As a construction firm with 38 offices across Thailand, Thai Takenaka faces the significant challenge of organising, systematising, and monitoring documentation. In a country where over 90% of invoices are reportedly still exchanged on paper, the company has had to process over 2,000 physical invoices each month, straining both its field and accounting teams.
“The manual invoicing system made it difficult for the head office to monitor on-site transactions, which translated to potential delays in payments and monthly account closures, especially when incomplete documents were discovered near the closing date,” noted Yutaka Kajikawa, Group Leader, General Affairs & Personnel Group, Finance/Accounting, HR & Administration International Division, Thai Takenaka International Ltd.
Although e-invoicing is not yet a legal requirement in Thailand, the government has been actively encouraging its adoption in line with the ‘Thailand 4.0’ policy. This initiative aims to transform the country into a fully digital economy by 2032.
Digital blueprint
Prior to digitalisation, it took approximately 20 minutes for a Thai Takenaka employee to process a single manual invoice — a considerable amount of time given the modern pace of business. Moreover, there was always the risk of payment delays if an invoice was flagged as incomplete, especially when near the monthly closure period.
Recognising the inefficiencies, Thai Takenaka sought a solution that would allow it to digitise its invoicing processes and selected Sansan’s Bill One platform to manage the transition from paper-based to electronic invoicing.
However, the shift from manual to digital was not without its challenges. Edward Senju, Sansan’s Regional CEO, explained that moving Thai Takenaka’s processes to Bill One required careful mapping of diverse data structures to align with the new system.
“Invoice formats varied across suppliers, and aligning this data with Bill One’s structured format needed thorough customisation. The implementation started with a pilot testing phase, which allowed Thai Takenaka to identify and address any bottlenecks before proceeding with a full-scale rollout. This approach minimised risks and enabled real-time adjustments, ensuring a smoother transition,” Senju said.
During that same period, Sansan provided extensive training and early-stage support to ensure that Thai Takenaka’s employees — especially those used to manual processes — were well prepared for the switch. This support was crucial in helping staff resolve issues quickly and become comfortable with the new workflow.
Process overhaul
Upon adopting Sansan’s Bill One platform, Thai Takenaka quickly saw its invoice processing time cut by more than half — from 20 minutes down to just eight.
“We save approximately 4,800 work hours annually, because the system allows for faster monthly account closures by enabling the real-time circulation and confirmation of invoices,” Kajikawa said.
Likewise, Bill One also improved THAI TAKENAKA’s corporate governance by allowing for the early detection of incomplete invoices, thereby reducing the risk of delayed payments.
“The shift from a paper-based to a cloud-based, centralised system improved coordination among accounting staff, leading to increased productivity,” Kajikawa added.
Working with Thai Takenaka reinforced Sansan’s belief that a one-size-fits-all solution does not exist, as each company has unique workflows and compliance needs. Thus, flexibility, customisation, and continuous collaboration with clients are essential to overcoming challenges in platform integration.
“Digital invoicing solutions help mitigate errors and delays, improving project management and operational efficiency. This is especially crucial in sectors like construction, where projects are large-scale, involve numerous stakeholders, and often extend over long durations,” Senju remarked.
Additionally, digital invoicing can be easily audited, because every step of the transaction can be tracked. As a result, payments can be verified more easily, ensuring stronger corporate governance practices, he continued.
“Manual invoice management can be cumbersome and time-consuming, leading to delays in project timelines. Automating finance and invoice workflows with solutions like Bill One reduces administrative burdens, accelerates approvals, and ensures timely payments, enabling companies to focus on core operations while enhancing project timelines,” Senju asserted.
Industry growth
The construction industry is primed for significant growth, with technology enabling more efficient business practices. AI and machine learning, for example, are set to transform invoice processing by automating tasks such as identifying cost overruns, managing supplier relationships, and providing budget insights. These advancements will reduce manual intervention and accelerate decision-making, Senju noted.
Moreover, automation will enhance transparency and accountability in the construction sector — values that are particularly beneficial for publicly funded projects.
“Cloud-based solutions, which have become essential for remote workflows, enable construction firms to centralise invoicing and financial processes, providing teams with real-time access to critical data,” Senju added.
As for Thai Takenaka, there is no going back to the old ways of doing business.
“Thai Takenaka aims to utilise the time saved by Bill One to evolve its accounting team into a strategic business partner of the company’s board members. The goal is for accountants to collect and analyse financial data more efficiently, providing insights to support management in making quick and precise decisions,” Kajikawa concluded.
