AEAT compliance
Klippa has created a specific Spanish tax compliance module, including a version of Klippa SpendControl that is in compliance with the requirements and is certified. A Klippa onboarding & support employee can activate this module during the setup of your Klippa SpendControl. It is your responsibility as a client of Klippa to make sure the Spanish compliance module is activated during your onboarding as a customer.
The confirmation of the AEAT compliance can be found here:
https://sede.agenciatributaria.gob.es/static_files/Sede/Procedimiento_ayuda/FZ01/RSoftHomologado_doc_base.pdf
1. Introduction Klippa
It is Klippa’s mission to automate the world's administrative work. We thereby make work more meaningful for people, while helping companies to save cost, improve efficiency and reduce errors & fraud. We specialize in intelligent document processing
and accounts payable automation. We are passionate to develop the best tech and provide market leading solutions to our clients.
We value excellence, quality and security in everything we do. Our Quality Management System is based on ISO 9001. Our Information Management Security System is based on ISO 27001. Both systems have been audited and we have received an accreditation for both standards.
Klippa SpendControl is Klippa’s account payable automation software. It is a single cloud platform to manage business expenses, card transactions & purchase invoices.
The goal of SpendControl is to work more efficiently and get rid of paper receipts and paper purchase invoices. To be able to get rid of paper receipts and purchase invoices in Spain, a homologation by AEAT is required. We have created this Quality Management Plan to make sure the users in Spain use the Klippa SpendControl in a compliant way. In summary this Quality Management Plan functions as a user manual and an agreement between you as a customer and Klippa.
2. Overview Klippa SpendControl
Klippa SpendControl consists of a web application and a mobile application. The software is available in 7 languages, including Spanish. Receipts and purchase invoices can be submitted via the business expenses module to reimburse employees and/or match creditcard transactions. Purchase invoices can also be registered in the purchase invoice module to record supplier invoices and pay out suppliers.
For both modules identical techniques are used to submit receipts or purchase invoices to the software. In the smartphone app a receipt or purchase invoice can be registered by:
Taking a picture of a paper receipt or purchase invoice by using the camera in the Klippa SpendControl App.
Forwarding a digital version of a receipt or invoice to a Klippa SpendControl forward email address.
In the web application a receipt or purchase invoice can be registered by:
Uploading a digital version receipt or purchase invoice via a manual upload from your desktop.
Forwarding a digital version of a receipt or invoice to a Klippa SpendControl forward email address.
3. Legal requirements and Klippa’s approach
Legal requirements
If a company, or Klippa on the company’s behalf, wants to convert a physical receipt or purchase invoice into a digital format, the Spanish tax authorities require for Spanish companies, that the digitisation is carried out as one automatic step.
If the automatic digitisation process and the specific regulatory steps for digitizing are followed, you can throw away the paper originals.
The tax authorities require an unbroken digitization process, because during the digitization process it needs to be ensured that the digital receipt and/or digital purchase invoices are in fact an identical copy of the paper original. The objectives are as follows:
The origin and authenticity of the physical receipts and purchase invoices are guaranteed within the digitisation process.
No modification can take place during or after a paper receipt or purchase invoice has been digitized.
The risk of tax fraud is mitigated.
Klippa’s approach
Klippa SpendControl is set up in a way that ensures that paper receipts and paper purchase invoices can not be modified, enhanced or in any other way interfere with the original picture of the receipt/invoice during the digitisation process.
This means that we convert images of receipts into PDFs. We timestamp and then sign them with a digital certificate that ensures the integrity of the receipts throughout the retention period.
We specifically note that only pictures of physical receipts and purchase invoices that are taken directly via the Klippa SpendControl App can be sealed, stamped and certified in accordance with the process mentioned above. This is Klippa’s only digitisation method of paper receipts & paper purchase invoices that complies with Spanish tax law.
4. User manual and user obligations
Spanish compliance module
Klippa has created a specific Spanish tax compliance module, including a version of Klippa SpendControl that is in compliance with the requirements and is certified. A Klippa onboarding & support employee can activate this module during the setup of your Klippa SpendControl. It is your responsibility as a client of Klippa to make sure the Spanish compliance module is activated during your onboarding as a customer.
