From 'twice a week' to 'almost zero' trips to the government office. Real feedback from Suzuki Labor and Social Security Attorney Office, which upgraded to the Premium Plan following a merger.
Suzuki Labor and Social Security Attorney Office has been using 'Office Station Pro' since its founding in 2016 and upgraded to the Premium Plan following a merger last year. We asked the head of the office, Mr. Teruyuki Okuda, to speak candidly about everything from the background of the implementation to the reality after the merger.
Challenges before implementation, deciding factors, and results
[Challenges before implementation]
Existing systems could not adequately handle electronic applications
System integration and data migration were necessary due to the merger
Paper-based operations and trips to government offices remained, tying us to specific times and locations
[Deciding factors for implementation]
Initial and monthly costs that were easy to manage even right after opening
Cloud-based usability that is easy to use even for a one-person office
Comprehensive phone support and manuals
[Results of implementation]
Trips to government offices reduced from twice a week to almost zero
Application confirmation and approval possible even while on the go
Staff found the interface easy to get used to even after the merger, making the transition smooth
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'I can handle it even by myself'—The reason for choosing it right after opening
Mr. Okuda learned about 'Office Station Pro' a few months after opening his office. Although he initially considered using e-Gov, he felt it would be difficult to continue using it after trying it out, which led him to look for an alternative system.
'At the time, I was working in a space of about three tatami mats in my study, so a system that required me to host my own server was not realistic. It suited me because it was a format that was easy to manage even for one person.'
The core reasons for choosing this system were that the initial and monthly costs were manageable even for a firm just starting out, and that it is cloud-based, allowing it to be used from anywhere. Regarding usability, we highly valued the ability to input data naturally by scrolling vertically in a web browser and the ability to check information for multiple companies in parallel using multiple tabs. Upgrading from the Light Plan to the Standard Plan was also a natural progression in line with the increase in the number of clients.
A turning point through merger—scaling to 120 companies and transitioning to the Premium Plan
Following a firm merger about a year ago, the number of clients jumped to around 120. We decided to transition to the Premium Plan because the Standard Plan was no longer sufficient, and we also needed support for labor insurance associations and payroll calculation functions.
Before the merger, the Suzuki Labor and Social Security Attorney Office had been using a system developed by a local company for many years. While it was a system with a proven track record in the region, it had limitations in terms of ongoing support for future e-Gov specification changes. Mr. Okuda describes the transition not as 'switching to something more convenient,' but as 'a necessary change to ensure business continuity.'
The 'vertical scroll screen layout' that eased staff anxiety
After the merger, there was some anxiety about the system transition among staff who were accustomed to other systems. However, as we actually proceeded, we received feedback that the vertical scroll, easy-to-understand screen layout was more intuitive than expected.
“We held an explanatory meeting where we showed the screen from the start and explained, 'This is the flow of how we use it.' Even after we started using it, the chatbot and manuals are comprehensive, so it seems easy for them to look things up themselves. Furthermore, we can use phone support, so there was a sense of security in terms of adoption after the transition.”
Regarding data migration, the original system company cooperated, including on the infrastructure side, and we are proceeding with the migration using general data formats such as CSV. At this point, about two-thirds of the overall migration is complete, and about half of the payroll data has also been migrated.
How electronic applications changed the director's 'verification work' and 'burden of going out'
Even at this stage, while the transition is still underway, the changes in our operations are clear. Document submissions, which previously required trips to the government office about twice a week, have decreased to the point where we no longer need to go every week. We have reduced outings that took two to three hours each, and we feel a real reduction in mental burden, especially during busy periods.
On the staff side, the ease of use of the procedure alert and history functions has been well-received. They appreciate that procedure history, which was previously managed on paper, can now be checked immediately on the system. Regarding paperless operations, when we approached clients about PDF compatibility, it was accepted more readily than expected, and data exchange on the cloud is also increasing.
Providing functions to clients—expanding usage with the account issuance function
In addition to procedural work centered on electronic applications, we are utilizing the account issuance function for some clients. We are promoting the centralization of attendance, payroll, and My Number management, as well as web-based pay slips, which has led not only to efficiency for the firm but also to a reduction in the operational burden for our clients.
A message to firms anxious about transitioning
From a one-person practice in 2016 to growth to a 120-company scale through a merger, 'Office Station Pro' has continued to support Mr. Okuda's firm management by upgrading plans according to the needs of each stage. For firms that have not yet taken the step toward a system transition, this case study should serve as realistic material for making a decision.
*This article is based on an implementation case study interview posted on the official Office Station Pro website.
The information posted is current as of the time of the interview.
▼ You can download special materials detailing this case study, as well as product functions and pricing, from here.
▼ You can consult with us individually about the actual user experience and how to operate it at your firm!