With the implementation of the Spanish verifiable billing systems regulations, sole traders and SMEs are facing an essential operational shift. The official rollout timeline establishes a compliance deadline of January 1, 2027, for corporate entities and July 1, 2027, for freelancers and micro-businesses. If you still run your billing using spreadsheets or legacy software, planning data migration well in advance guarantees business continuity without administrative friction.
Many professionals wonder whether they can continue invoicing in Excel or Word with VeriFactu. Spanish anti-fraud regulations require tamper-proof records chained with cryptographic hashes and full audit logs, making editable documents obsolete.
Preparing your data for a clean migration
Regardless of your current platform, successful migration starts with cleaning up your master databases:
1. Clients and suppliers directory: Ensure every entry has a valid Spanish Tax ID (NIF/CIF or NIE), full legal name, and current tax address.
2. Product and service catalogue: Standardise VAT rates, personal income tax withholdings (retenciones IRPF), and recurring line descriptions.
3. Invoice series and sequencing: Set a clear cutoff point. You do not need to import years of past closed invoices into your new daily software if you preserve legal backups, but you should migrate open balances and recent corrective invoices.
Key considerations by software of origin
Each application handles exports differently:
* Importing Excel to VeriFactu: Export your tables into comma-separated CSV files. Ensure taxable bases, VAT rates, and retention percentages sit in distinct columns to map smoothly into compliant tools.
* Importing Factusol to VeriFactu: Factusol allows exporting contacts, items, and billing journals into ASCII or spreadsheet files. Deduplicate your customer entries before feeding the data into the new platform.
* Importing Sage 50: Extract your master accounts and third-party ledgers from Sage 50's export utility. When you import Sage 50 data, check date formats and tax classifications to prevent mismatching totals.
* Importing Holded: If moving away from this cloud tool, download your sales books and contact registries in structured Excel or CSV formats. The process to import Holded records is seamless if your contact IDs remain consistent.
Technical connectivity and bridging options
For companies operating custom software or complex workflows, modern integration tools allow compliance without reinventing backend systems:
* API VeriFactu: Enables e-commerce stores, custom CRMs, or private databases to communicate directly with certified endpoints to generate compliant records.
* Integración ERP VeriFactu: Helps corporate enterprise software offload signature and chaining logic while preserving internal inventory and operations workflows.
* Pasarela VeriFactu para software: Works as a middleware gateway that validates, cryptographically seals, and submits invoice records to the Spanish Tax Agency (AEAT) in real time.
To discover which solution matches your business profile, check our review on the best VeriFactu software for freelancers.
At Fakturia.es, we support seamless migration of your contacts and item catalogues from any legacy platform, delivering an intuitive invoicing experience completely compliant with VeriFactu and the Spanish Anti-Fraud Law.