal to ensure that the eligible expenses for each program do not overlap.

7. [Step 7] Application, Execution, and Reporting:

   1. Strictly adhere to the public offering schedule for each program and proceed with the application process. After the grant is approved, strictly follow the rule of only signing contracts and placing orders on or after the approval date. During the project implementation process, meticulously organize and store all contracts, invoices, payment vouchers, and other documents in preparation for the subsequent performance report.

Through this systematic approach, small and medium-sized enterprises in Shibuya Ward will be able to achieve sustainable business growth through digitalization by strategically combining public support, rather than just obtaining one-off subsidies.