Verifactu: the new invoicing system that will transform the relationship between companies, freelancers and the tax authorities

The Verifactu system represents a decisive step in the modernisation of invoicing in Spain. It stems from Royal Decree 1007/2023, of 5th of December, which approves the Regulation on computer or electronic systems and programmes that support invoicing processes. Its purpose is clear: to guarantee the integrity, preservation, traceability and transparency of invoicing records, preventing them from being manipulated.

The regulation requires that all invoicing programmes used by businesses and professionals ensure that records cannot be modified without leaving a trace. It also defines two types of computerised invoicing systems (SIF in spanish):

1. Those that simply meet the minimum security and control requirements.
2. Those that also automatically send billing records to the Tax Agency (AEAT) in real time.

This second type is known as Verifactu.

What the new system entails

The use of Verifactu entails three major obligations:

• Invoicing records must be unalterable once generated.
• If the Verifactu mode is chosen, records must be sent automatically to the AEAT (Spanish Tax Agency) in a secure, consecutive and complete manner.
• Invoicing programmes must comply with a standardised format that facilitates connection with the systems of customers, suppliers and the administration itself.

The Tax Agency will make available a free Verifactu invoicing application, aimed especially at self-employed workers and small businesses that do not have their own software. This tool will allow invoices with QR codes to be issued and records to be sent directly to the Tax Agency.

Implementation deadlines

The entry into force will be gradual:

• Companies that file corporate income tax returns must apply these systems from the 1st of January 2026.
• Self-employed workers and professionals will have a little more leeway, with compliance required from the 1st of July 2026.

Who will not be required to comply

Although most companies and professionals will have to adapt to the new rules, there are four groups that are exempt from applying Verifactu:

1. Those who already use the Immediate Information Supply (SII in spanish) system, which already reports billing data directly to the tax authorities.
2. Those covered by the special regime for agriculture, livestock and fishing.
3. Those who are not required to issue invoices or sales receipts.
4. Taxpayers in the Basque Country and Navarre, who use the TicketBAI system, the regional equivalent of Verifactu.

Apart from these cases, any business owner or professional who uses a computer system to issue or process invoices must comply with the new requirements. This even includes simple programmes or templates, if they are used to generate records or accounting books.

The National Fraud Investigation Office (ONIF) has specified that a basic spreadsheet used only to record invoices will not be subject to the regulation. However, if that same tool is used to automatically generate VAT or accounting books, it will be considered a computerised invoicing system and must therefore comply with the Verifactu regulations.

Risks and penalties

Failure to comply with these obligations may result in severe penalties. The General Tax Law provides for fines of up to 150,000€ per financial year and type of system for manufacturers who distribute non-compliant programmes, and 50,000€ for users who maintain them.

In addition, the ONIF itself warns that not using Verifactu or not submitting records in real time could increase the risk of tax checks or inspections, even for exempt taxpayers.