Online helpdesk
Klippa has an online helpdesk. The helpdesk serves as a user manual and has a great number of helpdesk articles. A link to the entire helpdesk can be found here: https://help.klippa.com/en/
Submitting paper receipts and paper purchase invoices as a business expense
Submitting a paper receipt or purchase invoice as a business expense that needs to be reimbursed to an employee or matched to a creditcard transaction can be submitted by an employee via the business expenses module in Klippa SpendControl. This employee needs a Klippa SpendControl user with ‘Expense-submitter’ rights. A user with these rights can take a picture from a paper receipt and invoices by using the business expenses module in the Klippa SpendControl app.
This article explains how this needs to be done: https://help.klippa.com/en/article/how-to-submit-an-expense-in-the-mobile-klippa-app-19kqse3/
Submitting paper purchase invoices as supplier invoices
Submitting a paper purchase invoices received by a supplier needs to be submitted in the purchase invoices module of Klippa SpendControl. An employee needs a Klippa SpendControl user with ‘Invoice-submitter’ or ‘Finance’ rights. A user with these rights can take a picture from paper purchase invoice by using the invoices module of the Klippa SpendControl smartphone app.
This article explains how this needs to be done: https://help.klippa.com/en/article/how-to-add-invoices-to-the-mobile-klippa-app-1m1cdsz/
As explained in chapter 3, submitting a paper receipt or paper purchase invoice directly via the camera of the smartphone app is the only method which is certified. It is your responsibility as a client of Klippa to ensure paper receipts and paper purchase invoices that you intend to throw away are only added via the certified method!
5. Terms of use
The Klippa SpendControl Terms & conditions are applicable, which are included in the Agreements section of the web app. In addition to the T&C, Klippa cannot be held liable for incorrect use of the software leading to fines or claims. Incorrect use of the software is defined as not following the instructions that are detailed in this Quality Management Plan.
6. Contact details
If you have any questions feel free to contact our onboarding & support team via Spendcontrol spendcontrol-onboarding@klippa.com.
The confirmation of the AEAT compliance can be found here:
https://sede.agenciatributaria.gob.es/static_files/Sede/Procedimiento_ayuda/FZ01/RSoftHomologado_doc_base.pdf
1. Introduction Klippa
It is Klippa’s mission to automate the world's administrative work. We thereby make work more meaningful for people, while helping companies to save cost, improve efficiency and reduce errors & fraud. We specialize in intelligent document processing
and accounts payable automation. We are passionate to develop the best tech and provide market leading solutions to our clients.
We value excellence, quality and security in everything we do. Our Quality Management System is based on ISO 9001. Our Information Management Security System is based on ISO 27001. Both systems have been audited and we have received an accreditation for both standards.
Klippa SpendControl is Klippa’s account payable automation software. It is a single cloud platform to manage business expenses, card transactions & purchase invoices.
The goal of SpendControl is to work more efficiently and get rid of paper receipts and paper purchase invoices. To be able to get rid of paper receipts and purchase invoices in Spain, a homologation by AEAT is required. We have created this Quality Management Plan to make sure the users in Spain use the Klippa SpendControl in a compliant way. In summary this Quality Management Plan functions as a user manual and an agreement between you as a customer and Klippa.
2. Overview Klippa SpendControl
Klippa SpendControl consists of a web application and a mobile application. The software is available in 7 languages, including Spanish. Receipts and purchase invoices can be submitted via the business expenses module to reimburse employees and/or match creditcard transactions. Purchase invoices can also be registered in the purchase invoice module to record supplier invoices and pay out suppliers.
For both modules identical techniques are used to submit receipts or purchase invoices to the software. In the smartphone app a receipt or purchase invoice can be registered by:
Taking a picture of a paper receipt or purchase invoice by using the camera in the Klippa SpendControl App.
Forwarding a digital version of a receipt or invoice to a Klippa SpendControl forward email address.
