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Attach Receipts and Documentation

Attaching receipts or invoices to your expenses is essential to ensure they can be approved and reimbursed quickly. Factorial makes this process simple, accurate, and legally compliant in certain countries.

When employees upload receipts, Factorial uses OCR (Optical Character Recognition) to extract key details automatically. This ensures accuracy, reduces manual input, and provides the necessary proof for accounting, audits, and compliance.

 

Automatic data extraction (OCR)

When you upload a document, Factorial uses an AI-powered OCR system (with over 90% accuracy) to:

  • Recognize the vendor name and TIN
  • Detect the amount (including taxes)
  • Capture the currency and date of purchase
  • Capture the document number

This means most fields in your expense are automatically pre-filled for you. You only need to review and confirm the details, saving you time and reducing errors.

Supported formats

You can attach receipts and proofs of payment in the most common formats, including:

  • Images: JPG, PNG, HEIC
  • PDF documents
 

 

Why attaching receipts matters

  • Ensures your expense is valid for approval and reimbursement.
  • Provides your company with the necessary proof for accounting and audits.
  • In some countries, attaching the receipt digitally means you don’t need to keep the paper version anymore.

 

How to attach a receipt

  1. In your sidebar, go to My spending → My expenses
  2. Open your expense (manual or card expense draft)
  3. Click “Attach file” and upload the receipt from your computer or take a picture with your phone
  4. Review the information pre-filled by OCR and make any necessary edits
  5. Submit the expense for approval

 

Digital compliance by country

Factorial automatically applies digital signatures and certified archiving for uploaded expense documents, so they are valid under local regulations:

  • Spain (ES) - Compliant with Spanish digital invoice/receipt archiving law.
  • France (FR) - Certified digital archiving according to French regulations.
  • Italy (IT) - Coming soon, with full compliance to Italian expense digitization laws.

This means that once you’ve uploaded a receipt, you don’t need to collect or store the physical copy anymore.

 

 

FAQ

  1. Do I need to keep paper receipts after uploading them?
    In supported countries (e.g., Spain, France), no. Factorial’s digital archiving is legally compliant.
     
  2. Can I attach more than one document to an expense?
    Yes, multiple files can be attached if needed.
     
  3. Does OCR work for all languages and formats?
    OCR supports most common languages and standard receipt formats, but always review fields for accuracy.

 

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