What is Digitisation in Spain
Digitisation in Spain, as approved by the AEAT (Agencia Estatal de Administración Tributaria), allows businesses to legally discard their paper receipts and invoices once they have been properly scanned and digitised. This process ensures that the digital copies are compliant with Spanish regulations, maintaining the integrity and authenticity of the original documents. By following the AEAT-approved digitisation process, businesses can streamline their record-keeping, reduce physical storage needs, and ensure compliance with tax regulations.
What are the requirements?
To digitise your paper receipts in Spain using Spendesk, the following requirements must be met:
The requester must capture the image of the receipt or invoice using the camera in the Spendesk mobile app
You must have the Spain Digitisation feature activated
How do I get access?
The Spain Digitisation feature needs to be enabled by a member of the Customer Success Team. If you wish to start digitising your paper receipts in Spain, please reach out to your Customer Success Manager (CSM) to have this feature activated for your account.
How does it work for the Requester?
You receive a paper receipt or invoice from a supplier
Open the Spendesk mobile app to create a new request or to upload the receipt to a payment. You must capture the image of the paper receipt using the camera within the app. Images uploaded from camera roll or files will not be digitised.
Spendesk digitises the paper receipt following AEAT standards and stores it securely on AWS Glacier. We advise you to retain the paper receipt until this process is completed.
Once the digitisation process has been completed, you will see the ‘Digitised Receipt’ badge on the receipt, indicating that the receipt has been successfully digitised.
How does it work for the Budget Owner?
As a Budget Owner, you can view whether a receipt has been digitised or not when reviewing the request on the app or desktop. You can identify if a receipt has been digitised by looking for the ‘Digitised Receipt’ badge.
If a receipt appears to be a paper receipt but lacks the Digitised Receipt badge, this means that the requester did not capture the image through the Spendesk mobile app camera. To rectify this, you may choose to reject the request and instruct the requester to re-capture the receipt using the Spendesk mobile app camera, as this is the only compliant method.
How does it work for the Accountant?
As an Accountant, you can also view whether a receipt has been digitised or not when you are preparing the payable in Bookkeep > Prepare. You can identify if a receipt has been digitised by looking for the ‘Digitised Receipt’ badge.
If a receipt appears to be a paper receipt but does not have the Digitised Receipt badge, this means that the requester did not capture the image through the Spendesk mobile app camera. To rectify this, you may wish to click the “mark receipt as invalid” button and ask the requester to re-capture the receipt through the Spendesk mobile app camera, ensuring compliance with the digitisation requirements.
Powered by ZeroComa’s EdasFacturas
Spendesk has partnered with ZeroComa to bring our Spanish customers an AEAT-approved digitisation solution. ZeroComa pioneered the digitisation movement and was first certified by the AEAT in 2008. With Spendesk and ZeroComa, you’re in safe hands.
FAQs
1. What is the benefit of digitising my paper receipts in Spain?
Digitising your paper receipts ensures compliance with AEAT regulations, allowing you to legally discard the physical copies. This process helps in reducing physical storage needs, simplifies record-keeping, and ensures that your receipts are easily accessible for audits and financial reviews.
2. Can I upload receipts from my camera roll or through the Spendesk website?
No, for the digitisation process to be compliant with AEAT regulations, the receipts must be captured directly using the camera within the Spendesk mobile app. Receipts uploaded from the camera roll or through the website will not be digitised and certified.
3. How do I know if my receipt has been successfully digitised?
Once the digitisation process is complete, you will see a 'Digitised Receipt' badge on the app or web app. This badge indicates that the receipt has been successfully digitised and is compliant with AEAT regulations.
4. What should I do if my receipt is not marked as digitised?
If your receipt is not marked as digitised, ensure that it was captured using the Spendesk mobile app camera. If it was not, recapture the receipt using the app. If issues persist, contact your Admin or Account Owner for further assistance.
5. Who can enable the Spain Digitisation feature for my account?
The Spain Digitisation feature can be enabled by a member of the Customer Success Team. Please reach out to your Customer Success Manager (CSM) to have this feature activated.
6. What should I do with the paper receipt after capturing it in the Spendesk app?
You should retain the paper receipt until the digitisation process is confirmed as complete and the 'Digitised Receipt' badge is visible. This ensures that you have a backup in case of any issues during the digitisation process. However, please consult with your company’s finance team to understand your company’s process with paper receipts before you throw them away.
7. What happens if a receipt is uploaded incorrectly?
If a receipt is uploaded incorrectly, such as from the camera roll or through the website, it will not be certified as digitised. In such cases, the requester should re-capture the receipt using the Spendesk mobile app camera to ensure compliance.
8. Can the Budget Owner or Accountant reject a request if the receipt is not digitised?
Yes, if the receipt is an image of a paper receipt but does not have the Digitised Receipt badge, the Budget Owner or Accountant should reject the request and ask the requester to re-capture the receipt through the Spendesk mobile app camera.
9. What if the receipt digitisation fails?
If the receipt digitisation fails, the requester will see the ‘Digitisation failed’ badge and should re-capture the receipt using the Spendesk mobile app camera. Ensure all steps are followed correctly and contact Spendesk support if the issue persists.
10. Is there any special equipment required for digitisation?
No special equipment is required other than the Spendesk mobile app with camera access. Ensure your mobile device has a working camera and the latest version of the Spendesk app installed