Company Setup

QCIC helps entrepreneurs and international companies’ setup their operations in Japan. Prior to deciding how to set up, our team would provide initial consultation at no cost to explain the types and differences among company structures and provide unbiased advice on the best form that meets the client’s unique circumstances. Once the decision is made to have a branch office, a representative office, or a full company setup, our team and partners would guide you through the entire process until you have a functioning office in Japan. This can be achieved in as little as three weeks.

Services in the process of setting up include nominee address, nominee Representative Director, phone answering service and bank account opening support.

Once a company has been established, we are able to help with various compliance matters in the areas of tax, accounting, and payroll. In addition, we are able to support general operations as well as legal related changes or updates required on the business certificate. Companies using our bookkeeping service can be assured that all accounting documents would be stored for a duration of 10 years for tax purposes, as stipulated by law.  This continuity of document retention with us ensures that as your business grows, compliance with the Japan Commercial Code would never be in doubt.

Company and branch formation

Entities business in Japan

There are four basic kinds of entities businesses can choose to register in Japan; Kabushiki Kaisha (KK), Godo Kaisha (GK), Branch Office and Limited Liability Partnership. Once, the entity type has been decided, the company name should be defined. This can be in either Japanese or English alphabet. The company objectives must also be defined in the Articles of Incorporation (AOI) and companies are only allowed to trade in the areas as registered.

QCIC Consulting is able to work with you to ensure you establish your presence in Japan using the correct legal vehicle based on your needs. Having said that, a Kabushiki Kaisha (KK) is the most common form of company structure and is well received by both clients and vendors alike. As all submissions for creating your business in Japan are required to be in Japanese, we make sure you understand each step of the establishment process by working with you in English. Once finalized, we translate the documents for filing into Japanese and make available copies of establishment documentation to you.

All companies require a local resident; regardless of nationality, to be the Representative Director. It is now possible for companies to be represented by a non-resident person but for practical purposes, it is advisable to have a resident in Japan represent the company for a few months during and after incorporation. For companies without anyone in Japan, we can assist you to overcome this hurdle through our nominee services. The Representative Director is required to have his personal inkan to create the company. Once the company is created, the company has a stamp made and this can be used for all official purposes. Some companies get an additional “bank” stamp and a square stamp for stamping invoices or receipts. These stamps are valuable and should be kept very safe as their usage is not usually accompanied by a user’s personal ID.

QCIC can keep these valuables on behalf of clients that do not have anyone on the ground or perhaps for some reasons, would want these to be kept safely by us.

Nominee office address/director services

QCIC also offers nominee director and country representative services that enable you to use one of our key personnel to fulfill your leadership roles in Japan until you can find suitable full-time candidates to assume those roles. Our nominee Director services are utilized by international companies in Japan that have yet to decide on a country manager but need to hire sales and sales support to be operational in Japan.

We can also provide you with a virtual business address whilst you register the company in Japan and before you decide on a permanent office location to save you costs and time.

QCIC also offers nominee director and country representative services that enables you to use one of our key personnel to fulfill your leadership roles in Japan until you can find suitable full-time candidates to assume those roles.

Our nominee Director services are utilized by international companies in Japan that have yet to decide on a country manager but need to hire sales and sales support to be operational in Japan.

We can also provide you with a virtual business address whilst you register the company in Japan and before you decide on a permanent office location to save you costs and time.

Modification of the corporate register

When a company in Japan changes any official information contained in its Articles of Incorporation as reflected on the corporate register, such a change is required to be filed with the Legal Affairs Bureau.

Our legal affairs team can help you with getting the correct documentation approved and submitted. Company name, financial year-end, stated business objectives, directors and representative directors, articles related to the corporate processes of the company and the address of the company are examples of information that must be filed immediately to the Legal Affairs Bureau when any change occurs.

We can maintain and support your corporate register in relation to shareholders register as well. Whilst this is an internal document for unlisted companies, it is still required to be maintained in good order. The shareholders’ register should record any additions, deletions, or additional shares issued over the life of the company. For additional capital raised by the company, we can help you with the filing and payments.

Company Secretarial Services

QCIC’s company secretarial services allow you to free up company resources and focus on your business goals in Japan. For SME’s we can act as the retainer and filer of all regulatory obligations throughout the year. For global companies, we are able to work with your regional or global Headquarters and ensure your processes are replicated here in Japan, ensuring uniform global compliance.

We can:
•   Draft yearly board resolutions
•   Record minutes of director meetings
•   Ensure filing of corporate changes, including change of address and changes to directors
•   Process requests for up-to-date company registration certificates for company contracts and regulatory filings.

Our team is happy to liaise and track corporate tasks for your subsidiary here in Japan and ensure that requisite documentation is maintained and easily accessible.

For companies facing SOX or JSOX compliance we are able to support your legal requirements and obligations here in Japan

Banking Services

QCIC provides banking services to many of our clients here in Japan, from opening a corporate bank account to statement processing and bank payments.

We have a secure and reliable payment processing and approval systems that can be tailored to meet compliance requirements for companies, that want support with making payments in Japan. As bank accounts use hanko (company stamp/chop) to operate, we can hold these important seals safely and allow usage only when authorized. We can arrange for monthly statements from the branch office of the bank for companies that require more than a bank book confirmation of the balance.

License applications

QCIC helps companies to file business license applications through our network of authorized specialists. Broadly speaking, aside from general laws governing companies, there are legal restrictions and requirements for each industry in Japan. Depending on the industry, there may be license requirements to operate a particular business. We are happy to advise you on what type of license you require, to ensure you don’t run afoul of any laws and regulations that can be costly to your business operations. 

Companies importing products and services into Japan should check into the licensing and customs requirements before beginning the process of importing. Japanese Customs is clear in its objectives of controlling products into Japan and without the requisite documentation, goods can be held at the port waiting for the correct documentation to be presented or taxes to be paid before being released. 

For companies focused on exports that fall under restricted products, our team can help with filling out the requisite application form and supporting documents-contracts, technical documents, profile of buyers, end-user certificates and other supplementary papers that may be required by the Ministry of Economy, Trade and Industry (METI).

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