Spendesk automatically seals, time-stamps, and securely stores every receipt and invoice you upload, giving each document legal proof of integrity. In Spain, Spendesk also offers an AEAT-certified digitisation process that lets you legally discard paper originals.
For: All Spendesk users who submit receipts or invoices. Spain-based finance teams who want to stop keeping paper receipts.
Before you start
Requirement | Detail |
Role | No specific role is required — sealing applies automatically to every document you upload |
Plan | Document sealing is included on all Spendesk plans, at no extra cost, since 2021 |
Region-specific feature | Spain Digitisation (AEAT-certified) is only relevant for companies based in Spain |
Setup | Contact support@spendesk.com or your Customer Success Manager with any question about enabling or disabling Spain Digitisation for your company |
How document sealing works
Upload a photo or PDF of your receipt or invoice, using the Spendesk mobile app or the desktop app.
Spendesk automatically converts the document to PDF format, if needed.
Spendesk seals the PDF with an electronic signature and a timestamp, compliant with the eIDAS regulation, as proof of the document's integrity.
Spendesk stores your sealed document securely for 10 years, on an ISO 27001-certified server located in the European Union.
💡 Tip: Spendesk's document sealing relies on a partnership with Universign (for document integrity) and Amazon Glacier (for encrypted archival storage), to meet the highest legal standards for electronic document retention.
Get a copy of your sealed documents
Email support@spendesk.com to request a ZIP export of your sealed and time-stamped documents.
Wait for the Spendesk support and technical teams to prepare your export.
⚠️ Warning: This export isn't instant or self-service, it's manually prepared by Spendesk's technical team. For large volumes of documents, allow extra processing time before following up.
Spain Digitisation (AEAT-certified)
Under Spanish law, digitising a paper document (such as a receipt or invoice) must follow a specific process for the Spanish tax authority (AEAT) to recognize it. Spendesk partners with ZeroComa to digitise paper documents for customers in Spain, through a compliant process known as Digitised Paper Receipt (DPR).
Receive a paper receipt or invoice from a supplier.
Open the Spendesk mobile app to create a new request or upload the receipt to a payment.
Capture the image of the paper receipt using the mobile app's camera, this is the only accepted method for AEAT certification. Images uploaded from your camera roll, from files, or from the desktop app won't be certified.
Keep the paper receipt until you see the "Digitised Receipt" badge, confirming the digitisation succeeded.
👥 Roles: Budget Owners and Accountants can check for the "Digitised Receipt" badge when reviewing a request or preparing a payable. If a paper receipt lacks this badge, reject the request or mark the receipt as invalid, and ask the requester to re-capture it with the Spendesk mobile app camera.
For the full process, including archiving fiscal periods for a tax audit, see How to digitise your paper receipts in Spain.
Troubleshooting
Symptom: A ZIP export of sealed and time-stamped documents is taking longer than expected.
Cause: ZIP exports are manually prepared by Spendesk's technical team rather than generated instantly.
Resolution: Contact support@spendesk.com and reference your original request if you haven't heard back after a reasonable delay. Allow extra time for high-volume exports.
Symptom: A receipt captured in Spain doesn't show the "Digitised Receipt" badge.
Cause: The receipt was uploaded from the camera roll, a file, or the desktop app, instead of being captured live with the Spendesk mobile app camera — only live capture qualifies for AEAT certification.
Resolution: Re-capture the original paper receipt using the Spendesk mobile app camera. Keep the paper copy until the badge appears.
Symptom: A receipt shows a "Digitisation failed" badge after being captured with the Spendesk mobile app camera.
Cause: This can happen due to poor image quality, lighting, or a connectivity issue during capture.
Resolution: Re-capture the receipt using the Spendesk mobile app camera. Keep the original paper receipt until the document is confirmed as successfully digitised. Contact support@spendesk.com if the issue persists.
Symptom: You can't find or use the Spain Digitisation feature for your company.
Cause: Spain Digitisation may be disabled for your company, or you may need confirmation of its current activation status.
Resolution: Contact your Customer Success Manager or email support@spendesk.com to check or change the feature's activation status.
FAQ
Does document sealing apply automatically to every receipt and invoice I upload?
Yes. Standard sealing and time-stamping applies automatically to every document uploaded on Spendesk, at no extra cost, on all plans since 2021.
Is Spendesk's document sealing legally compliant in the EU?
Yes. The electronic seal complies with the eIDAS regulation, giving each document proof of integrity, and documents are stored on an ISO 27001-certified EU server.
Does AEAT-certified digitisation cover all of Spain?
Spendesk's AEAT digitisation certification applies to Spain's common tax territory. The Basque Country and Navarra have their own regional tax systems, which may require separate local certification — confirm with your tax advisor if your company operates there. (This point needs confirmation from the Legal team.)
Does Spendesk comply with Germany's GoBD requirements?
Spendesk's standard document sealing and time-stamping, described above, applies to documents uploaded by German customers, but Spendesk is not currently certified for Germany's GoBD requirements specifically. (This point needs confirmation from the Legal team.)
Does Spendesk offer AEAT-equivalent digitisation certification for Italy or other countries?
Not currently. Spain Digitisation is specific to Spanish AEAT requirements. Consult your local tax advisor about your obligations to retain original paper receipts outside Spain.
Who can enable or disable Spain Digitisation for my company?
Contact your Customer Success Manager or email support@spendesk.com.