AI expense management

Take the photo. AI does the rest.

The employee photographs the receipt and AI extracts the amount, tax, vendor and category, applies the expense policy, and leaves the claim ready for approval.

How the circuit works

An expense report takes less time to submit than to review. Kimobox flips that ratio: the employee photographs the receipt, an AI model extracts supplier, date, net amount, VAT rate and description, and the platform applies the company expense policy before anyone looks at anything. What reaches the approver already arrives classified, with limits checked and duplicates flagged.

Content reviewed on 25 August 2026

Certified digitisation: Allows destroying the paper Spanish Order EHA/962/2007 and the AEAT resolution of 24 October 2007
VAT deduction: Requires a full invoice Art. 97 of Law 37/1992: a simplified receipt without a tax number gives no right to deduct
Tax-free per diems: Limits in art. 9 of the Spanish PIT Regulation Royal Decree 439/2007; they vary with overnight stay and destination
Tax-free mileage: 0.26 euros per km Rate in force after Order HFP/792/2023, of 12 July
Retention: 4 years General tax limitation period, art. 66 of Law 58/2003

Smart reading

Amount, tax base, VAT, date and vendor recognized without typing a thing.

Policy applied automatically

Category limits, per diems and mileage checked instantly.

One-click approval

The manager only sees what falls outside policy.

Direct posting

The approved claim goes to your ERP with its account and cost center.

What's included

From receipt to accounting entry

Mobile app with capture and automatic classification
Duplicate and policy-violation detection
Mileage with route calculation and agreement-based rate
Advances, company cards and reconciliation
Approval workflows by amount and by cost center
Export to accounting and payroll

Real examples

Where the time goes today

Sales · field team

The month-end envelope of receipts

Before Twelve sales reps hand in an envelope of stapled receipts. Admin keys in every line and chases the missing ones.

After Each receipt is photographed the same day. The settlement closes itself on the last day of the month with what is there, and what is missing is chased from the rep, not hunted for in an envelope.

Consulting · rechargeable costs

Expenses never billed on to the client

Before The expense is approved but nobody links it to the project, so travel the contract allowed to be recharged gets forgotten at invoicing.

After Every expense is allocated to its project when submitted. At invoicing, the list of rechargeables is already built.

Manufacturing · expense policy

Limits that only exist in a PDF

Before The policy says forty euros for meals, but enforcement depends on the approver remembering and being willing to argue.

After The limit applies at submission: above it, the expense requires justification and extra approval. The awkward conversation is had by the system, not the manager.

Vocabulary

Expense tax rules, briefly

Certified digitisation: A scanning process using software approved by the Spanish tax agency that gives the image the same standing as the paper original, allowing it to be destroyed.
Simplified invoice: What people call a receipt. It only supports VAT deduction if it carries the recipient's tax number and address, so it is worth asking for a full invoice when the amount justifies it.
Per diem: The amount the employer pays for meals and accommodation while travelling. It is income-tax-free up to the regulatory limits; above them it is taxed as salary.
OCR: Optical character recognition. It turns the image into text but does not understand what each figure is. Interpreting amount, tax and description is done by the model working on that text.
Rechargeable expense: An expense that, by contract, can be billed to the client. If it is not identified at submission, in practice it is lost.

Frequently asked questions

What people ask us before getting started

What happens if the AI gets it wrong?

The employee corrects the field, and the system learns from the pattern of your regular receipts.

Do we need to keep the paper?

No, if combined with certified digitization of invoices and receipts.

Does it connect to accounting?

Yes, it exports the entry with account, cost center and project.

What is the tax-free per diem limit in Spain?

It is set by art. 9 of the Spanish PIT Regulation and depends on whether there is an overnight stay and whether the trip is domestic or abroad. Amounts above those limits are taxed as employment income, and the platform separates them so payroll picks them up correctly.

How much mileage can be paid tax-free?

The exempt rate is 0.26 euros per kilometre following Order HFP/792/2023, provided the reality of the journey is evidenced. Anything above that is taxable.

Does a receipt allow VAT to be deducted?

Not on its own. A simplified invoice only supports deduction if it carries the recipient tax number and address, under art. 97 of the Spanish VAT Act. That is why it is worth asking for a full invoice when the amount justifies it.

Can the paper receipt be destroyed?

Yes, if capture is done through certified digitisation with software approved by the Spanish tax agency. That is precisely the effect Order EHA/962/2007 is designed to achieve.

Can expenses be allocated to a project or client?

Yes, at the moment of submission. That is what stops recharge-eligible travel being forgotten at invoicing, which is where money quietly leaks.

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Keep exploring

Sources

Where each figure comes from

References to the official text in force. If a standard is revised, this page is updated and the review date says so.

Order EHA/962/2007 on electronic invoicing and electronic retention of invoices BOE-A-2007-7411 · 14 April 2007
Royal Decree 439/2007, Spanish PIT Regulation, art. 9 (per diems and travel) BOE-A-2007-6820 · Consolidated text
Law 37/1992 on Value Added Tax, art. 97 (formal requirements for deduction) BOE-A-1992-28740 · Consolidated text

AI-powered expense claim management software

Kimobox's expense management uses AI to read receipts and invoices from mobile, extract amount, tax, date and vendor, and classify the expense against company policy with no manual data entry.

The module handles per diems, mileage, advances and company cards, applies approval workflows by amount and cost center, detects duplicates, and exports approved claims to accounting or payroll.