Electronic invoice
XML or Facturae is already structured data at birth. Digitizing means reading paper, a PDF or a photo and proposing tax ID, bases and VAT. Vacly accepts both paths; they are not the same document.
Vacly
Digitize invoices without typing tax ID or VAT
Digitizing invoices means turning paper or a PDF into data you can review: tax ID, bases and VAT. It is not an electronic invoice: XML or Facturae is already structured at birth. It is not certified digitization: that procedure, when its requirements are met, is what allows you to destroy the paper. It is not VeriFactu: the verifiable invoicing regime applies on 1 January 2027 for companies and 1 July 2027 for the self-employed. In Vacly you upload the document — PDF, JPG, PNG, WEBP or XML/Facturae — the AI reads, you group pages and a person reviews the batch. That same data feeds pre-accounting and the VAT summary. It is not a send to the AEAT. It is not a closed journal. Invoicing is priced in Soles. The trial is 15 days with your invoices. Vacly Solutions SL, CIF B22657407, Tortosa.
Live interactive demo
Export approved invoices to Excel
Interactive walkthrough, no sign-up: the Invoices batch, the ones already approved, and the Excel file. It is not a send to the AEAT. The real screen is /app/FacturasUnificado.
When you want the same flow with your invoices, the trial is 15 days. If volume is the question, the form is below.
- Digitizing invoices means turning paper or a PDF into tax ID, bases and VAT — not typing them again
- The quarter arrives and pages are missing, or the same expense is there twice
- You upload PDF, JPG, PNG, WEBP or XML/Facturae. Gmail and Outlook: PDF attachment only
- The AI reads. A person reviews the batch. The same data goes to pre-accounting and VAT
- You export Sage, CSV or Excel: a file. There is no live connector
- Soles, pay as you go. 15-day trial with your invoices.
How it works with Vacly
01
You upload the file, not the data by hand
The upload area accepts PDF, JPG, PNG and WEBP. The product also accepts XML and Facturae. You stop copying the tax ID from paper into a cell. If the document comes from Gmail or Outlook, only the PDF attachment comes in: images in the email body are not imported. That is not a marketing miss; it is the connector limit.
02
The AI reads tax ID, bases and VAT
It proposes. It does not close. The value is not typing the obvious. The risk is trusting the first pass. That is why the flow does not end here. If someone sells you “the AI posts books on its own”, that is not this page.
03
You group pages and build the batch
A three-page invoice is not three invoices. A loose receipt is not a supplier invoice. The batch is the work: join, split, do not duplicate. That is where the quarter usually breaks when it is done by hand.
04
A person reviews
A human validates the batch before the data feeds pre-accounting and VAT. They check tax ID, bases, VAT amount and that the same expense is not there twice. Vacly does not replace the admin’s or the firm’s judgement.
05
The same data continues the trip
Pre-accounting (a proposed journal, to validate) and the VAT summary. You export Sage, CSV or Excel: a file per period. There is no send to the AEAT. There is no live connector to a3, Holded or Sage. If your firm works in another programme, you send the file.
What digitizing invoices is not
Three names get mixed in the same search. Digitizing the PDF is not what VeriFactu is. It is not Facturae and it is not certified digitization.
Certified digitization
That is the procedure that, when its requirements are met, allows you to destroy the paper original. Extracting tax ID and VAT from a PDF is not that procedure. This page is about the data, not about replacing the physical file.
VeriFactu
The verifiable invoicing regime. Companies on 1 January 2027; the self-employed on 1 July 2027 (RDL 15/2025). Uploading a PDF and reviewing the batch is not sending a billing record.
The problem: typing, the quarter, duplicates
The bottleneck is not the scanner. It is typing tax ID, bases and VAT again and again, reaching the quarter with gaps and finding the same expense twice. Digitizing here cuts that work: the same reviewed data feeds pre-accounting and VAT. It is not the filing to the AEAT.
Typing
Tax ID, bases, VAT, date, supplier. Once is fine. The fortieth time is tired. The error is not “not knowing accounting”: it is copying. Vacly reads and proposes. You stop being the keyboard.
