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The receipt already has every field on it. Somebody types them in again anyway.

Filing an expense is not hard: it is repetitive. The amount, the date, the category and the document number are already printed on the paper in your pocket, and somebody still keys them into a spreadsheet. PAIR digitises the admin forms you already use — as any form builder would — with one difference: you photograph the receipt and the form arrives filled in.

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What an expense claim looks like today

The expense happened on Tuesday, on site. The claim gets assembled at month end, from crumpled receipts in the glovebox and the memory of whoever collected them.
The spreadsheet is filled in by someone who was not there, reading thermal paper that has already started to fade.
One digit wrong in the amount and the claim bounces. It bounces by email, subject line «RE: RE: August expenses».
And the worker who paid out of pocket waits three weeks for the cycle to close.

Five forms that stop being written by hand

01

Expense claim, straight from a photo of the receipt

Who does it today
Whoever spent the money, right then, while the paper is still legible.

What is left
The form filled with amount, date, document number and category read from the image, the photo attached as backing, and who submitted it and when. It is corrected on screen before sending: what the model proposes is a draft, not a fact.
02

Per diems and advances, settled on the same form

Who does it today
The worker on returning from site; the manager, on approval.

What is left
What was advanced, what was spent and the difference, without a separate spreadsheet somebody has to reconcile twice.
03

Mileage and fuel

Who does it today
The driver, at the pump.

What is left
The odometer reading, the litres and the amount, with a photo of the receipt and of the dashboard. Consumption comes out on its own, and the fills that do not add up are visible without looking for them.
04

Onboarding and personal data updates

Who does it today
The person joining, from their phone, before day one.

What is left
The data the company needs, with ID and certificates photographed and read, and the signature traced on screen. Without asking for the same thing three times.
05

Internal requests: leave, holidays, small reimbursements

Who does it today
Anyone, when it applies to them.

What is left
The request with its date, its approver and its outcome, in the same place as everything else. A form that exists stops living in an email thread.

What you have to be able to show afterwards

An expense claim does not end when it is approved: it ends when somebody can produce it. And the one producing it is the company, not the software.

What the regulation requires	What evidence PAIR produces
Tax Code art. 17 Keeping the documentation Keep the accounting books together with the corresponding documentation for as long as the tax authority’s window to review the returns remains open. The image backs the internal record; it is not the tax document. The tax document is still the one the supplier issued.	Every expense with its photographed document, its fill-in date and its arrival time at the server, exportable by period and by cost centre.
Law 21.719 · Law 19.628 arts. 3 and 14 quinquies Personal data protection Process personal data on a lawful basis, keep it to what is strictly necessary and answer for its security, with the burden of proving the measures exist and work.	Name, national ID and bank details masked according to who is looking, including on export. An expense claim carries more personal data than it looks like.
What PAIR is not Issuing tax documents, keeping the purchase and sales ledger, calculating taxes or replacing accounting software.	None of that. PAIR produces the payment statement with its backing; accounting and tax documents stay in the system you already have.

The bodies named are the regulators. PAIR neither represents them nor carries their endorsement.

Where you start

Admin forms are the ones that repeat most and get digitised least, because every company has its own and none of them fits the company next door. The point is not to adopt a new form: it is that yours fills itself in.