【Chapter 5】From instability to smooth operations – 6 real case studies from Japanese companies in Vietnam

Date: 2025.07.10

In a dynamic market like Vietnam, many Japanese businesses—whether startups, small branches, or companies with hundreds of employees—struggle to manage their HR and administrative operations.

Common challenges include:

・Unstable staffing and sudden employee resignations
・Frequent errors in insurance declarations, contracts, and tax filings
・Departments handling paperwork independently with no centralized oversight

❗ However, once they outsourced their back-office services, everything changed.

The 6 case studies below demonstrate that outsourcing back-office tasks is not just a “temporary fix,” but a strategic lever that helps businesses:

・Run operations more smoothly
・Reduce costs and risks
・Increase internal professionalism

🏢 Case Study 1: Japanese company establishing a new branch in Vietnam – Setting up administrative systems from zero

📌 Challenges before outsourcing:

Newly established company with no administrative-HR processes.

Japanese leadership unfamiliar with Vietnamese laws and regulations.

✅ Solution:

Help All supported building the entire process from scratch:

Set up company documentation, labor contract systems, internal processes.

Review the contract, acceptance report, and VAT invoice are aligned with the permitted business scope and issued on time.

🌟 Results:

Stable operations from the first month.

Minimize legal risks and providing consistent support across HR, general affairs, and bookkeeping, while building a unified management system.

Japanese-Vietnamese teams coordinating smoothly thanks to clear bilingual systems.

🏭 Case Study 2: IT company in Vietnam with Japanese investment – Reducing costs by 35% & smoother operations

📌 Problems before outsourcing:

Administrative staff resigned suddenly with no one to take over.

Many errors in social insurance and PIT (personal income tax) declarations, leading to administrative penalties.

Time wasted training new personnel every year.

✅ Solution:

The company decided to outsource all administrative-HR operations to Help All. All processes were digitized and operated by an experienced team specializing in handling Japanese businesses.

🌟 Results:

Reduced administrative department operating costs by over 35%.

No more errors in payroll processing or social insurance, PIT documentation.

Japanese managers easily tracking progress through regular reports in Japanese.

Case Study 3: Japanese Representative Office – Smooth operations through professional administrative support

📌 Challenges before outsourcing:

Small representative office without official administrative staff.

Need someone to assist with consolidating many small tasks.

✅ Solution:

Outsourcing comprehensive administrative services from Help All:

Drafting contracts, processing HR documents, supporting health check-ups.

Managing office supplies, scheduling meetings and itineraries for leadership.

🌟 Results:

Japanese leadership can focus on their work with peace of mind by full assistant support.

Small office operating professionally like a large company.

No need to hire additional staff while still handling all administrative work smoothly.

🧑‍💼 Case Study 4: Japanese company with 30+ employees – Standardizing HR operations & optimizing internal processes

📌 Challenges before outsourcing:

Each department handling their own HR procedures without unified management.

Contracts, decisions, leave requests… delayed or erroneous.

✅ Solution:

Help All handling all administrative-HR operations:

Drafting contracts, managing decisions, tracking leave-overtime.

Building form systems, managing electronic records.

🌟 Results:

HR and procedures standardized, clear and legally compliant.

Each department focusing on their expertise, no longer worried about administrative paperwork.

Japanese managers easily monitoring processes through regular reports in Japanese.

Case Study 5: IT Company – Maintaining stable operations during employee maternity leave

📌 Challenges before outsourcing:

Administrative-HR staff on 6-month maternity leave.

No time to hire replacement, many tasks backlogged.

✅ Solution:

Help All provided temporary staff support, handling:

HR documentation management, salary-bonus-timekeeping.

Supporting onboarding/offboarding procedures, social insurance, leave requests.

🌟 Results:

Administrative-HR work maintained continuously without interruption.

After the main staff returned, handover process was easy.

Leadership reassured, no impact on IT team operations.

💼 Case Study 6: Logistics company – Minimizing legal risks in termination and labor contracts

📌 Challenges before outsourcing:

Labor contracts and personnel decisions not standardized.

Lack of process in handling resignations, previously faced complaints from employees.

✅ Solution:

Using Help All‘s HR documentation & labor management services:

Drafting and managing contracts, decisions, resignation procedures.

Advising on legally compliant processes, clearly communicating regulations.

🌟 Results:

No more complaints about resignation procedures.

Labor records clearly stored and managed, easy to search.

Increased internal credibility, employees feeling more secure.

✨ Summary

Outsourcing isn’t about “cutting costs” — it’s about boosting efficiency and minimizing risk.

Help All is proud to support Japanese businesses in Vietnam on their journey toward optimized operations and sustainable growth.

Contact us today for solutions tailored to your company’s scale!

📞 Zalo: +84 888 642 299
📧 Email: info@helpall247.com
📱 Line ID: helpall247