Spanish businesses are about to experience the biggest change in invoicing requirements in decades. Verifactu, the new national e-invoicing regulation, will fundamentally transform how companies issue, store, and report invoices starting in 2025, with full enforcement by 2026.
If you run a business in Spain, understanding Verifactu isn't optional—it's essential for continued operations. This comprehensive guide explains what Verifactu is, how it will impact your business, the technical requirements you'll need to meet, and how to prepare for the transition.
What Is Verifactu?
Verifactu (short for "Verificación de Facturas" or Invoice Verification) is a new Spanish regulation establishing mandatory requirements for electronic invoicing systems. It's part of a broader EU initiative to combat VAT fraud, improve tax collection, and modernize tax administration across member states.
The regulation was announced by the Agencia Tributaria (Spanish Tax Agency) as a national implementation of the EU's VAT in the Digital Age (ViDA) directive, adapted to Spanish market needs and building on lessons learned from regional systems like TicketBAI in the Basque Country.
Core Objectives
Verifactu aims to:
- Prevent VAT fraud through real-time invoice verification
- Ensure invoice integrity with digital signatures and cryptographic sealing
- Enable automated tax reporting reducing manual declaration work
- Standardize electronic invoicing across all Spanish regions
- Improve audit efficiency for tax authorities
- Support business digitalization while maintaining compliance
Unlike simple electronic invoicing (which many businesses already use), Verifactu mandates specific technical requirements, software certification, and real-time reporting obligations.
Why Verifactu Matters for Your Business
Every business operating in Spain will be affected by Verifactu, regardless of size, sector, or current invoicing methods.
The End of Simple Digital Invoices
Currently, you can create invoices using Microsoft Word, Excel, basic accounting software, or any tool that includes mandatory fields. As long as the invoice contains required information and you store it properly, you're compliant.
Verifactu changes this fundamentally.
Under the new regulation, invoices must be:
- Generated through certified software that meets technical specifications
- Digitally signed or sealed to ensure integrity and non-repudiation
- Reported in real-time (or near real-time) to tax authorities
- Traceable through standardized formats and unique identifiers
- Verifiable by clients and authorities through QR codes or electronic validation
Simply put: your current invoicing method likely won't meet Verifactu requirements without significant upgrades or replacement.
Legal Consequences of Non-Compliance
While some aspects of Verifactu may have transition periods, eventual compliance will be mandatory. Non-compliant businesses could face:
- Fines for invalid invoice formats or missing technical elements
- Rejected VAT deductions for invoices that don't meet standards
- Inability to work with large clients who require Verifactu-compliant suppliers
- Audit complications and increased scrutiny from tax authorities
- Competitive disadvantages as compliant businesses gain efficiency advantages
The financial and operational impacts of non-compliance will be significant, making preparation essential.
Timeline: 2025 Rollout, 2026 Enforcement
Understanding the Verifactu timeline helps you plan your transition and avoid last-minute scrambling.
2024: Preparation Phase
Throughout 2024, the Agencia Tributaria is:
- Finalizing technical specifications
- Publishing detailed implementation guidelines
- Certifying initial software providers
- Conducting pilot programs with early adopters
- Providing education and resources to businesses
What you should do now: Stay informed, evaluate your current invoicing systems, and begin researching compliant solutions.
2025: Gradual Implementation
The rollout will likely be phased:
Q1-Q2 2025:
- Large enterprises (€6M+ revenue) begin mandatory implementation
- Software vendors release certified Verifactu solutions
- Voluntary early adoption encouraged for all businesses
Q3-Q4 2025:
- Medium businesses (€1M-€6M revenue) must comply
- Regional variations (if any) announced
- Support programs for SMEs launched
What you should do: Select and implement compliant software, train staff, test systems, and transition invoicing processes.
2026: Full Enforcement
By 2026, Verifactu compliance becomes mandatory for virtually all businesses:
- Q1 2026: Small businesses and remaining sectors must comply
- Q2 2026: Enforcement begins with penalties for non-compliance
- Mid-2026 onwards: Verifactu becomes the standard operating environment
What you should do: Ensure complete compliance, maintain certification, and optimize your processes for the new reality.
Important Note
These timelines are approximate based on current government communications. Official dates may shift, and specific sectors might have different deadlines. Monitor official Agencia Tributaria announcements for definitive timelines.
Evolution from TicketBAI
Verifactu didn't appear from nowhere—it builds directly on TicketBAI, a regional system that's been operating in the Basque Country since 2021.
