Fines for using Excel or Word for invoicing: Goodbye to fiscal improvisation in 2027
Until recently, many freelancers and small businesses in Spain used tools like Excel or Word to generate their invoices. These were simple and free solutions, but they lacked the security and functionalities required to comply with tax demands. With the imminent entry into force of the Anti-Fraud Law and the VeriFactu system, this practice will no longer be a viable option, leading to significant penalties.
Why Excel and Word are no longer valid
Spanish tax regulations, reinforced by Law 11/2021 on measures for the prevention and fight against tax fraud, require invoicing systems to guarantee the integrity, unalterability, and traceability of transaction records. Excel or Word, being generic tools, cannot ensure that an invoice has not been subsequently modified or that it has been sent to the AEAT in real-time. This makes them unapproved and illegal systems for issuing invoices.
VeriFactu and the Anti-Fraud Law: The new scenario
The VeriFactu system (formerly known as Verifiable Invoice or SIF) is the key piece of this new fiscal era. It obliges invoicing software to immediately and securely send all records of issued invoices to the Tax Agency (AEAT).
The deadlines for adaptation are crucial:
* January 1, 2027: Mandatory deadline for companies.
* July 1, 2027: Mandatory deadline for freelancers and micro-SMEs.
It is essential to understand when VeriFactu is mandatory to avoid surprises. In addition to VeriFactu, the "Crea y Crece" Law also establishes mandatory B2B electronic invoicing, adding another layer of complexity to invoicing for businesses and freelancers.
Penalties for non-compliance
The Tax Agency will not hesitate to apply sanctions to those who do not comply with the new regulations. Fines can be significant:
* For not using approved software: Up to 50,000 euros.
* For not correctly submitting records to the AEAT (VeriFactu): Up to 1,000 euros per invoice not communicated or incorrectly communicated.
These penalties aim to deter the use of systems that enable tax fraud and ensure that all transactions are properly recorded and declared. You can consult more details about the VeriFactu fine.
The solution: Approved software and migration
The transition from Excel or Word to approved invoicing software is inevitable. It's time to look for solutions that offer VeriFactu ERP integration or a VeriFactu gateway for software. Many management programs allow data import, facilitating the change. For example, it is possible to import Factusol to VeriFactu, import Sage 50, or import Holded to compatible solutions. Even if your history is in Excel, there are tools to import Excel to VeriFactu via a software provider's VeriFactu API.
Adapting to the new regulations not only avoids fines but also optimizes your business management. Platforms like Fakturia.es offer invoicing solutions adapted to the Anti-Fraud Law and VeriFactu, facilitating the transition and ensuring fiscal compliance for freelancers and SMEs.