Transferring analog to digital. That is, in a way, what we do at easyap. But above all, and much more importantly, it is what you, as a manager or business owner, should be investing your efforts in. The public administration is already digital and encourages the entire business community to follow suit. That is why many of your competitors are probably already digital too. And key to this whole process is what is known as certified digitization. What exactly does it consist of? How does it work? Who can implement it in your business? In this article, we answer the most frequently asked questions about this concept.
What is certified digitization?
Let's start by answering the basic, initial question that underpins the topic: What is certified digitization? It is the process by which a digital document acquires legal validity for any organization.
At the same time, in the case of companies, certified document digitization must be carried out in accordance with the standards established by the relevant tax authority. However, this requires software that digitizes files and is approved to comply with legislation.
As far as online invoicing , certified digitization is extremely useful, as it gives any invoice issued and received in a system an official character, without the need to manage it on paper and all that this entails.
In turn, electronic digitization also goes beyond the business sphere. In fact, as an individual, you have surely encountered bureaucratic procedures in which you are asked for your electronic ID or a digital signature. To put it more colloquially, what used to be done by signing with a pen in an office is now done through this digital process and from anywhere.
In which cases is certified digitization used?
As we mentioned, it is increasingly common to find companies and individuals using digital certifications. Whether it is an electronic ID card or a digital signature for personal procedures, or business software that manages certified digitization of documents and files, as is the case with the easyap solution.
Likewise, as a legal entity or representative of a company, it is very common to need to present digital certifications for such common procedures as:
- Signing of official documents with the public administration.
- Tax filing and settlement.
- Submission of complaints or appeals of any kind.
- Give legal validity to invoices that you must submit or that a public body may request from you.
It is also common nowadays to have to use digital certificates for certain personal bureaucratic procedures such as checking traffic fines, censuses, registers, and so on.
Does a digital certificate have the same value as a physical certificate?
In terms of legal validity, digitizing certificates offers every guarantee, provided you apply it correctly in your business. In other words, trust companies that can offer you software that complies with the basic and necessary standards. In this regard, the easyap system adapts to the tax requirements of the geographical area in which you operate your business.
With our solution the certified digitization of your invoices and documents will always comply with the relevant legislation. Furthermore, the process of digitizing your invoices is simply a matter of "transferring" what you previously had on paper and in physical folders to an online format. Therefore, the legal value is the same, as long as, as we say, these digital files comply with the standards established by each competent public body.
What are the benefits of certified digitization of invoices and documents?
Another reason why we recommend certified file digitization is because of the many advantages it offers. certified digitization of invoices and other types of business documents has a long list of benefits that could help you (and not just at a bureaucratic level):
- Optimization of equipment and human resources dedicated to billing and taxation processes, who can then invest their time in other tasks.
- It is a saving in business costs, as it eliminates expenses such as paper and printing, or costs related to folders, filing cabinets, etc.
- It is also a matter of automation of a business process, which means more efficient management of common issues such as VAT relief. This makes the business more profitable.
- The savings in storage space is considerable, since the software saves all invoices and documents, and large offices or shelves are not needed.
- The information on billing and taxation is much better organized and more accessible to the teams or people you allow.
- It represents a reduction in environmental impact and complies with the ISO14001 standard.
All of this represents a considerable gain in two areas that are vital to the survival of any business: time and money.
Is digitizing documents or invoices the same as certified document digitization?
Absolutely not. And, in fact, the nuance of the word "certified" is key to answering this question. In the midst of digital transformation , it is essential to use electronic systems for any business process. Whether it is invoicing or any other process, digitizing documents and processes has multiple advantages. However, digitizing your documents does not mean that they are certified.
To digitize documents, all you need is software that does the job. In other words, a program that allows you to convert a document, image, or physical file into any digital format. However, not all documents are valid for tax purposes. This certification is established by a competent administrative body for this purpose. Therefore, the certified digitization of a document refers not only to the fact of having the file in digital format, but also to its compliance with legal requirements.
The expiration of digitally certified documents
Another important and distinguishing factor is the duration of legal validity. In the case of invoices or other types of documents that you certify digitally, you must also keep them in paper form for 5 years. you must also keep them in paper format for 5 years. This way, they can be used to prove their legal validity in the event of any inspection.
On the contrary, if you use software such as easyap, you will already be using a system that includes certified digitization of invoices and documents adapted to the corresponding legal standards. Therefore, you can instantly destroy paper documents, invoices, or files, since all your information will be perfectly recorded in the system.
Who is responsible for issuing certification?
This issue is somewhat more ambiguous. The competent tax authority is responsible for issuing certifications and verifying that a document or file is legally valid. In Spain, this is the AEAT (tax agency) that determines how and which documents are digitally certified based on its criteria.
In this regard, to request a digital certificate, you must apply to this public body. However, you must do so through the institution that issues them, which is the National Mint.
In turn, the competent regional authorities also have a say in taxation and fiscal matters, where they exist. We are referring, for example, to autonomous communities with their own regional tax regimes, such as the Basque Country and its popular system TicketBAI.
In any case, the best and most practical solution for your business will be to implement a system such as easyap. We have been developing and implementing our software adapted to the legal requirements of each territory and each market. Not only that, but with easyap, you won't have to worry about the expiration of a certification you obtained 3, 4, or 5 years ago for a document.
What is the cost of certified digitization?
It is difficult to determine the cost of certified digitization of all a business's documentation. It will depend on several factors: the specialized company you use to carry out this process, how it works, what solutions it offers, what other applications it may include, and so on.
What we can do is explain how the cost of certified digitization for your business with easyap. In this regard, our customers highlight two aspects in particular when it comes to price:
- Your billing goes from being a fixed cost to a variable cost. We charge for each invoice you process with our system. Therefore, we offer a solution that adapts to any type of company and business volume.
- Unlike other companies in the sector, at easyap we do not charge any initial setup fees.
In addition, and to conclude, we would also like you to know that the process of implementing the software in your business takes less than a week. This means that you can start certified digitization of your invoices and documents in just a few days. So don't hesitate and contact us as soon as possible to take another step forward in the necessary digital transformation.
