Mailmate

What Mailmate does

MailMate is a Japan-based bilingual virtual mailbox and virtual office service operated by Doorkeeper KK (founded 2013). The company receives physical mail at virtual addresses in Tokyo (30+ locations), Kyoto, and Fukuoka, scans and digitizes it into high-resolution PDFs, provides Japanese-to-English translation and summaries on request, and stores mail in a cloud archive with 256-bit encryption, full-text search, and 24/7 physical surveillance. Beyond mail handling, MailMate pays Japanese utility, convenience-store, and property-tax bills on behalf of customers, offers a Japanese-speaking bilingual receptionist service, and supports foreign businesses and startups with company incorporation, branch-office registration, AP automation, and tax-representation services. The platform is delivered through the mailmate.jp website, an iOS app (ID 6569242973), and integrations with Slack, Zapier, and Stripe, with eKYC onboarding and support in English, Japanese, Korean, Simplified Chinese, Traditional Chinese, and Vietnamese.

Name

Mailmate

Legal name

MailMate

Website

https://mailmate.jp

Company type

Private

Founded year

2013

Operating status

Operating

Headcount range

1–10 employees

Short description

MailMate is a Japan-based bilingual virtual mailbox and virtual office service that digitizes, translates, and stores physical mail, pays Japanese bills, and provides virtual addresses for expats, foreign business owners, real estate buyers, and enterprise branches establishing presence in Japan.

Ownership category

akta.pro rank

Product category

Virtual Mailbox and Virtual Office Services

NAICS

Private Mail Centers (561431)

SIC

Services-Mailing, Reproduction, Commercial Art & Photography (7330)

akta.pro industry

PRIMARYTLAAAAAG

P.O. Boxes & Virtual Mailboxes

Transportation & Logistics/Courier, Express & Parcel (CEP) / Last-Mile Delivery/National Postal Operators (Letters & Parcels)

SECONDARYBPABAEAB

Mailroom & Package/Parcel Management Services

Business & Public Services/Facilities Management & Building Services/Building Operations & Support Services (Mailroom, Reception, Porter)

Keywords

• Virtual mailbox services
• Virtual office Japan
• Mail scanning translation
• Bill payment services
• Company incorporation Japan

Headquarters

HQ city

Fukuoka

HQ country

Japan

HQ region

Asia

Offices3 records

Markets served

GTM type

B2B and B2C

Offering type

Services

Cost components

Personnel, Operations, Technology or R&D, Infrastructure, Marketing or Sales

Revenue model

1. Virtual Mailbox Subscription Plans: Monthly subscription tiers (Quality ¥5,500, High-End ¥9,800, Premium ¥28,000) providing virtual address, mail scanning, and document management. Billed month-to-month with no long-term commitment required.
2. Add-on Services: Additional revenue from extra mail scans (¥180/item), mail forwarding (postage + ¥500 + 3%), extended storage fees, and address name additions (¥800–¥1,500/month).
3. Bill Payment Service: MailMate acts as agent for bill payments, charging ¥500 + 3–4% of payment amount for processing convenience store and utility bills on behalf of customers.
4. Japan Incorporation Support: Assisted company incorporation in Japan using MailMate's virtual business addresses in Tokyo, Kyoto, and Fukuoka, offered through expert consultation and legal support referrals.
5. Foreign Rental & Property Purchase Support: Comprehensive post-contract support for foreign nationals purchasing or renting property in Japan, including utility setup, insurance, tax payment, and administrative procedures.

Pricing tiers

Go-to-market motion4 records

Distribution channels5 records

Marketing channels8 records

Core offering

MailMate provides a bilingual (English/Japanese) virtual mailbox and virtual office platform that receives physical mail at Japanese addresses in Tokyo, Kyoto, and Fukuoka, then digitizes, translates, stores, and acts on the mail on behalf of customers. The service bundles mail scanning, secure cloud storage, bill payment at convenience stores and utility providers, mail forwarding, company incorporation support, and bilingual receptionist services targeted at foreign residents, businesses entering Japan, and overseas property owners.

