The End of an Era: Why Excel and Word Are No Longer Suitable for Invoicing
For years, freelancers and SMEs have used tools like Excel or Word to create their invoices. It's a common practice due to its simplicity and low cost. However, with the Anti-Fraud Law and the development of the VeriFactu system, this habit's days are numbered and, more importantly, it can lead to severe financial penalties.
The reason is simple: office software does not meet the technical requirements of the new regulation. The VeriFactu Regulation (Royal Decree 1007/2023) mandates that invoicing systems must guarantee the integrity, preservation, accessibility, legibility, traceability, and immutability of invoicing records. An Excel or Word file is, by definition, editable and does not leave an unalterable trace of its modifications, which goes against the spirit of the law, aimed at combating tax fraud and the underground economy.
Deadlines and Penalties: What Are You Facing?
The Spanish Tax Agency (AEAT) has established a clear timeline for the mandatory adoption of VeriFactu-compliant invoicing software. Ignoring these deadlines will expose you to significant penalties.
The final deadlines to start using a VeriFactu system are:
* January 1, 2027: For corporations and companies.
* July 1, 2027: For freelancers and micro-enterprises.
Although it may seem far off, it is crucial not to leave the transition to the last minute. But what happens if you decide to keep using your Excel template after the deadline?
Fines for Not Using VeriFactu Software
The General Tax Law is very clear on this matter. The penalties for non-compliance are not minor:
* For the freelancer or SME (user): The penalty for not using a certified VeriFactu invoicing system is a monetary fine of 15% of the turnover from the previous fiscal year, with a minimum of €1,000. For a freelancer with a turnover of €60,000, the fine could be as high as €9,000.
* For software developers: Those who produce or market software that allows the manipulation of accounting data face a fixed penalty of €50,000 for each year it is on the market.
The Solution: Adapting is Easier Than You Think
The only way to avoid these fines and comply with the law is to adopt an invoicing software that meets VeriFactu requirements. These programs not only issue invoices with the mandatory elements (like a QR code and the record's digital fingerprint) but also automatically send the information to the AEAT, ensuring your compliance.
Adapting doesn't have to be a complex process. In fact, it's an opportunity to digitize and optimize your business management. If you're wondering if you [can continue invoicing in Excel or Word with VeriFactu](/en/verifactu-excel-word), the answer is a firm no after the deadlines. To better understand the implications and potential penalties, you can consult our guide on [fines and penalties for not complying with VeriFactu](/en/verifactu-fine).
In short, the countdown has begun. Using verified invoicing software is not an option, but a legal obligation with significant financial consequences. Anticipating the change is the smartest decision for the fiscal health of your business.