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.

To digitise your paper receipts in Spain using Spendesk, the following requirements must be met:

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.

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.

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.

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.

To be ready for a tax audit, you will need to create an archive for the fiscal year and share that with the auditor.

You can do this with a few clicks in Settings > Accounting Setup > Paper receipt digitisation.

Before you can start your first archive, you need to set your fiscal year end date.

Please note that you can only edit this date before you archive your first fiscal year. After that, the fiscal year end date will be locked. If you need to change this date after it is locked, please get in touch with customer support.

Once your fiscal year end date is set, you can archive your first fiscal year. If you have multiple completed fiscal years, you will need to archive the oldest one first. This is to satisfy the AEAT regulation, which states that periods must be closed chronologically. So, please select the first complete fiscal year and click ‘Archive’.

If there are any errors, you’ll see them listed on the page with information on how to fix the issues. Please follow the instructions and click ‘Archive’ again when you are ready to retry the archive.

If the archive succeeds, you’ll receive an email directing you to download it. Or, you can navigate to Settings > Accounting Setup > Paper receipt digitisation at any time to see the status and download any completed archives.

When you are ready, you can share the archive with your tax auditor. They will need to install the EdasFacturas software on their computer so that they can view the archive and its contents. They can download the software here.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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

To satisfy the AEAT regulation, we need to ensure that fiscal periods are closed chronologically. So, you can only archive 1 fiscal year at a time, and it must be in chronological order. ie. you must close 2023 before 2024

Archives can take 1-2 hours to complete, as we need to run a large number of checks on the fiscal data and receipt. You can continue to use the Spendesk product and we’ll notify you via email when it’s ready for download. The email notification will be sent to the Account Owner and users, only with Controller role, who requested the archive. You can also check the ‘Paper receipt digitisation’ page at any time to see the status

DPRs are included in the fiscal year of the payable’s ‘accounting date’

No. You can only start an archive when all payables with DPRs in the period have been prepared and exported.

No. As soon as you request the archive of a fiscal year, all payables in the period with a DPR attached will be uneditable, even if you have the ‘edit after export’ feature enabled. If the archive fails, you will be able to edit the payables again until you resubmit the period for archiving. Once the archive succeeds, the payables will the permanently uneditable. This is to meet the AEAT requirements

No. Once a period is archived, you cannot unarchive it. This is to meet the AEAT requirements.