Before getting started
Cleemy Expenses lets you generate digitized archives of your expense receipts. These are actionable for administration in the same way as their paper originals in compatible countries (see list below).
Once the expense report has been checked, employees can then get rid of the original paper receipts.
How digitization with probative value works in Cleemy Expenses
The feature works as follows:
- You can track expense receipts uploaded to Cleemy Expenses by your employees using the mobile app, via file import or sent by email. The receipts found in the archives with an original in paper format are sent in digital form. No image processing is used in order to ensure that they are accurate reproductions of the original image and content. The photos taken by users cannot be edited in the Cleemy Expenses solution.
- Create one PDF document per expense report, containing all of the expense receipts and information usually required by administration for audit purposes. The document is generated once the expense reporthas been approved and verified.
- Add a server certificate to this document, in compliance with the European eIDAS regulation. This is a type of electronic signature issued for a legal entity, in this case LUCCA, which dates the document with a timestamp and guarantees that it can't then be edited.
- Archive the documents in our data centers, which are certified in line with ISO 27001:2005 and located across three different sites. This archiving guarantees that the documents are permanently saved, in their entirety, for the whole legal retention period. In practice, documents are saved with no time limits for as long are you are a client. The archiving system is subject to a documented process and internal controls. The servers that store these data are hosted by OVH across two separate datacenters in Roubaix and Strasbourg (France). This duplication aims to guarantee continued access to digitized expense report archives. Encrypted backup copies are generated daily and hosted on Microsoft Azure servers in Amsterdam (Netherlands), where the 30 most recent backup copies are retained. More details about the data security system are available upon request at https://support.lucca.fr/hc/en-us/requests/new.
This feature is offered in partnership with Universign. The seal and timestamp are provided by Universign, which is listed as a "trusted service provider" under the European eIDAS regulation.
Compliance with legal requirements for each country
Lucca commits to guaranteeing compliance for the following countries only.
You can still use the digitization service in other countries, but Lucca cannot guarantee its legal compliance, which remains the responsibility of the client.
France
The digitization process offered by Cleemy Expenses complies with the provisions ofArticle A 102 B-2 of the French Tax Procedure Code.
Archives extracted from Cleemy Expenses feature a server certificate that complies with the eIDAS regulation and the Référentiel Général de Sécurité (General Security Database) at a one-star level. The certificate's metadata can easily be controlled by opening the document in question in Adobe Acrobat Reader. These certificates also feature a timestamp, in compliance with the provisions of Article A 102 B-2 of the French Tax Procedure Code.
Germany
German legislation authorizes the digitized archiving of expense report receipts, provided that they comply with certain requirements:
- The storage of receipts must adhere to the accounting principles stated in German law and listed in the GoBD.
- The duplicate or data must correspond to the original documents in terms of image and content.
- The duplicate or data must be available at all times during the retention period, be immediately readable, and be able to be automatically analyzed.
The solution offered by Lucca, particularly the timestamping and seal provided by Universign, makes it possible to guarantee that the original state of a document cannot be modified without identification. It complies with the principles of the GoBD, in terms of:
- Immutability
- Exhaustibility
- Traceability and verifiability
- Timely registration and entries
- Order and readability in document archiving
- Accuracy
Activating the digitization feature
To activate this feature on your own, please follow the steps below:
- In Cleemy Expenses, go toSettings, then Management rules.
- Select the establishment that you want to activate the feature for.
- Go to the "Digitization of receipts" tab.
- Select "Yes".
- Save your changes.
You should also check that all your expense types are set up so that it is mandatory to add digitized receipts (via Settings %gt; Types).
Do this before activating the service and ask your employees to add a receipt for every expense submitted before it became mandatory to provide one. Expenses without any digitized receipts will be included in the PDF, but will not be actionable for administration.
Once the service has been activated, the archives with probative value are generated automatically. However, please note that only expense reports that have been validated and verified after the service's activation will be archived.