Billivo Gastos
From a photo to an organised expense.
Billivo Gastos turns a photo of a receipt or a PDF invoice into a recorded expense. OCR suggests the data, you check it and, on paid plans, the original document is kept intact and digitally signed through certified digitisation under Orden EHA/962/2007.
What Billivo Gastos does for you
OCR fills in the data
When you scan a receipt or upload an invoice, the app detects the date, amount, VAT and supplier. You just check them and save.
Certified digitisation
On paid plans, Billivo Gastos digitises your documents in line with Orden EHA/962/2007. The original image is never altered, even if you edit the expense data.
All your expenses in one place
Receipts, invoices and supporting documents are centralised and available from your phone or browser, instead of scattered across emails and folders.
Your team's expenses
Each employee records and views only their own expenses, and the company sees and manages every expense on the account.
Ready for your accountant
Export an Excel file with your expenses for a period, with the original documents if you need them, and share it with your accountant.
Period closing
Close a month or a quarter to lock its expenses and generate a digitally signed backup of all its documents.
How expense management works in Billivo
Billivo Gastos is a dedicated app within Billivo, designed to keep your expense paperwork in order when it is time to file taxes or review transactions.
Scan the receipt or upload the PDF
Take a photo with the mobile app or import the PDF invoice from the web version.
OCR fills in the data
Billivo identifies the supplier, date, amount and VAT, so you do not have to enter them by hand.
Check and save
Check the information, correct anything you need to and record the expense.
Export or share
View your expenses, export them or share them with your accountant whenever you need to.
Verification package for the tax authorities
From the web version, the company can download a package with the original documents, their SHA-256 hashes, the digital signatures and the public key. It lets you prove to an inspector or auditor that a document has not been altered since it was archived, without relying on the app itself.
Read the statement of compliance →Scans included in each plan
Free includes one scan per month. Starter and Business include five. Business Advance includes 300 scans per month. If you only need Billivo Gastos, ask about the Enterprise options.
Compare plans →Frequently asked questions about Billivo Gastos
What does Billivo Gastos include?
It lets you scan receipts and invoices, extract their data with OCR, keep documents through certified digitisation, give your employees access, export expenses and close periods, all from a dedicated Billivo app.
How does automatic recognition (OCR) work?
When you scan a receipt or upload an invoice, Billivo identifies data such as the date, supplier, amount or VAT. You check what it detected, correct anything you need to and save the expense. If a field is not recognised, you can fill it in by hand.
Can I scan from my phone and upload PDF invoices?
Yes. From the mobile app you take a photo of the receipt, and from the web version you import the PDF. A photo can be up to 6 MB and a PDF up to 8 MB and 5 pages. The image needs enough resolution for certified digitisation; if it is too small or blurry, the app tells you.
How valid are the digitised documents?
On paid plans, Billivo Gastos keeps the original document intact and digitally signed, in line with Orden EHA/962/2007, and lets you generate a verification package for an inspection or audit. The product's statement of compliance sets out how it complies.
Can my employees record their own expenses?
Yes. Each employee only sees and manages the expenses they upload. The company or the administrator manages all expenses and has access to exports and period closings.
Can I export my expenses for my accountant?
Yes. The company can download an Excel file with the expenses for a date range, with the original documents if it wants them. The Excel file shows which user uploaded each expense.
What is a period closing?
When you close a month or quarter that has already ended, its expenses are locked and can no longer be edited or deleted, and a digitally signed backup of its documents is generated. This action cannot be undone.
How many scans does each plan include?
Free includes one scan per month, Starter and Business five, and Business Advance 300. If you only need Billivo Gastos, ask about the Enterprise options.
Your whole business, connected
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