By the HalfKey team
Tokyo apartment paperwork your employer can use
Company-paid accommodation needs the right documents as well as a suitable apartment. Confirm the contracting and paying parties early, separate the refundable deposit from expenses, and ask finance what it needs before the first invoice is issued.
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Ask your finance team what paperwork it needs before paying for a Tokyo apartment. Send those requirements to the rental company with your dates and unit reference, so the quote, agreement and invoice describe the same arrangement.
Start with who will book and pay. Your employer may sign and pay directly, or you may book personally and claim the cost back. Tell finance which arrangement you plan to use so it can confirm the documents you'll need.
Two documents, two jobs
A 請求書 (seikyūsho) is an invoice requesting payment. A 領収書 (ryōshūsho) is a receipt recording payment received. Ask finance whether it needs one or both, together with the agreement, proof of payment and any booking confirmation.
Get the employer's required legal name, billing address, finance contact and any order number or department code that finance needs on the invoice. Include Japanese details if the employer uses them, but don't invent a translated corporate name just to fill a field.
Agree the payer too. If you will pay from a personal account for a company booking, tell both parties before doing so and ask how the paperwork should record it accurately.
Qualified invoices need a separate check
Japan's qualified-invoice system has specific requirements. The NTA's invoice guidance lists details including the issuer's registration number, transaction information, tax breakdown and recipient business name for an ordinary qualified invoice. Let finance determine which documents and tax treatment are appropriate for this booking.
Don't assume the entire apartment bill carries consumption tax. The NTA's rent and deposit guidance distinguishes qualifying residential rent and refundable deposits from taxable transactions. Accommodation and additional services can need different treatment, so ask for the lines to be shown separately.
If finance needs an issuer's registration checked, use the NTA's public register and report any discrepancy before payment. A missing number is a question for finance and the company, not proof that every charge is invalid.
Keep the deposit outside the expense total
Take an illustrative three-month booking at ¥180,000 per month, a ¥30,000 clean and a ¥180,000 refundable deposit. If all three months and the fees are due upfront, the first payment would be ¥750,000. The rent and cleaning total ¥570,000; the remaining ¥180,000 is held subject to the deposit terms.
That difference matters if you are advancing the money personally. Ask whether your employer will advance or reimburse the deposit, who receives the refund and how deductions will be handled. If you pay the deposit but your employer receives the refund, agree how your employer will pay you back.
Suppose you pay the ¥750,000 yourself, finance reimburses the ¥570,000 rent and cleaning, and the deposit later comes back in full without a transfer fee:
| Where the ¥180,000 deposit refund goes | What you have received in total | What still needs arranging |
|---|---|---|
| Back to you | ¥750,000 | Nothing further for this example |
| To your employer | ¥570,000 | Employer pays you the remaining ¥180,000 |
If the refund goes to your employer, you still need the remaining ¥180,000 paid back to you. If your employer advances the whole ¥750,000 instead, the refund may belong with it. Agree that arrangement before paying.
Record the expected refund timing and fees too. Our deposit guide covers the questions to settle with the rental company.
What each line is doing on the invoice
| Line | What finance should be able to identify |
|---|---|
| Rent | Unit, covered dates, amount and applicable treatment |
| Departure cleaning | Scope, timing and whether already paid |
| Utilities | Included services, fixed charge or usage calculation |
| Refundable deposit | Holder, permitted deductions and refund recipient |
| Setup or booking fees | Purpose, amount and cancellation treatment |
| Optional services | Approval and the person responsible for paying |
If your employer approves accommodation one month at a time, ask whether the company can invoice that way and what commitment the lease still requires. Monthly invoices don't necessarily mean you can cancel monthly. Check the early-exit terms before agreeing to a longer stay.
The email to send before you confirm
Hello, my employer is funding [unit] for [dates]. [Name] will sign the agreement and [name] will pay. Please confirm whether you can issue the documents our finance team requires, using [billing name, address and reference]. Please show the refundable deposit separately, confirm the payment schedule and tax breakdown, and tell us who receives any deposit refund. Our finance contact is [address].
Attach the employer's requirements if they are more detailed. Ask for a draft invoice when the format needs approval, then have finance check it before the payment deadline.
If you have already paid
Send finance the agreement, invoice, receipt and payment record. Explain any name mismatch and ask what correction or supplementary evidence it needs. Then ask the rental company for an accurate correction through its normal process; don't request a second receipt that misrepresents who paid.
Keep the final version and any correction record together. At checkout, check that the deposit refund and final utility charges match your booking records.