Japan's qualified invoice system requires T-number and Consumption Tax detail. Everhour turns approved billable work into invoices.
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A Japan-ready invoice gives the buyer enough detail to approve payment and, where applicable, support Consumption Tax purchase tax credits. The qualified invoice system began on October 1, 2023. In principle, buyers need qualifying ledgers and qualified invoices issued by registered qualified invoice issuers to take those credits.
The practical goal is a clean document with the registered issuer, transaction date, line details, tax-rate totals, Consumption Tax amounts in Japanese yen, and the recipient business operator's name. A sequential invoice number can help internal filing, but the NTA's six described items do not list it as a required qualified invoice field.
Japan uses Consumption Tax and Local Consumption Tax, not VAT or sales tax. The total Consumption Tax rate is 10% at the standard rate and 8% for reduced-rate items such as food and drink excluding alcohol and dining out, plus certain subscription newspapers. Put the rate on the taxable line or summary so the buyer can see which total belongs to each rate.
A full qualified invoice must show the issuer's name and registration number, transaction date, transaction details including reduced-rate indication where applicable, total purchase amount by tax rate and applicable tax rate, Consumption Tax amount by tax rate in Japanese yen, and the recipient business operator's name. The registration number uses the format T plus 13 digits.
A business generally becomes a taxable person for Consumption Tax if taxable sales in the base period exceed ¥10 million. Businesses at or below ¥10 million are generally exempt unless another taxable-person rule applies. If you are registered as a qualified invoice issuer, the T-number belongs near the seller details because it drives the buyer's tax-credit review.
Retail, restaurant, taxi, and similar businesses that sell to many unspecified customers may issue a simplified qualified invoice instead of a full qualified invoice. That format does not require the buyer's name. For B2B services, project work, consulting, and subcontracted deliverables, a full buyer-named invoice is usually the cleaner document for approval and records.
A one-off template works for a single invoice, a new client, or a quick correction where you already know the billable lines, tax treatment, and payment terms. It also helps you keep Japan-specific fields visible, including the T-number, Consumption Tax amounts in Japanese yen, and the correct tax-rate split.
A managed workflow matters once tracked time, expenses, approvals, and recurring clients feed invoices every month. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates while excluding non-billable work, supports client defaults and invoice customization, and exports invoices to QuickBooks Online, Xero, or FreshBooks.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A Japan invoice uses Consumption Tax and Local Consumption Tax. The standard total rate is 10%, and the reduced total rate is 8% for limited categories such as food and drink excluding alcohol and dining out, plus certain subscription newspapers. Use the correct label on the invoice because Japan does not use VAT or sales tax terminology.
A qualified invoice must show the issuer's name and registration number, transaction date, transaction details with reduced-rate indication where applicable, total purchase amount by tax rate and applicable tax rate, Consumption Tax amount by tax rate in Japanese yen, and the recipient business operator's name. The issuer registration number is the tax-critical identifier.
The NTA's six described items for a Japanese qualified invoice do not include a sequential invoice number. Many businesses still use invoice numbers for internal control, payment matching, and audit trails. The required qualified invoice identifier is the registered issuer's number, formatted as T plus 13 digits.
A simplified qualified invoice can omit the buyer's name when the seller handles transactions with many unspecified people, such as retail, restaurant, and taxi businesses. B2B service providers usually should include the buyer business operator's name because the full qualified invoice format gives the client clearer tax and approval records.
For transactions covered by Japan's Subcontract Act, the payment date for subcontract proceeds must be set within 60 days from receipt of the work or provision of the service and within as short a period as possible. Contract terms, buyer policy, and coverage under the Act determine the final due date.
Everhour Billing & Invoicing lets you select uninvoiced time and expenses, preview the breakdown, and generate an invoice from billable rates while excluding non-billable tasks. Client records can store contacts, taxes, discounts, and payment terms that become invoice defaults.
Everhour can export invoices to QuickBooks Online, Xero, or FreshBooks, where they are copied as drafts and managed in the accounting tool. Invoice status, number, issue date, and amount sync back to Everhour so billing reports stay connected to the accounting handoff.
Track approved time, expenses, rates, and client defaults in Everhour, then generate invoices and export them to accounting tools with invoice status visible in Everhour.
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