Still not verifactu-ready? The tax agency won’t wait for you

If you’re freelancing or running a small business in Spain, you might want to grab a coffee and pay attention – because the clock is ticking. The Agencia Tributaria (AEAT) is rolling out a brand-new invoicing system called Verifactu, and it’s not something you can ignore. Within months, this new way of billing will stop being optional and become the law.

What’s happening with invoicing in Spain (and why you should care)

Think of Verifactu as Spain’s way of saying, ‘No more messy invoices, no more tax guesswork.’ Sounds good, right? But here’s the catch – you’ve got to be ready before the deadline hits, or your invoices could soon be out of bounds.

Companies under the corporate tax system have until January 1, 2026 to make the switch, while everyone else – freelancers, small business owners, the self-employed – must be compliant by July 1, 2026. And that means you’ve got just a few short months to figure it all out.

The good news? The AEAT has already launched a free app to make the whole process easier – a simple, step-by-step system where you can issue, sign, and send your invoices directly. No more paper piles, no more headaches, and no more late-night spreadsheet chaos.

How to issue an invoice using Verifactu – step by step

Once you’ve downloaded the app (or accessed the relevant section on the AEAT website), head to the section labelled “Emisión de Facturas” (“Issue Invoices”). The process is divided into three clear steps:

1) fill in the details,

2) sign and send, and

3) receive a submission receipt.

Step 1: Filling in the details

First you input the issuer’s information (that’ll be you or your company). If you’ve already filled in “My Data” in the app, many of the fields will be pre-filled. You’ll indicate whether you are an individual or a legal entity, add your address, email, phone number, website if relevant—basically your usual contact info.

Next comes the client’s information. You can either select a previously saved customer from “Client Management” or you can manually add a new client under “New Recipient”. After that, you’ll add the invoice identifiers: series number, whether this is a standard invoice or a corrective one, etc. The AEAT recommends setting up separate number-series ahead of time (one for ordinary invoices, one for corrective ones) to stay compliant.

Then, you move on to operation details. You must provide a description of the goods or services. If the date of operation differs from the issue date, you’ll need to provide that as well. Next, you’ll add product or service lines. These too can be added manually or pulled from your list if you’ve pre-registered items under “Retrieve product/service”. If you fall under special tax regimes (for example recargo de equivalencia for resellers), you’ll indicate such details there. You’ll also add any necessary payment terms or adjustment info (global withholding, etc.).

Finally, you can validate and generate the invoice – or if you prefer to come back later, you can hit “Save Draft”.

Step 2: Sign and send the invoice

Now you’ll see a summary of all the data you’ve entered. It’s a chance to double-check everything: recipient data, product/service lines, totals, dates. The app lets you preview the invoice to make sure it looks right. If everything is correct, you move on to the final step.

Step 3: Send and receive confirmation

Here you’ll press ‘Conforme’ (meaning ‘I agree’) and then ‘Firmar y Enviar’ (Sign and Send). If you spot any mistake, you still have the option to cancel and go back to edit. Once sent, you’ll receive a submission receipt. From that moment, the invoice is officially lodged with the Tax Agency.

How to make your transition smoother (and why doing it now pays off)

The truth is: many freelancers and small businesses will feel apprehensive when faced with new systems, but letting this one sneak up on you isn’t wise. Starting early means that when the deadlines roll around, you’re already comfortable with the process rather than scrambling.

Set aside a quiet hour, download the app, and walk through the process with a dummy invoice. It’s better to make mistakes now in a test-environment than when you’re under pressure.

Also remember: this isn’t just about ticking a compliance box. A well-organised digital invoicing system can save you hours of admin, reduce the risk of errors, and give you clearer records for tax time.

In other words, embracing Verifactu isn’t just ‘because you have to’ – it might also make life easier.

In short, the invoicing landscape in Spain is changing – but that change doesn’t have to mean chaos. With the AEAT’s Verifactu system, and by taking the time now to get acquainted, you’ll be heading into 2025 and beyond well prepared. To make this smoother for yourself: open the app, familiarise yourself with the steps, and you’ll thank yourself later when you issue invoice number 1 under the new regime.

Stay tuned with Euro Weekly News for more news from Spain