A task as classic as it is necessary in any business is that of file invoices. This is necessary for several reasons: it ensures regulatory compliance, provides accounting transparency, optimizes internal processes, and more. Whether in paper or digital format, this task has a direct impact on the efficient management of your resources and, therefore, on your strategic decisions. To help you with this, we explain what it means to file invoices in this digital context, how long you should keep them, and the most effective methods for doing so. You will also discover that with tools such as easyap you can transform the management of your electronic invoices, gaining speed, security, and efficiency.
What do we mean when we talk about filing invoices?
The concept of filing invoices is not limited to simply storing them. It is a process that involves these other actions:
- Classification. Organize invoices by date, supplier, or category.
- Retention. Keep them for the legal timeframes to avoid penalties.
- Accessibility. Ensure that they are quickly and easily available when you need them, whether for audits, analysis, or internal consultations.
Today, in the midst of the digital age, you can carry out this process on physical format (i.e., traditional paper invoices) or with digital solutions.
As we say, the trend toward business digitization has given a more important role to digital filing systems. By this term, we refer to systems that offer much greater security, space savings, and automation.
As an example of this new reality, the total number of B2B electronic invoices issued in our country was 460,309,458 in 2023. This figure represents an increase of 35.39% over the previous year.
How long do invoices have to be kept on file?
In turn, in the previous point we discussed the retention of invoices and the legal period stipulated for this. In this regard, the period is regulated by Spanish tax legislation and depends on the type of document:
| Invoice type | Retention period |
| Invoices issued and received | 4 years since the last related tax return (General Tax Law, Article 66). |
| Documents related to VAT | 4 years from the filing of the quarterly or annual return. |
| Invoices related to investment goods | Up to 9 years, depending on the asset's amortization period. |
In any case, keep in mind that these deadlines may be extended if tax inspections are underway.
How to file supplier invoices? Methods
When it comes to filing supplier invoices, there are several methods or alternatives you can use. Specifically, you can currently choose from the following:
- On paper. This involves using a physical invoice file to classify invoices by date or supplier. Be sure to protect them from moisture or deterioration by using one made of good material.
- Digitally. This method is based on using software that scans invoices and stores them in a document management system. document management system. In this case, we recommend using tools that allow you to include tags or filters to make searching easier.
- Hybrid. The last and third option is to combine the previous two. That is, keep them on paper and use a digital system at the same time, which gives you a double layer of security.
However, he believes that once 100% compliance the mandatory nature and regulations of electronic invoicing in Spain are fully implemented, paper invoicing (and consequently hybrid invoicing) will no longer make sense.
Advantages of digitally archiving supplier invoices
But beyond the mandatory use of digital invoices and having to file invoices electronically, this method offers other great advantages:
- Greater accessibility. Software helps you locate any of your electronic invoices in a matter of seconds.
- Advanced security. Cloud storage Cloud storage gives you the opportunity to have automatic backups. Therefore, your data is stored with full guarantees.
- Document authenticity. Certified digital solutions provide legal validity for documents with electronic signatures and certificates.
- Lower operating costs. With the digital process, you reduce costs associated with physical storage.
- Lower risk of loss or damage. You eliminate the human factor (prone to more errors) or physical deterioration of documents.
- Time optimization. Thanks to automation and advanced search, you save time and personnel that you can devote to other areas.
How to file your own invoices?
Everything we have discussed about filing supplier invoices also applies to your own invoices. However, filing your own invoices has a different nuance, as it directly affects the image and professionalism of your company in the eyes of customers and public bodies.
Best practices for filing your company's invoices
In this regard, at easyap we also recommend using digital solutions for your own invoices and documents, as they offer the following benefits:
- Centralization. Everything will be in a single system where you store all your issued invoices.
- Automation. Solutions that automatically generate electronic invoices and classify them at the same time.
- Verification. These systems help you check that invoices contain all the mandatory information (tax ID number, VAT breakdown, dates, etc.).
- Legal backing. Digital copies comply with current electronic invoicing regulations, provided your software is properly configured.
How to file invoices digitally?
Data such as the increase in electronic invoicing mentioned at the beginning reflects a reality: digitization is becoming the preferred solution for both large companies and SMEs. Its many advantages contribute to this.
Steps for digitizing and archiving invoices
In this regard, efficient software is vitally important. In fact, once you have implemented it in your company, the step-by-step process of digitizing and archiving your invoices is quick and easy:
- Initial scan. Convert your paper invoices to digital format (PDF, XML, etc.).
- Management software. Use a tool that allows you to classify, label, and store invoices electronically.
- Cloud storage. If you have chosen a secure platform, you can include remote access options and backups.
- Integration with other systems. Connect your billing software with your ERP or CRM to consolidate financial information.
How can easyap help you with your billing?
This is where easyap, a leading solution in electronic invoicing management, comes in. Our software is designed to meet the needs of large companies in various countries, sectors, and sizes.
Among other things, you will have the opportunity to:
- Generate invoices. The software fully automates the issuance process, ensuring regulatory compliance and complete accuracy.
- Receive and manage supplier invoices. You can centralize all documents in a single system, with advanced sorting and search capabilities.
- Modify invoices. The easyap solution corrects errors and updates information easily and securely.
- Digitally archive invoices. Of course, the software stores your invoices and documents in the cloud using technology that ensures immediate accessibility and protection in the event of audits.
There are even more advantages, but with these alone, you can forget about manual processes. You also gain efficiency and can devote more time to strategic tasks.
In short, with a good invoice filing strategy and a tool like the one we offer, your company will comply with all regulations, avoid errors, and simplify financial management. If you want to try it out and learn more about easyap and its benefits, contact us.
