Document Gathering Guide
A skill that lists the documents required for filing a tax return based on the type of return, and guides you on where and how to obtain each document.
It operates on the premise of the assessment result from the assess skill. If there is no assessment result, first prompt the user to run the assess skill.
Loading settings (run first)
shinkoku.config.yaml Read with the Read tool- If the file does not exist,
/setup guide the user to run the skill and exit
- Understand the setting values, and convert relative paths to absolute paths based on CWD:
db_path: CLI script --db-path used for argumentsoutput_dir: Base directory for output such as progress files- Each directory: used when referencing files
Loading progress information
After loading the settings, read the handover file to understand the results of the previous step.
.shinkoku/progress/progress-summary.md Read with the Read tool (if it exists)- Read the following handover files with the Read tool (if they exist):
.shinkoku/progress/02-assess.md
- Use the loaded information in subsequent steps (avoid re-asking the user)
- If the file does not exist, skip it and confirm the necessary information directly with the user
Basic policy
- Start after confirming the assessment result from the assess skill (whether income tax, consumption tax, and resident tax returns are required)
- If there is no assessment result, guide the user with "First, let's determine the type of return with the assess skill"
- Present documents classified as "required", "only for those applicable", and "optional (helpful to have)"
- Clearly state where to obtain each document and the estimated time required to obtain it
- Give priority to guiding users to documents that can be obtained as electronic data (e-Tax, Myna Portal)
Step 1: Confirming the type of return
Confirm the following from the assessment result of the assess skill:
- Whether an income tax return is required and its type (normal/refund return)
- Whether a consumption tax return is required and the method (20% special exception/simplified taxation/standard taxation)
- Whether blue return applies
- Types of deductions to apply
Step 2: Presenting the document checklist
2-1. Common to all filers (required documents)
| Document |
Where to obtain |
How to obtain |
Notes |
| My Number Card (or notification card + identity verification document) |
Municipal office |
If you have already applied for issuance, you have it on hand |
When using e-Tax, an IC card reader or smartphone |
| Tax return form (Form 1 and Form 2) |
National Tax Agency |
Create with e-Tax or obtain at the tax office |
Can be automatically generated with shinkoku |
| Bank account information |
-- |
Your passbook or cash card on hand |
Transfer destination for the refund |
2-2. If you have employment income
| Document |
Obtained from |
How to obtain |
Notes |
| Withholding tax slip |
Accounting department at your workplace |
Issued from December to January |
If you have two or more workplaces, obtain one from each company |
| Pay slips (optional) |
Workplace |
Those issued each month |
For verifying the figures on the withholding tax slip |
2-3. If you have business income (side job/freelance)
| Document |
Obtained from |
How to obtain |
Notes |
| Blue return financial statements (if filing blue) |
-- |
Automatically generated by shinkoku |
Profit and loss statement + balance sheet |
| Statement of income and expenses (if filing white) |
National Tax Agency |
Create with e-Tax |
-- |
| Supporting documents for sales (copies of invoices, etc.) |
On hand |
Organize invoices and contracts for the year |
It is good if you can aggregate monthly by client |
| Supporting documents for expenses |
On hand |
Receipts, invoices, credit card statements |
Can be imported with the shinkoku journal skill |
| Credit card statements (CSV) |
Card company website |
Download |
import_data.py csv can be imported with |
| Bank account transaction statements |
Bank website |
Download or update passbook |
Business account |
| Payment report |
Client |
Issued by the client by the end of January |
import_data.py payment-statement can be imported with |
| Copy of notification of commencement of business (optional) |
On hand or tax office |
Copy from when submitted |
For confirming the business start date |
| Copy of blue return approval application (optional) |
On hand or tax office |
Copy from when submitted |
For confirming blue return approval |
Collecting payment reports
If tax is withheld from payments of remuneration or fees, receive a payment report from the client.
- Obtained from: The client (corporation) that paid the remuneration
- Issuance timing: By the end of January of the following year
- Items to check:
- Payment amount (total annual remuneration)
- Withholding tax amount
- Category (remuneration/fees/contract money, etc.)
- Importing with shinkoku:
import_data.py payment-statement --file-path PATH Extract data from PDF/images withledger.py add-business-withholding --db-path DB --input FILE Register by client with- The total withholding tax amount is deducted in the tax return
- Note: There is no legal obligation to issue a payment report (there is an obligation to submit it to the tax office). If it does not arrive, contact the client or compile it yourself from copies of your invoices, etc.