What Is TicketBAI?
TicketBAI (Ticket Bien/Árbitro/Irrefutable—"Good/Referee/Irrefutable Ticket") is a mandatory invoicing system in the Basque provinces (Álava, Bizkaia, Gipuzkoa) that requires:
- Software certification for invoice generation
- Digital signatures on every invoice
- XML format for invoice data
- QR codes for verification
- Real-time or near-real-time reporting to Basque tax authorities
TicketBAI was designed to eliminate "dual registers" (hidden sales) and ensure all transactions are properly recorded and taxed.
From Regional to National
Verifactu essentially takes the TicketBAI concept and extends it nationwide with some modifications:
Similarities:
- Certified software requirements
- Digital signatures/seals
- QR codes on invoices
- Structured data formats (XML/JSON)
- Real-time reporting obligations
Differences:
- Nationwide scope vs. regional
- Potential for unified reporting (not multiple regional systems)
- Different technical specifications adapted for broader application
- Integration with EU-wide ViDA initiative
- More flexibility for different business sizes and sectors
Lessons from TicketBAI Implementation
The Basque experience provides valuable insights:
Initial challenges: Businesses faced learning curves with new software, workflow changes, and training needs.
Adaptation period: Most businesses needed 3-6 months to fully integrate TicketBAI into operations.
Software quality matters: Certified solutions varied significantly in usability and feature richness.
Support is essential: Businesses with good vendor support and training transitioned more smoothly.
Long-term benefits: After initial adjustment, many businesses reported improved accounting accuracy and reduced administrative burden.
Who Is Affected?
Verifactu will eventually apply to virtually all businesses operating in Spain, but implementation priorities differ by business size and type.
Definitely Affected
Large enterprises: Companies with revenue over €6M annually will be first to implement, likely starting in early 2025.
Medium businesses: Companies with €1M-€6M revenue will follow, probably mid-2025.
Small businesses and freelancers: All autonomous (autónomos) and small businesses will eventually need to comply, likely by early 2026.
All VAT-registered businesses: If you charge VAT (IVA) and issue invoices to Spanish clients, Verifactu will apply.
Sector-Specific Considerations
Certain sectors face additional complexity:
Retail and hospitality: High-volume, low-value transactions require efficient Verifactu solutions, especially for point-of-sale systems.
Professional services: Consultants, lawyers, accountants, and other professionals will need to upgrade invoicing systems.
E-commerce: Online sellers must ensure their platforms generate Verifactu-compliant invoices.
Healthcare providers: Private medical practices and clinics must adapt patient billing systems.
Construction and real estate: Industries with complex invoicing (reverse charge, subcontracting) need careful implementation.
Possible Exemptions or Simplifications
While not yet finalized, some businesses might receive simplified requirements:
- Very small businesses below certain revenue thresholds (though exemptions will be limited)
- Specific sectors with unique characteristics
- Temporary exceptions during transition periods
However, assume you'll need to comply unless official guidance states otherwise. It's better to prepare and not need full compliance than to be caught unprepared.
International Considerations
Spanish subsidiaries of foreign companies: Must comply with Verifactu for operations in Spain.
Foreign companies with Spanish clients: B2B invoicing to Spanish clients may have implications, though details are still being clarified.
Exports and imports: Verifactu primarily affects domestic and EU transactions; export invoices may have different requirements.
Technical Requirements Deep Dive
Understanding the technical aspects of Verifactu helps you evaluate software solutions and prepare your systems.
Software Certification
Under Verifactu, you cannot use uncertified software for invoicing. Your invoicing system must be:
Certified by the Agencia Tributaria: Software providers must submit their solutions for official testing and certification.
Compliant with technical specifications: Meeting exact standards for data structures, security, and functionality.
Regularly updated: Certifications must be maintained as regulations evolve.
Audit-ready: Built-in features for record keeping, reporting, and verification.
What this means for you: You'll need to use certified software from approved vendors. Your homemade Excel templates or generic accounting software won't suffice unless the provider obtains certification.
Digital Signatures and Cryptographic Seals
Every Verifactu invoice must include a digital signature or cryptographic seal ensuring:
Authenticity: Proof that the invoice came from your business.
Integrity: Verification that the invoice hasn't been altered after creation.
Non-repudiation: You cannot later claim you didn't issue the invoice.
Timeline verification: Proof of when the invoice was created.
These signatures use public-key cryptography (similar to SSL certificates for websites) and create a unique "fingerprint" for each invoice that can be mathematically verified.
