Legal archiving in Spain

Chaïma Bnina Updated by Chaïma Bnina

Legal archiving means you no longer need to worry about losing your receipts!

Expensya provides this functionality for Spanish companies and subsidiaries.

We have a legal certification for signed supporting documents according to regulatory standards (Order EHA / 962/2007)

The principle is simple: any document scanned and signed by Expensya is enforceable in the event of a tax audit, and as a result, you can discard the receipt. Expensya will take care of archiving them until the end of the tax deadline imposed and signing them in accordance with local legal standards.

Important: Expensya can only sign images of supporting documents captured via fast scan and invoices which contain the electronic signature of the service provider. Receipts that do not contain the supplier's electronic signature and not scanned via fast must be kept.

From the mobile app:

Take a photo of your supporting document through our fast scan.

Once the photo is taken, Expensya will archive the supporting document, sign it, guaranteeing a reliable audit trail with regard to Spanish and European legislation.

Likewise for attachements:

If the file is signed, it will be displayed with a closed padlock:

If the file is not signed, it will be displayed with an open padlock, indicating that Expensya cannot guarantee the audit trail, this file not having been scanned using the Expensya mobile application.

From the website:

You receipt needs to contain the electronic signature of the service provider so that it can be signed by Expensya.

To differentiate between an archived and / or signed document:

If there is a closed padlock icon this means that your proof is archived on our servers and it has legal value.

If there is an open padlock icon it means your document is archived on our servers but that we cannot guarantee the audit trail, and therefore, you must keep the hard copies.

Your attached files, those which are signed at the source, are also archived and signed:

And by clicking on the padlock, you can see the details of the archiving:

The attached files which are not signed will be displayed with an open padlock:

In the event of a tax audit, you can download your supporting documents which are archived and signed by Expensya.

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