2-4. If you have a consumption tax filing
| Document |
Obtained from |
How to obtain |
Remarks |
| Consumption Tax Return |
-- |
Automatically generated by shinkoku |
Supports the 20% special exception/simplified taxation/standard taxation |
| Summary table of taxable sales and purchases |
-- |
Automatically aggregated from books |
By tax rate category (10%/8%) |
| Invoice registration number |
National Tax Agency |
Check on the Qualified Invoice Issuer Public Website |
T + 13-digit number |
2-5. Documents required for various deductions
Medical expense deduction
| Document |
Obtained from |
How to obtain |
Remarks |
| Medical expense receipts |
Each medical institution |
Receive at the time of consultation |
Not required to be submitted, but must be kept for 5 years |
| Medical Expense Notice (Medical Expense Notification) |
Health insurance association |
Arrives around February each year or via Myna Portal |
Can be automatically imported with e-Tax |
| Medical Expense Deduction Statement |
-- |
Create from receipts |
If there is a Medical Expense Notice, the statement details may be omitted |
| Details of amounts compensated by insurance etc. |
Insurance company |
Payment notice |
Must be deducted from medical expenses |
Furusato Nozei (donation deduction)
| Document |
Obtained from |
How to obtain |
Remarks |
| Donation receipt certificate |
Each municipality |
Mailed after donation |
Even for the portion using the one-stop special exception, the certificate is required when filing a final tax return |
| Certificate for donation deduction (consolidated version) |
Furusato Nozei website |
Download from Myna Portal or site |
A certificate consolidating multiple municipalities into one sheet. e-Tax compatible |
Housing loan deduction (first year)
| Document |
Obtained from |
How to obtain |
Estimated period |
| Statement of calculation of special deduction for housing loan etc. |
National Tax Agency |
Create with e-Tax or obtain at the tax office |
-- |
| Certificate of year-end balance of borrowings related to housing acquisition funds |
Financial institution |
Mailed around October to November |
If it does not arrive, contact the financial institution |
| Certificate of registered matters (building/land) |
Legal Affairs Bureau |
Can be omitted by stating the real estate number (recommended)/Submit a copy/Apply at the counter or online |
If using the real estate number, no need to obtain (0 yen). Under the Reiwa 3 amendment, if the real estate number (13 digits) is stated in the calculation statement, attachment may be omitted. The real estate number can be confirmed in the registration identification information notice, the property tax assessment statement, or the important matters explanation in the sale contract |
| Copy of the sale contract or construction contract |
In hand |
Contract at time of purchase |
For confirming acquisition cost |
Social insurance premium deduction
| Document |
Source |
How to obtain |
Remarks |
| National Pension Insurance Premium Deduction Certificate |
Japan Pension Service |
Mailed in October–November |
Not needed if already used for year-end adjustment |
| National Health Insurance premium payment amount |
Municipality |
Payment amount notice or confirm at counter |
No certificate attachment required, but the amount must be known |
Life insurance premium / earthquake insurance premium deduction
| Document |
Source |
How to obtain |
Remarks |
| Life Insurance Premium Deduction Certificate |
Insurance company |
Mailed in October–November |
Not needed if already used for year-end adjustment |
| Earthquake Insurance Premium Deduction Certificate |
Insurance company |
Mailed in October–November |
Same as above |
iDeCo / Small and Medium Enterprise Mutual Aid
| Document |
Source |
How to obtain |
Remarks |
| Certificate of Payment of Installments for Small and Medium Enterprise Mutual Aid, etc. |
National Pension Fund Association or Organization for Small & Medium Enterprises and Regional Innovation |
Mailed in October–November |
For iDeCo, the National Pension Fund Association |
Self-medication tax system (only for those eligible)
| Document |
Source |
How to obtain |
Remarks |
| Receipt for purchase of switch OTC drugs |
Pharmacy / drugstore |
Receive at time of purchase |
Eligible items are indicated on the receipt with a ★ mark, etc. |
| Result notice for specific health checkup, etc. |
Health insurance association / municipality |
Issued after examination |
Mandatory requirement for applying the self-medication tax system |
Note: Medical expense deduction and the self-medication tax system cannot be used together. Choose the more advantageous one.
2-6. If you have stock, FX, or cryptocurrency transactions
Stock transactions
| Document |
Source |
How to obtain |
Remarks |
| Annual Transaction Report for Specified Account |
Securities company |
Mailed or available online from mid- to late January |
Even with a specified account (with withholding), profit/loss offset is possible via tax return |
| Dividend payment notice |
Securities company |
Issued when dividend is paid |
Needed to choose comprehensive taxation/separate taxation/no filing |
| Transaction balance report for listed stocks, etc. |
Securities company |
Each company's website |
Needed in the case of a general account |
FX transactions
| Document |
Source |
How to obtain |
Remarks |
| Annual Profit and Loss Statement for Futures Transactions |
FX broker |
Mailed or available online during January |
Taxed separately as miscellaneous income, etc. related to futures transactions |
Virtual currency (crypto assets)
| Document |
Source |
How to obtain |
Remarks |
| Annual Transaction Report |
Crypto-asset exchange service provider |
Download from each company's website |
Reported as miscellaneous income (comprehensive taxation) |
| Crypto-asset calculation statement (total average method, etc.) |
National Tax Agency |
Download Excel template |
Calculated using the moving average method or total average method |
2-7. When remuneration is paid to a tax accountant, etc.
