For years, many freelancers and SMEs in Spain have relied on Excel and Word to create their invoices. It's a common and convenient practice, but its time is running out. With the new VeriFactu regulations coming into full effect, continuing to use these tools for invoicing will not only be illegal but will also lead to very significant financial penalties.
The Root of the Problem: Why Is Excel No Longer Valid?
The Anti-Fraud Law (Ley 11/2021) and its technical regulation, known as VeriFactu, establish a series of strict requirements for invoicing software. The goal is to guarantee the integrity, inalterability, and traceability of every invoice issued.
A simple Word document or an Excel spreadsheet cannot meet these demands. They do not create a secure computer record, they don't include the required digital signature for each entry or the mandatory QR code, and they can be easily modified without a trace, which goes against the very purpose of the law.
Deadlines and Penalties: What You Need to Know
We are in the final stretch. As of today (September 12, 2026), the deadlines are clear and imminent:
* January 1, 2027: Deadline for all companies to comply.
* July 1, 2027: Deadline for freelancers (sole traders) and micro-enterprises to meet the new requirements.
Ignoring these deadlines has serious consequences. The law is strict regarding fines for using non-certified software. The penalty for using systems that do not meet VeriFactu requirements is €50,000 for each fiscal year of non-compliance. You can find all the details in our guide on Fines and Penalties for not complying with VeriFactu.
The Transition: From Excel to VeriFactu Software
The change might seem daunting, but modern technology makes it straightforward. If you're wondering how to import Excel to VeriFactu, most modern software offers simple solutions to migrate your client and product data.
The key is to adopt an invoicing software that is certified as a VeriFactu system. This type of program handles everything automatically: it generates the record, digitally signs it, and sends it to the Spanish Tax Agency (AEAT) if required. For developers, tools like the VeriFactu API or a VeriFactu gateway for software facilitate ERP VeriFactu integration. For users, migrating from other systems, such as to import Factusol to VeriFactu or data from Sage 50 and Holded, is becoming increasingly streamlined.
The message is clear: the risk of sticking with outdated systems like Excel or Word is far too high. Adapting is not just a legal obligation but also an opportunity to digitize and secure your business management. To dive deeper into why these tools are no longer an option, we recommend our article: Can I continue invoicing in Excel or Word with VeriFactu?.
At Fakturia.es, we offer cloud-based invoicing software that is always up-to-date with the Anti-Fraud Law and VeriFactu regulations, allowing you to invoice with complete peace of mind and security.