For decades, Excel and Word have been reliable tools for many freelancers and small businesses when managing their invoicing. Their simplicity and apparent freeness made them popular. However, in Spain's current tax landscape, with a reference date of August 12, 2026, using these programs to issue invoices is becoming not only obsolete but also risky and potentially sanctionable. The Anti-Fraud Law and the imminent implementation of the VeriFactu system have marked a before and after.
Why Excel and Word are no longer valid for invoicing
The key lies in the principles of integrity, unalterability, and traceability. Spreadsheets and text documents, by their very nature, allow easy modifications without leaving a trace, which makes them vulnerable systems against the demands of the Tax Agency (AEAT). Current and future regulations require:
* Certified IT systems: Software must ensure that every invoice issued is unalterable and securely recorded.
* Invoicing record: Every operation must be automatically and instantly recorded.
* Communication with the AEAT: VeriFactu systems must be able to electronically send invoicing records to the Tax Agency.
Excel and Word lack these inherent functionalities, which disqualifies them from complying with the new legislation.
VeriFactu: the end of "manual" invoicing
The VeriFactu system, which will be implemented mandatorily, requires the use of invoicing software that complies with strict technical requirements. This means that invoices must be generated with a QR code, a digital signature, and be unalterable from their issuance.
The deadlines for adaptation are clear:
* Large companies and corporations: Must be adapted before January 1, 2027.
* Freelancers (autónomos) and micro-SMEs: Will have a deadline of July 1, 2027.
After these dates, using invoicing systems that do not comply with the Anti-Fraud Law, such as Excel or Word, will lead to penalties.
What fines are you exposed to?
The Anti-Fraud Law (Law 11/2021) establishes a sanctioning regime for those who do not adapt. Although the exact amounts may vary depending on the infringement, fines for using non-certified software or for manipulating records can be significant. For example, using systems that do not guarantee the integrity of records can lead to fines of up to 50,000 euros for software producers and up to 1,000 euros for each fiscal year for users. You can delve deeper into this topic in our article on VeriFactu fine.
Furthermore, not complying with VeriFactu requirements will make it difficult to justify income and expenses during an inspection, which can lead to additional penalties for tax infringements.
The solution: migrate to adapted invoicing software
The good news is that the transition is simpler than it seems. There are many solutions on the market designed to comply with VeriFactu regulations and facilitate management for freelancers and SMEs.
If you currently use Excel, it's time to consider how to import Excel to VeriFactu through compatible software. For those already using programs like Factusol, Sage 50, or Holded, many providers offer tools to import Factusol to VeriFactu, import Sage 50, or import Holded to more modern and adapted platforms. Companies with more complex systems can explore ERP VeriFactu integration solutions or develop their own VeriFactu gateway for software using a VeriFactu API.
For VeriFactu for freelancers, transitioning to certified software not only avoids fines but also optimizes management, automates processes, and offers a clearer view of the business's finances.
At Fakturia.es, we understand the importance of this transition. Our invoicing software is designed to fully comply with the Anti-Fraud Law and the VeriFactu system, offering an intuitive and secure solution for your business to meet all tax obligations without complications.