| Document |
Source |
How to obtain |
Remarks |
| Statement of remuneration payment |
Tax accountant/law firm |
Issued by the end of January of the following year |
Entered in Page 2 of the final tax return |
Step 3: Timeline for obtaining documents
It is recommended to proceed with document collection according to the following schedule:
Schedule for the 2025 (Reiwa 7) final tax return
【10月〜11月】各種控除証明書の到着期間
□ 生命保険料控除証明書
□ 地震保険料控除証明書
□ 国民年金保険料控除証明書
□ iDeCo/小規模企業共済の払込証明書
□ 住宅ローンの年末残高等証明書
【12月〜1月】年末調整と源泉徴収票
□ 源泉徴収票の受領（勤務先から）
□ ふるさと納税の寄附金受領証明書
【1月〜2月】申告準備
□ 医療費のお知らせ（健康保険組合から）
□ クレカ明細CSVのダウンロード（年間分）
□ 経費レシート・領収書の整理
□ 不動産番号の確認 or 登記事項証明書の取得（住宅ローン控除初年度。不動産番号を計算明細書に記載すれば登記事項証明書は不要）
□ 特定口座年間取引報告書（証券会社から、該当者のみ）
□ FX年間損益報告書（FX業者から、該当者のみ）
□ 暗号資産年間取引報告書（取引所から、該当者のみ）
□ セルフメディケーションOTC購入レシートの集計（該当者のみ）
【2月16日〜3月15日】確定申告期間
※ 還付申告は1月1日から提出可能
※ 消費税の申告期限は3月31日
Step 4: Guidance on obtaining electronic data
Prioritize guidance on documents that can be obtained electronically via Myna Portal or e-Tax:
Information obtainable through Myna Portal linkage
- Medical expense notification information
- Certificate regarding the donation deduction for hometown tax donations
- Life insurance premium deduction certificate (only for participating insurance companies)
- Year-end outstanding balance certificate for housing loans, etc. (only for participating financial institutions)
- Withholding tax slip for public pensions, etc.
Documents that can be created and submitted directly via e-Tax
- Final tax return (Form 1, Form 2, Form 3, Form 4)
- Blue return financial statements
- Consumption tax return
- Statement of medical expense deduction
- Calculation statement for the special deduction for housing loan balances, etc.
Step 5: Handling missing documents
Provide guidance on what to do if documents are not on hand:
- Lost withholding tax slip: Request reissuance from your employer (the company is obligated to issue it)
- Lost deduction certificate: Request reissuance from the issuer (insurance company, etc.)
- Lost receipt: May be substituted with a payment voucher in some cases (at the tax office's discretion)
- Certificate of registered matters: Attachment may be omitted if the real estate number (13 digits) is entered in the calculation statement (Reiwa 3 amendment). The real estate number can be confirmed in the notice of registration identification information, the property tax assessment statement, or the important matters explanation document of the sales contract. If the real estate number is unknown, a certificate of registered matters can be obtained at the Legal Affairs Bureau (600 yen at the counter / 480-500 yen online)
Step 6: Confirmation of collection completion and next steps
Confirm that all documents are complete, and guide the user to the next step:
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
書類収集チェックリスト - 収集状況
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
[✓] マイナンバーカード
[✓] 源泉徴収票
[✓] クレカ明細CSV
[✓] 経費レシート・領収書
[✓] ふるさと納税 寄附金受領証明書
[✓] 住宅ローン年末残高証明書
[✓] 登記事項証明書 or 不動産番号の確認
[ ] 医療費のお知らせ（2月届き次第）
[✓] 特定口座年間取引報告書（該当者のみ）
[✓] FX年間損益報告書（該当者のみ）
[✓] 暗号資産年間取引報告書（該当者のみ）
[✓] セルフメディケーション購入レシート（該当者のみ）
■ 次のステップ:
→ journal スキルで仕訳入力を開始する
→ tax-advisor スキルで控除の相談をする
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Output of the handover document
After presenting the summary, output the following file with the Write tool.
This allows the results to be carried over to the next step even if the session is interrupted or Compact occurs.
Output of step-specific files
.shinkoku/progress/03-gather.md Output in the following format to:
---
step: 3
skill: gather
status: completed
completed_at: "{当日日付 YYYY-MM-DD}"
fiscal_year: {tax_year}
---
# 書類収集結果
## 必要書類チェックリスト
- [x] {収集済み書類名}
- [ ] {未収集書類名}
（申告種類に応じた全書類を状態付きで列挙する）
## 収集済みファイル一覧
- {書類名}: {ファイルパス}
（収集済みの各書類のファイルパスを記載する）
## 未収集書類の対応方針
- {未収集書類名}: {対応方針（例: 2月届き次第追加、勤務先に再発行依頼中）}
## 次のステップ
/journal で仕訳入力を開始する
Update of the progress summary
.shinkoku/progress/progress-summary.md Update (create new if it does not exist):
- YAML frontmatter: fiscal_year, last_updated (current date), current_step: gather
- Table: Update the status of all steps (set gather to completed)
- Describe guidance for the next step
Guidance after output
After outputting the file, tell the user the following:
- "I saved the handover document to
.shinkoku/progress/ . Even if the session is interrupted, you can carry over the results with the next skill."
- Guidance for the next step
Disclaimer
- Whether documents are required may vary depending on individual circumstances
- If unclear, it is recommended to confirm with the tax office
- If a disclaimer needs to be added, run /tax-legal-context
