This page explains the entire process for partners using Lansmart by SmartHR — from approving purchase orders with client companies to entering business reports and submitting invoices.
In Lansmart by SmartHR interface, features used in daily operations and settings adjustments are grouped in the left-hand menu.
Click this page to learn the flow from preparation of contracts to approval of invoices. *For more details on each feature, refer to this page.
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You can hide the sidebar by clicking the “Close” button.
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In Lansmart by SmartHR, the company creates a group and invites employees and partners there to manage contracts, purchase orders, and business reports and invoicing by linking them to the group.
Therefore, the company owner or group owner will send an invitation email to the group where the actual work will be performed. Please register your user account via the link in that email.
An invitation email with the subject line of “[Lansmart by SmartHR] You have been invited.” will be sent to you and click the URL in the text.
The user registration form page will appear. Since your email address will already be entered, set a password of your choice, check the box to “Agree to the terms of use, privacy policy, and provision of electronic records in subcontract transactions,” and click the “User Registration” button.
The message “A confirmation email has been sent” is displayed, and a confirmation email for your user registration is sent to your email address.
You will receive an email with the subject line “Please verify your email address.” Click the “Verify the email address” link in the email text.
A message of “Email address verification successful” will be displayed, and after 3 seconds, you will be redirected to the page to register your basic information.
After you are redirected to the page to register your basic information, fill in the required fields.
Enter your full name.
*The registered username will be shown on purchase orders and invoices.
Select whether you are an individual or a company.
If you have a qualified invoice issuer registration number, enter it. (Optional. you can complete registration without this number.)
Select the option for “Non-resident and providing services overseas.”
*The information can be updated later.
Enter your qualified invoice issuer registration number and click “Verify the number” on the right side.
The screen that will appear if the number you entered matches the National Tax Agency’s records,
The screen that will appear if the number you entered does not match the National Tax Agency’s records Even if you have not registered the number, you can still proceed with user registration.
Click the “Register” button at the bottom right to complete the registration.
Once the registration is complete, a message of “Basic information registration completed” will be displayed. After 3 seconds, you will be redirected to the business reports and invoices list.
Once the page switches to the business reports and invoices list, your account registration is complete. We recommend bookmarking the URL.
*Since the URLs of Lansmart by SmartHR vary depending on user companies, they will not show up in Google search results, etc. Please bookmark the URL and log in from there from now on.
Video with narration on how to approve a purchase order
How to confirm and approve a purchase order sent from the company (group) with which you have an outsourcing agreement is introduced here.
Type 1 of the purchase order screen
Once a purchase order is sent from the company, a notification will be displayed on the bell icon on the right of the name. Click the bell icon, and when the notification saying, “[Lansmart by SmartHR] Confirm the purchase order” appears, click it. After clicking, you will be redirected to the purchase order page.
Type 2 of the purchase order screen
Once click “Contracts and purchase orders” on the left-hand menu, a list of contracts created by the company will be displayed. A status of “Before the contract (waiting for approval of the purchase order)” is a purchase order that requires the partner’s approval. We will explain the case of approving a purchase order for the project surrounded by a blue frame here.
*If the status is “Purchase order not created” or “Purchase order not sent,” ask the company to create and send a purchase order.
*For details on the statuses displayed in the contract and purchase order list, please see [here].
Once you click on the project, you will be taken to the contract details screen, where the working conditions agreed upon with the company will be displayed on the left-hand side of the screen. (purchase orders are generated based on these conditions)
Click on a purchase order with a status of “Under review” displayed in the purchase order column.
Confirm the contents on the purchase order confirmation screen.
◎Check points
In the purchase order preview on the right-hand side, you can check the subject, contract type, scope of business, contract period, deliverables, location of the business and delivery, and payment deadline, all of which are listed in the upper left corner of the purchase order.
Order details (cost categories, unit prices, quantities, amount details)
If there are any attachments, click the “Attachment” tab on the preview screen on the right-hand side.
If the payment is made using a payment notice, it is stated in the remarks, so check the confirmation deadline (underlined in red).
“Unless you report any message on something incorrect within xx days after sending the payment notice, the payment has been accepted as stated.” A payment notice is a document issued by the company to its outsourcing partner.
Note that if, after the company has sent the payment notice, the partner does not contact the company by the deadline to inform the company of something incorrect, the partner will be assumed to have confirmed and approved the contents of the notice, and the status will automatically change to approved.
(If there is something incorrect in the payment notice and you would like to be returned, please notify us by the confirmation deadline.)
*If invoices are used for billing (if the partner issues invoices), the abovementioned text will not be included in the remarks.