Product overview

MailMate is a bilingual virtual mail and business address service for Japan. The core platform is the Virtual Mailbox, which receives, scans, translates, and stores physical mail at user's virtual addresses, accessible via an online dashboard. This integrates with Virtual Addresses (Tokyo, Kyoto, Fukuoka, and other locations) for company incorporation and business registration. Add-on services include Bilingual Receptionist Service (Japanese call handling), Virtual Assistants (task delegation), Invoice Management/AP Automation, Receipt Capture/Expense Management, Send Mail, Tax Representative Service, and Domestic Point of Contact. The company also provides free online tools including a Japan Postal Codes Directory, Japanese Business Glossary, Ward Office Procedures Guide, and Property Tax Calculator. A specialized Foreign Rental & Property Purchase Support module serves real estate agents assisting foreign clients with post-contract Japanese administrative tasks.

Differentiator

Problem solved

Functional benefit

Products and services

• Virtual Mailbox A cloud-based virtual mailbox that receives physical mail at MailMate's Japanese addresses, scans mail into high-resolution PDFs, translates Japanese content, and stores it in an encrypted online dashboard. Users can request storage, shredding, forwarding, or bill payment with one click. Targeted at expats, foreign business owners, and overseas property owners needing digital access to Japanese correspondence.
• Virtual Addresses Professional Japanese business addresses in Tokyo, Kyoto, and Fukuoka (Hakata) usable for company incorporation, marketing collateral, and government business registration. Targeted at foreign entrepreneurs and overseas companies establishing a legal presence in Japan.
• Bilingual Receptionist Service Japanese-speaking bilingual receptionists who answer phone calls on behalf of business clients, handle call intake and message-taking in Japanese, and relay information to English-speaking clients. Targeted at foreign businesses operating in Japan that need a Japanese-language phone presence.
• Virtual Assistants Bilingual virtual assistants who handle tasks on behalf of customers, including bill payment, document handling, and communication with Japanese organizations. Targeted at expats and foreign business owners who cannot interact directly with Japanese bureaucracy.
• Invoice Management (AP Automation) Automated accounts payable service for Japanese invoices received by mail, including invoice tracking, creation, and bill payment. Targeted at foreign companies receiving invoices from Japanese suppliers and needing bookkeeping-compliant processing.
• Receipt Capture (Expense Management) Receipt digitization and expense tracking service allowing users to upload receipt photos and manage expenses in the cloud-based dashboard. Targeted at foreign business owners and expats needing to organize Japanese receipts for tax or reimbursement purposes.
• Send Mail Outbound mail and package sending service from Japan, including international shipping through Japan Post. Targeted at MailMate customers who need to send physical correspondence or parcels from a Japanese address.
• Foreign Rental and Property Purchase Support Comprehensive English-language post-contract support for foreign nationals renting or purchasing property in Japan, including contract translation, utility/life-line setup, insurance enrollment, and administrative procedures. Targeted at foreign property buyers referred by partner real estate companies.
• Tax Representative Service Japanese legal and property tax notification handling and payment service for overseas property owners, including fixed asset tax (kotei shisanzei) payments on behalf of foreign owners. Targeted at foreign nationals owning Japanese real estate who cannot directly receive or pay Japanese tax notices.
• Domestic Point of Contact Liaison service for non-tax-related property matters and paperwork filing for overseas property owners in Japan. Targeted at foreign property owners who need a domestic point of contact for administrative filings.

Quantifiable outcome

• 30-day money-back guarantee reduces customer acquisition risk
• +3 more outcomes

Named customers9 records

Segments5 records

Ideal customer profiles4 records

Technology focussed Yes

API detail

Has API

No

API docs

API detail

Core technology

AI maturity

App detail

Integration3 records

AI capability3 records

Feature6 records

Partnerships

Nine partnerships are on record, tiered core and minor.