The quarter
The VAT summary wants the whole batch. If pages are missing or the XML stayed in an email, the quarter closes with a gap. Digitizing here means the same data you reviewed feeds that summary. It is not the filing to the AEAT.
Duplicates
The same PDF in the chat, the mail and the folder. The same expense twice. The batch exists so you see it before pre-accounting inherits it. A human looks. The AI does not “dedupe and close”.
The batch changes with the trade
The counter, the food-invoice drawer and the site delivery note are not the same pile. The retail, hospitality and construction batches use the same flow: you upload the PDF, a person reviews, the data continues. No POS and no take-off ERP.
What a human validates (and why we do not skip it)
Human review is not a marketing extra. It is the limit that stops us selling auto-accounting. Admin or the firm confirms what the AI must not sign on its own.
Identity and figures
Tax ID, bases, VAT amount, date. If OCR invents a digit, the human stops it. That is the batch, not a closed journal.
That it is one invoice, not three
Page grouping, receipts versus invoices, XML/Facturae versus a photo. What belongs in the period is your judgement.
That it does not travel twice
The same document must not feed pre-accounting and VAT twice. The human sees the batch. Vacly does not promise blind de-duplication magic.
Blog guide
The screen-by-screen walkthrough and format detail are in how to digitize invoices.
If you already invoice in Holded
Digitizing here does not ask you to switch that tool off: you export a file. If you want the detail side by side, there is the Vacly vs Holded comparison.
Price: Invoicing in Soles
Invoicing
Soles, pay as you go
Specials
Soles, pay as you go
Tax
€12.90/month VAT incl.
Payroll
from €2.50 per employee/month VAT incl.
Time
from €8.89 per employee/month VAT incl.
Accounting and Banking
on request
Digitizing lives in Invoicing (Soles, pay as you go). 15-day trial with your invoices. Projects €19/month if you switch it on. Vacly Solutions SL, CIF B22657407, Tortosa.
Honest limits: no AEAT, no journal on its own
- Vacly does not send the batch to the AEAT.
- Vacly does not post books on its own. Pre-accounting asks you to validate the journal.
- Gmail and Outlook: PDF attachment only. Images in the email are not imported.
- There is no live connector to a3, Holded or Sage. You export a file (Sage, CSV, Excel).
- We do not invent customers or logos.
Frequently asked questions
- What does digitizing invoices mean?
- It means turning paper, a PDF or an image into data: tax ID, bases, VAT amount and VAT. In Vacly you upload the document, the AI proposes, a person reviews the batch and that data feeds pre-accounting and the VAT summary. It is not a closed journal.
- Is digitizing invoices mandatory?
- Digitizing, as such, is not mandatory. What allows you to destroy the paper is certified digitization, a procedure with its own requirements. This page is about extracting the data from the document, not about that procedure.
- Digitized invoice or electronic invoice?
- A digitized invoice starts as paper, a PDF or a photo and becomes data. An electronic invoice (XML, Facturae) is already structured at birth. Vacly accepts both paths: you read the PDF or you import the XML. They are not the same document.
- When does VeriFactu start?
- The verifiable invoicing regime applies on 1 January 2027 for companies and 1 July 2027 for the self-employed (RDL 15/2025). Digitizing a PDF is not VeriFactu: it is not sending a billing record.
- Which formats does it accept?
- The upload area shows PDF, JPG, PNG and WEBP. The product also accepts XML and Facturae. From Gmail or Outlook only the PDF attachment comes in; images in the email are not imported. If your flow is “photo in the mail body”, it will not come in through that connector.
- Does Vacly send to the AEAT?
- No. Vacly does not send the batch to the AEAT. The AI reads tax ID, bases and VAT and proposes; a person reviews. Pre-accounting asks you to validate the journal. The VAT summary is fed by the reviewed data; official filing is another conversation.
- How much does it cost and how do I try it?
- Invoicing is priced in Soles, pay as you go — not per employee. The trial lasts 15 days, meant for your real invoices. Tax is €12.90/month if you switch it on. Accounting is on request. CIF B22657407, Tortosa.