The short answer
Digitising an employee receipt means photographing it (phone or web), reading the amount and sending it for manager approval, with a history per person. It is not company invoicing: Facturación is a different module; this is the person’s expense, which you settle later.
A drawer of slips and a “send photo” group are not a file. When you reimburse or pass the cost to the company, you need who sent it, which amount was read and who approved it.
This article is operational. It is not tax advice and it is not a certification badge. The working-time record (art. 34.9) is a different duty; the receipt does not fulfil it.
What is an employee expense (and what is it not)?
An employee expense is the receipt a person advances or justifies in their own name: a taxi, a working lunch, small supplies. It is not the company’s supplier invoice and it is not the quote you issue to a client.
- It lives in Time, next to clock-in, absences and approvals, because the person sends it, not the admin department.
- Facturación is the module for quotes, invoices, customers and suppliers. It fits when you settle the company expense; it is not this screen.
- Digitising the receipt does not, by itself, turn the cost into an invoice or a ledger entry. It stops the paper going missing and leaves an approval flow.
- As of 18 August 2026 there is no general duty to “clock” receipts as if they were working time. Article 34.9 asks for start and end of the working day, not the taxi slip.
- There is also no Inspection-certified receipt software. Anyone mixing those words is selling a badge that does not exist.
How is the receipt digitised: photo, web and amount?
The employee does not have to keep the paper until Friday. They send the receipt the day they have it, from where they are.
- A photo from the phone, or an entry from the web if they are in front of a browser.
- The system reads the amount. That saves typing; it does not replace checking that the number matches the slip.
- We do not claim reading of tax ID, split VAT, merchant or date beyond what you see on the slip itself. What the product does here is read the amount.
- A digitised receipt is not a photo album. It is a request with an amount that enters approval.
- If the paper is lost later, the photo and the amount read remain — not an empty box.
Who approves, and what stays in the history?
The manager approves. Without that yes, the receipt is a photo. With that yes, it is a person expense with a trail.
The employee sends
A photo or a web entry, with the amount read. They do not wait until month-end to empty a wallet.
The manager decides
An approval flow. The expense enters or it does not. It is not “taken as fine” in a chat that later disappears.
History per employee
What was sent, which amount was read and what was approved. Retrievable when you settle, not in a paper box.
When does Facturación come in, and when does it not?
If you mix a person expense with a company invoice, the month goes wrong twice: in Time and in admin.
- Employee expenses: the person’s receipt, photo or web, amount, approval, history per employee.
- Facturación: quotes, invoices, customers, suppliers and creditors. It is another module.
- When an approved expense has to be settled as a company cost, it fits Facturación. You do not need to buy it on day one, and you do not need it to send the receipt.
- Accounting, banks and tax are different modules. This article does not treat them as automatically connected.
- The Time price (from €8.89 per employee per month, VAT included) covers this flow if the module is active. The trial is 15 days.
FAQ
Does this replace Facturación?
No. This is a person expense. Facturación is company invoicing. They fit when you settle; they are not the same screen or the same module.
Do we need the app to send a receipt?
No. The photo comes from the phone; you can also enter it from the web. Pick the channel the team will actually use.
Does the system read the amount on its own?
It reads the amount on the receipt. Check that it matches. We do not present reading of other fields, or supplier-invoice OCR, here.
Is there a trail per employee?
Yes. History per person: what was sent, the amount and the approval. That is what you stop losing in a box or a chat.
Is digitising receipts required by law?
As of 18 August 2026 there is no general duty to digitise an employee receipt as if it were the working-time record. Article 34.9 is start and end. Keeping expense proof is a different conversation, with your tax advisor.
Is it included in Time?
Yes. Employee expenses are part of the Time module, with clock-in, absences, approvals and reports. From €8.89 per employee per month, VAT included. 15-day trial.
How Vacly Time handles this
Vacly Time digitises the employee receipt: a phone photo or a web entry, amount reading, manager approval and a history per person. It is an employee expense, not Facturación. The product page is https://www.vacly.es/producto/tiempo/gastos. From €8.89 per employee per month, VAT included. 15-day trial. It is not a certification badge and it is not a working-time record: it is the inbox that stops being a box of paper.