Business processes

Managing invoices and proof of expenses

The digitization processes we perform at Papyrum are approved by the Spanish tax authorities (AEAT), which enables our customers to destroy the physical paperwork once it has been digitized and validated.

The physical documentation becomes digital: we extract the data from the documents, we carry out the relevant validation and we cross-check it with master data and voice data. This painstaking process ensures the quality and authenticity of the information with 99.9% reliability: practically “error-free”.

Invoices, delivery notes, proof of expenses, etc., come to be stored digitally and are organised, classified and ready to be recovered instantaneously at any time. All this documentation is integrated into our Kulteo platform or into other systems the company has, which makes it possible to achieve the traceability of any document or file.

With this tool, photographs are taken of the proof of expenses by mobile phone and the data is sent in real time to the platform, which ensures the traceability of the process and the reliability of the information. Invoices or receipts can also be received via a remote scanner and through an online app connected directly to Kulteo.  

The natural evolution of invoices from paper format to digital format has led to electronic invoices. An electronic invoice is valid for tax purposes that replaces the physical document and has the same legal status as the physical document provided that it meets a series of requirements such as legibility, authenticity as regards origin and integrity of content.

Electronic invoicing has been given great prominence as it eliminates physical processes and reduces the risk of mistakes. Papyrum has developed an application approved by the Spanish tax authorities to manage invoices and proof of expenses in a very simple and intuitive way. 

The implementation of this technology automates the invoicing process and the collection of input data, which accelerates and improves work flows in administration and accounting departments. In addition, if the data is stored safely in icloud, it facilitates remote access by authorised users. Unifying the formats encourages compliance with policies, rules and procedures. These invoices and proof of expenses are easier to organise and save immediately, which reduces waiting times and represents paper cost savings and respect for the environment. Electronic invoicing is also safer: invoices can be encrypted with a password, which prevents them from being altered. And, more importantly, this tool has been approved by the Spanish tax authorities (AEAT).

Delivery note management

The digitization processes we perform at Papyrum are approved by the Spanish tax authorities (AEAT), which enables our customers to destroy the physical paperwork once it has been digitized and validated.

Our systems provide customers with the ability to capture the metadata, extract the relevant information, generate the required reports, manage the information through business rules (BPM) and track the entire life cycle of the delivery note, comparing it to the order and the invoice. Our systems provide our customers with total mobility of electronic devices, as well as offering a multichannel approach.

Nowadays, depending on the customer’s systems and needs, digital delivery notes can be generated and linked to the invoicing process, either to send to customers as an attachment, generating them to be digitally signed, or to continue their traceability, especially in critical processes, such as those in the food sector.

The same process is also carried out starting from the physical delivery note. 

Management of labour contracts

Papyrum digitizes contract and file management, which is a very useful service for companies involved in many hiring processes and which need these documents to be fully legally valid. 

The signature process of an electronic contract can be completed entirely through the Kulteo platform. First of all the documents are generated digitally from the start, including voice data, with the data entered at the point of sale or through the ERP or CRM systems of the company itself. Once generated, the document is validated and approved according to the agreed business rules and the master data files.

Next, the qualified signature is carried out, through a certified and authorised device that renders it fully valid and complies with the General Data Protection Regulation. Once signed, the document is sent to the interested party by email and is integrated into Kulteo or the platform used by the customer to store the documentation. The signed digital document can be left in Papyrum’s warehouse or at the customer’s offices. Another, additional advantage of this system is that it makes it possible to add alerts regarding the end of each contract and it manages all the additional documentation.

Management of commercial contracts

Our Kulteo platform digitally generates any type of contract from the start thereof with total legal validity through our (Non-Biometric) Qualified Digital Signature system which fully complies with the GDPR. For communication flows between the contracting parties, we use our Registered Digital Communication systems, certified by our certification authority. 

Through Business Process Management (BPM), the Kulteo platform provides our customers with the internal controls, traceability, business rules, alarm systems and scorecards required to manage the life cycles of their contracts, providing them with total mobility through electronic devices, as well as offering a multichannel approach.

Registered digital communication

Nowadays, digitising processes entails the transformation of documents into digital format, thus eliminating paper. 

Legal communication with third parties has traditionally been carried out through sending irrefutable notifications, such as registered letters or burofaxes, a procedure which meant great progress, to legally bear witness to the communication made and its content, preserving confidentiality.

Nowadays, digitising processes entails the transformation of documents into digital format, thus doing away with paper. In this scenario, REGISTERED DIGITAL COMMUNICATION plays a prominent part. However, this type of communication must be performed in accordance with the European legislation in force (the Electronic Identification and Trust Services Regulation – eIDAS – and the General Data Protection Regulation – GDPR) to maintain confidentiality and ensure traceability. The Supreme Court acknowledges the probative value of Registered Emails.

Which ways are there to make a registered digital communication?

  • Registered text message (SMS): the content of the message is legally valid. The date of sending and date and time of receipt are accredited thanks to the traces and acknowledgement of receipt from the communications operators involved.
  • Registered email: an email is sent which can contain an HTML design and attached files, in which the content and the delivery are certified. The content is drafted and sent through our platform in a similar way to that of any mail service.
  • Registered push notifications: these are carried out through mobile devices (iPhone, Android, Blackberry, etc.).

The customer is sent the communication through including the text of the notice and of the attached files on the Kulteo platform, which is absolutely secure. All the data are recorded and are mineable and exportable due to being generated in digital format.

Kulteo has a Communication Template generator, manages mass mining of notices to customers and its features can be executed automatically in work flows previously established on the platform. It administrates the database of the communications sent by dates, categories or people, rejected communications, etc.

The Electronic Registered Delivery Service has two modes depending on whether the delivery is qualified or non-qualified (degree of confidence):

  • Electronic Registered Delivery Service: this is a service which makes it possible to transmit data between the parties by electronic means and provides evidence related to the management of the data transmitted, including proof the data was sent and received.
  • Qualified Electronic Registered Delivery Service : this is a qualified electronic registered delivery service which meets the requirements laid down in Article 44 of the eIDAS Regulation.

The service must be supplied by a Qualified Trust Service Provider (QTSP) by itself or in collaboration with third parties. Qualified Provider SIGNTONIC is the exclusive QTSP for PAPYRUM.

The Registered Communications service from SIGNTONIC and Papyrum ensures the integrity of the data communicated, its sending and its receipt by the addressee, the accuracy of the date and time of sending and delivery, as well as all the legal evidence (records) with a long-duration Qualified Electronic Signature issued by SIGNTONIC as the Qualified Trust Service Provider.