• Akiya & InakacoreChannel Partner/ Reseller/ DistributorReal estate company specializing in abandoned property (akiya) and rural properties for foreign buyers. Partners with MailMate to refer clients needing post-purchase support services including mail handling, utility setup, and bill payment in English.
• AkiyaMartcoreChannel Partner/ Reseller/ DistributorOnline marketplace for akiya (abandoned) properties in Japan targeting foreign buyers. Refers international clients to MailMate for administrative support after property purchase, including mail forwarding and Japanese bill payment.
• AkiyazminorChannel Partner/ Reseller/ DistributorAkiya property listing platform serving foreign investors. Refers buyers to MailMate for Japanese administrative support including mail management and bill settlement services.
• KoryoyaminorChannel Partner/ Reseller/ DistributorReal estate services company for foreign property buyers in Japan. Partner referral relationship for MailMate's after-contract support services for foreign property owners.
• NTI (Nippon Tradings)minorChannel Partner/ Reseller/ DistributorTrading company facilitating property transactions for foreign buyers. Partners with MailMate to provide comprehensive after-purchase administrative support for clients.
• Plaza HomescoreChannel Partner/ Reseller/ DistributorLong-established real estate agency in Tokyo (www.realestate-tokyo.com) serving foreign residents and property buyers. Primary partner for referring foreign clients to MailMate's rental and purchase support services.
• NihoniumcoreStrategic or Co-development PartnerJapan market-entry consultancy specializing in helping foreign companies incorporate in Japan. Uses MailMate internally for their own mail handling and recommends MailMate to all clients as a trusted incorporation and mail partner. Mutual relationship as Nihonium also provides referral leads to MailMate.
• LocalisedcoreStrategic or Co-development PartnerCompany managing Japan subsidiary operations for foreign businesses. Uses MailMate's virtual address and mail services to operate Japanese subsidiary from overseas headquarters (e.g., New York).
• Doorkeeper KKcoreOthersParent company of MailMate, founded in 2013. Doorkeeper KK provides the operational infrastructure and customer base (hundreds of companies) from which MailMate's virtual mail and virtual office services are delivered.

Scale indicators3 records

Recent moves6 records

Expansion highlights5 records

Broad incumbents

• Regus / IWG: World's largest flexible workspace operator with extensive Japan coverage offering virtual offices, mail handling, and receptionist services. A scaled incumbent in MailMate's space but addresses a broader enterprise flexible-workspace demand.
• Servcorp: Premium global provider of serviced offices, virtual offices, and receptionist services with a Japan presence. Overlaps with MailMate on virtual office, bilingual receptionist, and prestigious address use cases, but offers a much broader real-estate-centric portfolio.

Direct peers

• Anytime Mailbox: Global network of virtual mailbox locations offering mail receiving, scanning, and forwarding for individuals and businesses. Closely matches MailMate's SMB/self-serve virtual mailbox + scanning + forwarding proposition.
• PostScan Mail: Virtual mailbox provider with mail scanning, forwarding, shredding, and storage on a subscription model. Competes directly with MailMate on the bilingual/digital mail management feature set for expats and SMBs.
• EarthClass Mail (Franc): US-based digital mailbox service that receives, scans, and forwards physical mail with online dashboard access. Operates the same virtual mailbox + mail digitization model as MailMate, scaled for the US/English-speaking market.
• Traveling Mailbox: Virtual mailbox service offering real US street addresses, mail scanning with OCR-text search, deposits, checks and forwarding. Direct functional comparator to MailMate's mail archiving and digitization proposition.
• iPostal1: Largest global virtual mailbox service provider offering real street addresses, mail scanning, forwarding and digital mailbox features. Directly competes with MailMate on the virtual mailbox + mail scanning core offering, albeit with a US/global footprint rather than Japan-specific focus.
• Office Ark: Japanese virtual office and postal address provider serving freelancers, expats, and small businesses needing a Tokyo address for company registration and mail handling. Most direct domestic competitor to MailMate within Japan.

Others

• AkiyaMart: Online marketplace for akiya (vacant Japanese) properties targeting foreign buyers. A formal referral partner of MailMate for post-purchase administrative support; serves the same inbound foreign-property-owner segment via a real-estate channel.
• Nihonium: Japan market-entry and incorporation consultancy that uses MailMate internally and refers clients to it. Operates adjacent services in the Japan-expansion value chain and shares the same expat/foreign-buyer customer base.

Market position

Strengths4 records

Weaknesses4 records

Competitive moat5 records

Key risks5 records

Key highlights6 records

Customer concentration

• Xx.com/mailmatejp
• Facebookfacebook.com/mailmate.jp

Compliance3 records

Revenue estimate

Valuation estimate

Number of profiles

Funding overview

Funding rounds

Investors

Funding detail is available on the Subscription and Enterprise plan.Contact sales →

M&A

Investments

M&A and investment is available on the Subscription and Enterprise plan.Contact sales →

Frequently asked questions about Mailmate