Invoicing in Spain is undergoing a profound transformation. If you still rely on tools like Excel or Word to manage your invoices, it's crucial to understand the implications of the new regulations. Starting in 2027, using these programs for invoicing will not only be obsolete but could also lead to significant penalties. As fiscal experts for freelancers and SMEs, we explain why.
The Anti-Fraud Law and the end of "manual" invoicing
Law 11/2021, on measures for the prevention and fight against tax fraud, marked the beginning of this new era. Its objective is clear: to combat the shadow economy and improve tax control. To achieve this, it requires all invoicing software to guarantee the integrity, preservation, accessibility, legibility, traceability, and unalterability of invoicing records.
Generic tools like Excel or Word, while useful for many purposes, lack the security and control functionalities this law demands. They cannot ensure that an invoice has not been modified or deleted without a trace, which disqualifies them as valid invoicing systems under the new legislation.
VeriFactu: the new standard in invoicing
Royal Decree 1007/2023, known as the VeriFactu regulation, develops the Anti-Fraud Law and establishes a system that obliges businesses to use certified invoicing software that automatically sends records to the Tax Agency (AEAT). This means that every invoice you issue must be validated and communicated in real-time (or near real-time) to the AEAT.
The deadlines for adaptation are imminent:
* January 1, 2027: Deadline for companies to implement VeriFactu.
* July 1, 2027: Deadline for freelancers and micro-SMEs (sole traders) to adapt to the system.
For VeriFactu for freelancers, this adaptation represents a significant change in their administrative processes.
What fines can you expect?
Non-compliance with VeriFactu regulations and the use of non-certified invoicing systems carry considerable financial risks. The Anti-Fraud Law includes specific penalties:
* A fine of 50,000 euros: For companies that develop, produce, or market software that does not meet the technical requirements.
* A fine of 1,000 euros per operation: For those who, being obliged, do not use a VeriFactu system or do not do so correctly. This means that if you continue using Excel or Word and the AEAT detects it, you could face a fine for each invoice issued.
Understanding the VeriFactu fine is crucial to avoid unpleasant surprises.
Beyond fines: the risks of not adapting
In addition to direct penalties, using non-compliant systems creates other problems:
* Loss of time and efficiency: Manual invoicing management and preparation for potential inspections become an unsustainable burden.
* Errors and discrepancies: The likelihood of making mistakes increases, which can lead to issues with VAT or IRPF.
* Professional image: Using outdated methods can project an unprofessional and unmodern image of your business.
The solution: migrate to adapted invoicing software
The key lies in digitalization and choosing invoicing software that complies with all the requirements of the Anti-Fraud Law and VeriFactu. Look for solutions that offer a robust VeriFactu API and facilitate VeriFactu ERP integration if you already use a management system. Many providers offer a VeriFactu gateway for software integration.
If you're coming from older systems, check their ability to import Factusol to VeriFactu, import Sage 50, or import Holded directly. Even for those who have used import Excel to VeriFactu as a database, there are tools that simplify the migration of your clients and products.
Prepare your business with Fakturia
At Fakturia.es, we have developed an invoicing solution designed from scratch to comply with the Anti-Fraud Law and VeriFactu regulations. Our software allows you to issue invoices simply, securely, and 100% legally, guaranteeing automatic communication with the AEAT. Don't wait until the last minute to adapt your business and avoid potential penalties.