Available
Original-file archive
After secure transfer, the original file is stored under a separate archive key with its size, media type, sealing date, and SHA-256 fingerprint.
Transparency · receipts and invoices
Keep the evidence, not just the total.
The Expenses and documents pack brings small restaurant receipts and full-page invoices into one record. Mobile capture, manual entry, and Web review share one workflow, with every current limitation stated plainly.
Explore the featuresDigital records, explicit controls. Available features and ready technical foundations are detailed below. Keep the paper original until your company’s record explicitly states that it may be destroyed.
Verifiable status
What is available, under validation, or locked.
Statuses separate a usable feature from regulatory readiness. A technical capability does not automatically authorize the destruction of a document.
Available
Manual entry always available
An administrator can enter the vendor, date, category, amounts, and taxes manually. This route uses no AI analysis and stays available after the monthly limit of 100 photos is reached.
Available
Phone to Web
A document captured on the phone is attached to the same company workspace and becomes available in the desktop expense record, subject to role permissions.
Available
AI-assisted reading and quality
The same analysis proposes readable fields and flags a blurry, cropped, or dark image. A person must review and confirm the results; AI never decides accounting value on its own.
Ready
Long-term retention and portability
Software controls for retention, legal holds, integrity, export and restoration are implemented and tested. Paperless operation also requires configuration and operational evidence for the relevant environment.
Locked
Destruction of the paper original
Paperless mode is locked by default. Cadanza does not state that a document may be destroyed until the country, policy, and required controls have been validated.
Receipts and invoices are part of the Expenses and documents pack. Manual entry runs no AI analysis and therefore does not use the monthly photo quota.
Chain of evidence
Small receipt or large invoice, the controlled path is the same.
The physical format may change; legibility, integrity, filing, and review requirements remain.
- 01
Capture or enter
Photograph a receipt, add an image or PDF, or create the entry manually without using AI.
- 02
Seal the original
The server copies the original to the final archive, verifies type and size, and stores its SHA-256 fingerprint.
- 03
Review the fields
AI can propose vendor, date, total, and taxes for supported images; a person corrects and confirms them.
- 04
File and retrieve
The expense and its document remain together in the company, appear on the Web after mobile capture, and can be exported according to access rights.
Formats retained as originals
JPEG, PNG, WebP, HEIC, and PDF, within the size limits shown during upload.
Formats currently read by AI
JPEG, PNG, and WebP. HEIC and PDF can be archived, but their fields remain manual until a dedicated conversion or reading pipeline is validated.
Requirements and practices
Law defines the outcome; architecture documents the evidence.
Rules vary by country, tax, document type, and sometimes state or province. Cadanza applies a cautious baseline and keeps local variations as separate requirements.
| Requirement to satisfy | Planned Cadanza practice |
|---|---|
| A record must remain legible and contain the information needed to support the transaction. | Retain the original, assess visual quality, and require human confirmation of extracted fields. |
| Electronic records must preserve integrity and be producible in a usable format during an examination. | SHA-256 sealing, action history, role-based access, exports, and documented restoration tests. |
| The retention period depends on jurisdiction and tax circumstances; exceptions can extend it. | Policies by country and record type, legal holds taking priority, and no deletion based only on a generic period. |
| Personal information must not be retained or exposed beyond legal and operational need. | Data minimization, permissions, access logs, portability, and controlled destruction at the applicable deadline. |
Jurisdictions
Ready: the documented and tested software foundation is available within the stated scope. Company configuration and operational evidence are checked separately. This status enables neither paper destruction nor a payroll engine.
CAReady
Canada — federal foundation
The CRA generally requires records to be kept for six years from the end of the last tax year they relate to, subject to exceptions. Electronic images must remain reliable, legible, and accessible.
QCReady
Quebec
Revenu Québec has its own requirements for records, supporting documents, and invoice information. Protection and destruction of personal information must also follow Quebec’s privacy framework.
USReady
United States — federal foundation
The IRS does not set one period for every record. The period depends on the document and return, and federal, state, and sector-specific rules may overlap.
EUReady
European Union — shared baseline
VAT rules notably require authenticity of origin, integrity of content, and invoice legibility. The GDPR adds data minimization and storage limitation. Each Member State still defines its own periods and procedures.
GBReady
United Kingdom
A technical foundation for retaining, retrieving and exporting digital records. VAT rules, invoice details and exceptions must be applied to the company’s circumstances.
AUReady
Australia
A technical foundation for digital record integrity, access and export. GST obligations and applicable retention periods depend on the document and tax circumstances.
INTLLocked
Other countries
No single worldwide rule applies. The exact country, tax type, data location, and local requirements must be mapped before activation.
Federal and common technical foundations do not automatically cover every province, state or member country. Paper destruction remains subject to company and document-specific controls.
Jurisdiction-aware payroll engine
Every payroll rule needs a territory and an effective date.
Withholdings, contributions, thresholds, forms, and deadlines are never treated as one universal formula. Every calculation must reference a jurisdiction, an official rule version, and an effective date.
Canadian federal and Quebec layers
The engine must separate CRA rules from Quebec-specific deductions and contributions, apply dated tables, and retain evidence of the parameters used for every period.
U.S. federal, state, and local layers
U.S. payroll must combine federal requirements with those of the state and, where applicable, city or county. No calculation can rely on country alone.
European Union, country by country
Contributions generally follow the country of work; postings and work in several countries require a determination and may require an A1 document. There is no uniform EU income-tax rule: a validated national and employee profile is mandatory.
Other territories default to closed
Without an official, versioned, tested, and approved rule set for the exact territory, Cadanza must not calculate final payroll or transmit data to an authority or provider.
Advanced payroll writes locked
Final calculations, deposits, remittances, and automated transmissions remain disabled while the canonical architecture is validated. These statuses are not a legal or tax certification.
Primary sources
Rules point to authorities, not a marketing promise.
The links below lead to the official materials reviewed. They must be reviewed again when regulations change and before activation in a new territory.
United Kingdom
Australia
Canada
Quebec
United States
European Union
A transparency page, not a legal certification
The company defines its records policy according to its obligations. Cadanza supplies technical controls and displays the conditions applicable to each record. External advice is not a general prerequisite for the “Ready” status, which describes technical readiness within the stated scope.