Verifactu is the name given to the new technical requirements for invoicing software in Spain. It's part of a broader government initiative to fight tax fraud and improve the accuracy of tax reporting. The core idea is to ensure that all invoices issued by businesses and freelancers are recorded in a secure, unchangeable and standardized way.
Think of it as a digital seal of approval. When your invoicing software is Verifactu-compliant, every invoice you create will have specific security features. These features automatically send a record of each invoice to the Spanish Tax Agency (AEAT), creating a verifiable and transparent trail of your business income.
This new system is mandatory and freelancers must adopt invoicing software that meets these standards to stay compliant.
Key requirements of Verifactu
An invoice is more than just a bill. It is a record that proves what happened, when it happened and under what terms. Verifactu systems add a layer of security to this record. To be compliant, your invoicing process must include:
- Sequential Invoice Numbering: Each invoice must have a unique and consecutive number. Verifactu systems enforce this automatically, preventing gaps or duplicates.
- Digital Signature: Every invoice record is "signed" electronically to guarantee its authenticity and integrity. This means once an invoice is issued, its core details cannot be altered without leaving a digital footprint.
- QR Code: All invoices must include a QR code. This allows your clients to quickly scan the invoice with a mobile device and verify its legitimacy directly with the AEAT.
- Automated Reporting to AEAT: The system must be capable of sending a standardized XML file of each invoice record to the tax agency. This is the crucial step that creates a real-time, verifiable log of all your billing activities.
What this means for you as an autónomo
The main takeaway is that you can no longer rely on simple Word or Excel templates to create your invoices. You will need to use a certified invoicing software that meets all the Verifactu requirements.
This might sound like another administrative burden, but it comes with several practical benefits:
- Reduces Errors: Automated systems minimize the risk of manual errors in your invoicing and tax records, which can save you from future headaches with the tax office.
- Simplifies Tax Filing: With all your income data sent directly to the AEAT, filing your quarterly tax returns (like Modelo 303 for VAT) becomes much simpler and more accurate. The data is already there.
- Boosts Professionalism: Using a compliant system shows your clients that you are a serious, professional and trustworthy business. The QR code and standardized format lend credibility to your invoices.
- Peace of Mind: Knowing that your invoicing is fully compliant with the law allows you to focus on what you do best: running your business.
How to become Verifactu compliant
Making the switch to a Verifactu-compliant system is straightforward. The key is choosing the right software that not only meets the legal requirements but also simplifies your life as a freelancer.
A good invoicing tool will turn this obligation into a routine that quietly runs in the background. It should handle the technical parts without you needing to worry about them.
This is where a solution like Facturaz comes in. It’s designed specifically for freelancers in Spain and handles all the complexities of Verifactu compliance for you.
Creating a compliant invoice with Facturaz
With Facturaz, the process is simple:
- Create the Invoice: You fill in the client details and line items just as you normally would. The software ensures all required legal fields are present.
- System Handles Compliance: Behind the scenes, Facturaz automatically assigns a sequential number, generates the required XML record and QR code and prepares the data for secure submission to the AEAT.
- Send to Your Client: You can email the final PDF invoice directly to your client. They receive a professional, compliant document and you have a secure record in your system and with the tax agency.
The platform supports everything you need as an autónomo, including different IVA (VAT) rates, IRPF (income tax) withholding and special cases like reverse charges.
Beyond Verifactu: simplifying your freelance finances
While Verifactu is the immediate reason for switching to certified software, a good platform offers much more than just compliance. It can become the central hub for managing your entire freelance business.
For example, Facturaz integrates several tools to help you take control of your finances:
- Expense Management: Upload photos or PDFs of your expense receipts and the tool automatically extracts the key data. This makes tracking your deductible costs effortless.
- Tax Modelo Generation: The platform pulls data directly from your invoices and expenses to help you fill out essential tax modelos like Modelo 303 (VAT) and Modelo 130 (IRPF).
- AI Insights: You can ask a built-in AI assistant questions in plain language, like "What was my profit last quarter?" or "How much IRPF have I withheld this year?" to get instant answers about your financial health.
- Quotes and Time Tracking: Create and send professional quotes, then convert them into invoices with a single click. If you bill by the hour, you can track your time and add it directly to an invoice.
With Facturaz's single package at €44 per month, all these features are included. It even offers a free service to help you register as an autónomo within 24 hours if you're just starting out.