For fixed monthly working conditions in a certain time range, confirm the “reference hours for the operating time range, excess billing amount, and deduction billing amount” in the remarks.
If the conditions for the first month and from the second month onward are the same
If the conditions for the first month and from the second month onward are different
Enter your transfer account number and qualified invoice issuer registration number (optional).
(If the transfer account number and qualified invoice issuer registration number have been registered in advance on the settings screen, the registered numbers will be reflected automatically.)
Transfer account number settings
Qualified invoice issuer registration number settings
*A qualified invoice issuer registration number is a number that must be included on qualified invoices. Since registration is optional, you can proceed to the next screen even if you have not registered the number.
Enter your address and phone number and click the “Save” button. (If your address and phone number have already been registered in the settings screen, they will be reflected automatically.)
The information entered will also appear in the “Order Confirmation” group on the right-hand side of the screen.
*Make sure to click the “Save” button. If you do not click the “Save” button, the “Approve” button will remain disabled.
*Refer to the video below for instructions on how to register your address and phone number in the settings screen.
If you enter your information on the purchase order confirmation screen and check the ☑ box labeled “Use this basic information from the next time onward,” the information will be reflected in the settings screen.
On the purchase order confirmation screen, click the “Approve” button.
*If the bank account has not been registered and the basic information for the order confirmation has not been entered and saved, the “Approve” button will remain disabled.
The confirmation message saying, “Are you sure to conduct approval?” will be shown, and then click “Enter” button.
The screen on purchase order list appears, and the status will change to “Approved.” Then, the purchase order has been approved.
Purchase orders can be approved until the final date of the contract (until 23:59 on the contract end date).
Purchase orders whose contract period has already expired cannot be approved.
(Since it is a prerequisite for the partner to perform the work only after approving the purchase order, the purchase order must be approved by the contract end date.)
Once the company sends a purchase order, confirm it as soon as possible.
発注書の全ての履歴(送信・承認・否認)を確認する (改正電子帳簿保存法適応)
This group explains how to return a purchase order if there is something incorrect or missing information in the order sent from the company (or group) with which you have an outsourcing agreement.
Click the “Return” button on the purchase order confirmation screen.
* If the bank account registration or the entry and saving of the basic information for the order confirmation has not been completed, the “Approve” button will be disabled.
Enter the reason to return the purchase order in the form and click the “Return” button.
On the screen on purchase order list, the status will change to “Returned.” Then, the return process has been completed. Wait for the company owner or group owner to send back a revised purchase order.
発注書の全ての履歴(送信・承認・否認)を確認する (改正電子帳簿保存法適応)
Video with audio guidance on how to register the business
https://app.quden.io/videos?videoId=62625806b605da002a3d49a4
Once the purchase order has been approved, business registration can be conducted using Lansmart by SmartHR.
Based on the data on the business registration, a business report and invoice will be prepared automatically.
Click “Business report” in the “Business Report & Invoicing” listed on the left-hand menu.
*Make sure to confirm “Working Month” and “Project Name” on the business you want to register before clicking. (With no business registration, the initial status will appear as “No work recorded.”)
*For more details about the status labels shown in the list, click here.
*The partners on fixed monthly contracts can prepare invoices even without business registration.
If no work is recorded, the business report will not include any details of the work performed. Since some companies may require you to register your business details, confirm with the company whether business registration is required.
Click the “+” button on the right-hand side of the business report screen to register the business.
The business registration form will appear. Enter the cost categories, work dates, work hours (or quantities), and business details, then click the “Register business” button.
There are different types of business registration forms for partners, depending on the business type associated with the cost category:
①Hourly wage: Enter the work date and work hours.
②Quantity: Enter the work date and quantity.
③Fixed monthly rate: Enter the work date and work hours.
*For the business that does not require time entry, such as client referrals, you can skip entering work hours even for fixed monthly rate cost categories to register the business. In that case, check the box labeled “Skip registration of work hours.”
For more details, refer to this help page.
Please enter all numbers using half-width characters.
Input the start time, end time, and break time directly using the number keys.
(Ex.: For 10:00, enter 1000. For 13:25, enter 1325. For 8:20, enter 820 or 0820.
Since the colons (“:”) are inserted automatically, enter only the numbers in half-width format.)
You can enter up to 1,000 characters in the business details field.
If entries are made for the same date and time slot, an error will be displayed, and the registration will not be saved.
The content you registered and the estimated invoice amount will be displayed on the business report screen. Please register your business on this page each time you have work activity.
In the case of a quasi-assignment contract, partners can export the content of business registration in CSV format.
For more details, please click this page.
*CSV exports are not available for work contracts (deliverable base).
