Two terms have been circling anyone who invoices in Spain for months now: Verifactu and mandatory e-invoicing. They get thrown around in conversation as if they were the same thing, and they're not. Grasping the difference is the first step to avoiding nasty surprises and to not spending money on solutions you don't need yet. Let's take it piece by piece.
Two different rules that get muddled
First things first: these are different things, from different administrations, on different timelines.
- Verifactu comes from the regulation developing the Anti-Fraud Law and affects invoicing software systems (the programs you issue invoices with). Its aim is to make that software trustworthy: it must not allow invoices to be deleted or altered without leaving a trace.
- Mandatory business-to-business (B2B) e-invoicing comes from the Crea y Crece Law. Its aim is for invoices between companies and freelancers to travel in a structured electronic format, not as a loose PDF, to reduce late payment and add traceability.
You can comply with one and still not be required to do the other. That's why it's worth treating them separately.
What Verifactu is and who it affects
Verifactu is, in essence, a standard to make invoicing software tamper-proof. A compliant system must generate a record of each invoice, chain it to the previous ones using a fingerprint (hash) and, in the Verifactu mode proper, send those records to the Tax Agency automatically.
Invoices issued by a Verifactu system include a QR code and, when they're sent to the Tax Agency, the wording "Verifactu". The software can operate in two modes: sending records to the Tax Agency (Verifactu mode) or keeping them locally in an unalterable way, available to the administration (non-Verifactu mode, with stricter retention requirements).
It affects most companies and freelancers who use software to invoice. The big exception is those already inside the VAT Immediate Supply of Information (SII) system, who fall outside this particular obligation.
The deadlines: what we know
Let's be honest here: the timelines have kept shifting. The reference points in play suggest that:
- Invoicing software manufacturers and developers must offer products adapted to Verifactu.
- Companies first, then freelancers will have to use compliant systems on staggered dates.
Because the specific dates have been postponed more than once, the sensible thing is not to trust your memory and to check the Tax Agency's electronic office for the timeline in force at any given moment. What doesn't change is the direction of travel: home-made or manipulable software has its days numbered.
And B2B e-invoicing, when?
The obligation to issue e-invoices between businesses depends on the regulation developing the Crea y Crece Law. It comes into force once that regulation is approved, followed by an adaptation period, with a timeline that distinguishes by the company's annual turnover: the largest first, small businesses and freelancers later. Here too it's worth confirming the current status before making decisions, because it's a rule still in development.
What to do now, in practice
No panic, in order of priority:
- Check your invoicing program. Ask your provider whether it's already Verifactu-compatible or has a clear roadmap. If you invoice in Excel or Word, start thinking about switching.
- Don't rush to buy two solutions. Many programs will cover Verifactu and e-invoicing at the same time. Avoid doubling up on cost.
- Tidy up your customer and supplier data. Structured invoices need correct tax details; starting to clean them now saves you trouble.
- Make use of Kit Digital. The e-invoicing category is subsidised, so part of the cost of adapting can come out of the voucher.
The opportunity behind the obligation
It's easy to see all this as one more burden, but there's an upside. Well-set-up e-invoicing cuts errors, speeds up payments, makes your accounting easier and gives you a real picture of your business in near real time. What is today an obligation can become, handled well, less paperwork and more control.
At Social Digital we help small businesses and freelancers adapt their invoicing to Verifactu and to e-invoicing without upheaval: we choose the right software with you, integrate it with your management system and, where it fits, channel it through Kit Digital. If you'd rather arrive prepared instead of at the last minute, book a diagnostic session with us. This is practical guidance, not legal advice: for your specific tax situation, count on your accountant as well.