In the web application a receipt or purchase invoice can be registered by:
Uploading a digital version receipt or purchase invoice via a manual upload from your desktop.
Forwarding a digital version of a receipt or invoice to a Klippa SpendControl forward email address.
3. Legal requirements and Klippa’s approach
Legal requirements
If a company, or Klippa on the company’s behalf, wants to convert a physical receipt or purchase invoice into a digital format, the Spanish tax authorities require for Spanish companies, that the digitisation is carried out as one automatic step.
If the automatic digitisation process and the specific regulatory steps for digitizing are followed, you can throw away the paper originals.
The tax authorities require an unbroken digitization process, because during the digitization process it needs to be ensured that the digital receipt and/or digital purchase invoices are in fact an identical copy of the paper original. The objectives are as follows:
The origin and authenticity of the physical receipts and purchase invoices are guaranteed within the digitisation process.
No modification can take place during or after a paper receipt or purchase invoice has been digitized.
The risk of tax fraud is mitigated.
Klippa’s approach
Klippa SpendControl is set up in a way that ensures that paper receipts and paper purchase invoices can not be modified, enhanced or in any other way interfere with the original picture of the receipt/invoice during the digitisation process.
This means that we convert images of receipts into PDFs. We timestamp and then sign them with a digital certificate that ensures the integrity of the receipts throughout the retention period.
We specifically note that only pictures of physical receipts and purchase invoices that are taken directly via the Klippa SpendControl App can be sealed, stamped and certified in accordance with the process mentioned above. This is Klippa’s only digitisation method of paper receipts & paper purchase invoices that complies with Spanish tax law.
4. User manual and user obligations
Spanish compliance module
Klippa has created a specific Spanish tax compliance module, including a version of Klippa SpendControl that is in compliance with the requirements and is certified. A Klippa onboarding & support employee can activate this module during the setup of your Klippa SpendControl. It is your responsibility as a client of Klippa to make sure the Spanish compliance module is activated during your onboarding as a customer.
Online helpdesk
Klippa has an online helpdesk. The helpdesk serves as a user manual and has a great number of helpdesk articles. A link to the entire helpdesk can be found here: https://help.klippa.com/en/
Submitting paper receipts and paper purchase invoices as a business expense
Submitting a paper receipt or purchase invoice as a business expense that needs to be reimbursed to an employee or matched to a creditcard transaction can be submitted by an employee via the business expenses module in Klippa SpendControl. This employee needs a Klippa SpendControl user with ‘Expense-submitter’ rights. A user with these rights can take a picture from a paper receipt and invoices by using the business expenses module in the Klippa SpendControl app.
This article explains how this needs to be done: https://help.klippa.com/en/article/how-to-submit-an-expense-in-the-mobile-klippa-app-19kqse3/
Submitting paper purchase invoices as supplier invoices
Submitting a paper purchase invoices received by a supplier needs to be submitted in the purchase invoices module of Klippa SpendControl. An employee needs a Klippa SpendControl user with ‘Invoice-submitter’ or ‘Finance’ rights. A user with these rights can take a picture from paper purchase invoice by using the invoices module of the Klippa SpendControl smartphone app.
This article explains how this needs to be done: https://help.klippa.com/en/article/how-to-add-invoices-to-the-mobile-klippa-app-1m1cdsz/
As explained in chapter 3, submitting a paper receipt or paper purchase invoice directly via the camera of the smartphone app is the only method which is certified. It is your responsibility as a client of Klippa to ensure paper receipts and paper purchase invoices that you intend to throw away are only added via the certified method!
5. Terms of use
The Klippa SpendControl Terms & conditions are applicable, which are included in the Agreements section of the web app. In addition to the T&C, Klippa cannot be held liable for incorrect use of the software leading to fines or claims. Incorrect use of the software is defined as not following the instructions that are detailed in this Quality Management Plan.
6. Contact details
If you have any questions feel free to contact our onboarding & support team via Spendcontrol spendcontrol-onboarding@klippa.com.
Updated on: 15/03/2024
Thank you!