Video with audio guidance on how to prepare and send invoices
https://app.quden.io/videos?videoId=62aab4d008f79100291f5e97
Based on the data entered through business registration, a business report and invoice will be prepared.
In Lansmart by SmartHR, business reports and invoices are automatically prepared from the business registration submitted by partners. This significantly reduces the time and effort required for partners to prepare business reports and invoices. (Patent acquired)
Click “Business Report” on the left-hand menu, then select the project with the “In Progress” status on the list.
※*Make sure to confirm “Working Month” and “Project Name” on the business you want to register before clicking.
(With no business registration, the initial status will appear as “No work recorded.” So, please start with business registration.)
*The partners on fixed monthly contracts can prepare invoices even without business registration.
If no work is recorded, the business report will not include any details of the work performed.
Since some companies may require you to register your business details, confirm with the company whether business registration is required.
On the business report screen, click the “Create Invoice” button. (If you have additional business to register, please follow this procedure.)
On the screen to edit invoices, the business report and invoice are automatically prepared based on the data already entered through business registration.
If you need to add any items that were not entered during the business registration, you can adjust the amount by clicking the “Add item” button (see below for details).
ou will be required to specify whether withholding tax and consumption tax apply, whether to add expense or transportation costs, upload receipts, and enter your bank account information.
Withholding tax
*If you selected “corporation” as the user type during user registration: Withholding income tax does not apply. Therefore, the checkbox (☑) to enable withholding tax will not be displayed on the invoice/payment notification preparation screen.
*If you selected “individual” as your user type during user registration:
If you select “Valid” for withholding tax, you will be required to specify whether consumption tax should be included in the withholding tax calculation. Please select either option.
For more details on how consumption tax is handled in withholding tax, click this page.
If you select “Invalid” for withholding tax, the option to include or exclude consumption tax in the withholding tax calculation will not be displayed.
If you select “Valid” for withholding tax, check the invoice preview screen on the right-hand side to ensure that the withholding income tax is displayed.
*If you select “Valid” for withholding tax, specify whether consumption tax is included in or excluded from the withholding amount.
If you select “Consumption tax is excluded from the withholding amount,” you will then need to choose whether to consider the excluded consumption tax as an advance payment or treat it as part of the breakdown of compensation.
Once an invoice has been created and approved, your selected withholding tax settings will be automatically carried over to your next invoice or payment notification.
For the consumption tax setting, the checkbox for “Valid” is selected by default.
If you have registered as “Applicable” under “Non-resident and providing services overseas,” the checkbox for “Valid” for the consumption tax setting will be automatically deselected, and tax will not be applied.
Make sure that the consumption tax amount shows as 0 yen in the invoice preview on the right-hand side.
*If you fall under the category of “Non-resident and providing services overseas,” go to “Settings” → “Account Settings” in the left-hand menu and set the “Non-resident and providing services overseas” option to “Applicable.”
If you have any reimbursable expenses or transportation expenses under 30,000 yen, enter them separately. For more details, click here.
If you have a report to submit, upload it in the “Upload Report” group.
Accepted file formats: jpeg, png, PDF, Excel
If you have any other files to attach, upload them in the “Upload Other Attachments” group.
Accepted file formats: jpeg, png, PDF, Excel
The name, address, phone number, registration number, and bank account details in the basic information group will be automatically filled in based on the information registered on the settings screen.
If these details are not yet registered on the settings screen, you can enter them on the invoice preparation screen and check the box labeled “Use this information from the next time onward” to save the information to your settings. It will then be auto filled from next time onward.
To update this information, you can edit it either on the settings screen or on the invoice preparation screen.
Use half-width characters when entering numbers.
The remarks group allows up to 2,000 characters.
*If the number of lines or characters is large, only the remarks group may be displayed on the second page.
Entry of bank account information
For domestic bank accounts in Japan: Bank name and branch name must be selected from a dropdown menu. (Free text input is not allowed.)
For overseas accounts: Bank name and branch name can be entered freely as text.
●Domestic bank accounts in Japan
●Overseas accounts
*Note that an error will occur if the payment due date is set to a past date.
After completing the input, click the “Save” button at the bottom of the form, then click the “Submit Invoice” button.
You will be taken to a confirmation screen with the message saying, “Are you sure you want to submit with this information?” Then, click the “Submit” button.
Make sure that the month of the invoice you are submitting is correct. Then, click the “Submit” button again.
Once you click the “Submit” button, the status in both the “Business Report / Invoice List” and the “Business Report” screens will automatically change to “Invoice Under Review.”
This completes the invoice submission. Wait for your approval.