About MerryBiz

MerryBiz is a remote-first BPO company on a mission to make business more enjoyable. It offers services like Virtual Accounting Assistant and MerryBiz Accounting DX, helping businesses handle complex accounting tasks online. Since launching in 2011, the company has focused on building new ways of working, powered by technology and backed by teams of highly skilled professionals who operate remotely across Japan.

With a full-time team of just over 50 and a remote workforce of more than 2,000, MerryBiz needed a better way to manage devices, accounts, and licensing at scale, especially as they prepared for ISMS certification and a potential IPO.

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The Challenge

Managing SaaS accounts and devices for over 2,000 remote staff with spreadsheets had reached a breaking point. The process for issuing and deleting accounts was manual, error-prone, and far too time-consuming for a single IT administrator.

Yasuda, the sole IT lead at the time, found himself juggling onboarding for 30+ new remote staff every month, while also managing license clean-up, BYOD policies, and security audits, all without automation.

“There were too many manual steps, too much room for error. And with just one person managing everything, it wasn’t sustainable,” Yasuda said.

Device tracking was also unreliable. Usage history was unclear, and missed account deletions exposed the company to unnecessary security risks. Progress toward ISMS certification had stalled because the existing system simply couldn’t support what was needed.

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The Solution

Yasuda came across Josys through an online IT community. After a product demo and a few conversations with the Josys team, he was sold—not just on the functionality, but on the people behind it.

“I could tell this was a tool made for IT teams. The product was solid, and the passion from the team gave me confidence,” he said.

MerryBiz rolled out Josys to centralize device and SaaS management, streamline onboarding, and start building a more secure and scalable IT environment. The detection app became especially valuable, helping visualize shadow IT, surface usage patterns, and guide licensing decisions.

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Key Outcomes

1. ¥6 Million ($42,000 USD) Saved Annually Through License Optimization

By using Josys reports to uncover inefficient license distribution, MerryBiz was able to switch users to more cost-effective Google Workspace plans and eliminate unused accounts.

“Just optimizing licenses saved us about ¥500,000 per month. That’s ¥6 million a year,” said Yasuda.

2. Stronger Offboarding and Security Controls

The alert system made it easy to catch accounts that hadn’t been properly closed after employees left. Visibility into shadow IT also helped identify tools that posed security risks before they became a problem.

3. Reduced Mental Load for the IT Team

Josys removed a huge amount of manual admin work, making it easier for Yasuda to manage the entire environment, while working with a small support team.

4. Shadow IT Turned Into Actionable Insight

Instead of banning unofficial tools, MerryBiz used Josys to spot what employees were actually using. From there, they decided which tools to formally support or phase out.

5. Simpler, Smarter Workflows

The team linked SaaS licenses to Google Workspace accounts in Josys. Even when departments handled their own provisioning, IT could still track everything from one place.

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Final Thoughts

Josys helped MerryBiz move from spreadsheet chaos to a streamlined, secure, and scalable system, exactly what they needed as they grew and prepared for ISMS certification. It gave one IT lead the ability to manage thousands of accounts and devices with confidence.

“If you introduce Josys early, it becomes part of your company’s foundation. And even non-technical team members can run it,” Yasuda said.

The cost savings were just the start. For MerryBiz, Josys made day-to-day work smoother, lowered risks, and gave the IT function space to focus on strategy, not spreadsheets.

“Just visualizing and deleting unused accounts saved us tens of thousands of yen every month. Over a year, that adds up fast.”