Technical implementation: Your certified software handles this automatically. You won't need to manually sign each invoice, but your system will generate and attach cryptographic data to every invoice created.
Certificate management: Businesses will need digital certificates (similar to electronic ID or fiscal certificates). These may be:
- Company digital certificates from approved providers
- Integration with existing company certificates
- Simplified solutions for small businesses
QR Codes for Verification
Verifactu invoices must include QR codes containing:
- Invoice identification (number, date, issuer)
- Transaction summary (amounts, VAT)
- Digital signature reference
- Link to verification portal
How it works: Clients or tax authorities can scan the QR code with a smartphone to instantly verify invoice authenticity and access complete invoice data through the Agencia Tributaria's verification portal.
Benefits:
- Immediate fraud detection
- Easy validation for clients
- Simplified audit processes
- Reduced paper documentation needs
Format: QR codes must meet specific technical standards ensuring they contain properly structured data in certified formats.
Real-Time Reporting Obligations
Verifactu requires submitting invoice data to the Agencia Tributaria in real-time or near real-time.
What gets reported:
- Complete invoice data (not just summaries)
- Client information
- Product/service details
- VAT calculations
- Payment terms
- Any corrections or credit notes
When to report:
- Immediately upon invoice creation (preferred)
- Within 4-8 days maximum (likely requirement)
- Before certain business events (still being defined)
Technical implementation: Your certified software automatically transmits invoice data to tax authority systems via secure APIs. You won't manually upload files, but your system needs reliable internet connectivity.
Challenges:
- Connectivity requirements: Businesses need stable internet for real-time reporting
- System downtime: What happens if tax authority systems are unavailable?
- Volume handling: High-volume businesses need systems that can report thousands of invoices efficiently
- Error handling: Rejected invoices require correction and resubmission processes
XML/JSON Data Formats
Verifactu mandates structured data formats for invoices:
XML (Extensible Markup Language): Hierarchical format defining invoice data in standardized tags.
JSON (JavaScript Object Notation): Alternative format with similar structured data in a different syntax.
Both formats ensure:
- Machine-readable invoice data
- Standardized field definitions
- Automated processing by tax systems
- Integration with accounting and ERP systems
- International interoperability
What this means for you: Your invoices will exist as structured data files, not just PDFs. Certified software generates both human-readable PDF versions and machine-readable XML/JSON versions simultaneously.
Invoice Storage Requirements
Verifactu doesn't replace existing 7-year retention requirements but adds new elements:
What you must store:
- Human-readable invoice (PDF or printed)
- Machine-readable XML/JSON file
- Digital signature/seal data
- Transmission confirmation from tax authorities
- Any supporting documentation
How to store:
- Electronic storage in certified formats
- Cloud or local storage with proper backups
- Searchable and retrievable within specified timeframes
- Protected from unauthorized alteration
- Accessible for audit purposes
Certified software typically includes: Integrated storage solutions meeting all retention requirements.
How Verifactu Differs from Current Invoicing
Let's compare traditional invoicing practices with Verifactu requirements to highlight the changes.
Invoice Creation
Current: Create invoices using any software (Word, Excel, accounting software, specialized tools) as long as mandatory fields are included.
Verifactu: Use only certified software that generates cryptographically signed invoices with proper data structures and QR codes.
Format Requirements
Current: Any readable format (PDF, paper, even email) containing mandatory information.
Verifactu: Dual format—human-readable (PDF/paper) plus machine-readable (XML/JSON) with digital signatures.
Client Delivery
Current: Send via email, postal mail, or hand delivery. No specific format requirements.
Verifactu: Electronic delivery preferred; invoice must include QR code for verification; structured data should be available to client.
Tax Reporting
Current: Manual quarterly VAT declarations (Modelo 303) summarizing your invoices.
Verifactu: Automatic real-time reporting to tax authorities as invoices are created; potentially simplified or automated periodic declarations.
Verification
Current: No standardized way for clients to verify invoice authenticity except contacting issuer.
Verifactu: Instant verification via QR code scan and tax authority portal; clients can confirm invoice validity immediately.
Corrections
Current: Issue credit notes (facturas rectificativas) with proper references and documentation.
Verifactu: Same credit note requirements, but corrections must also be digitally signed, reported in real-time, and linked cryptographically to original invoices.
Record Keeping
Current: Store invoices in any organized system (physical files, digital folders, accounting software) for 7 years.
Verifactu: Maintain both formats (readable and structured), preserve digital signatures, store transmission confirmations, use certified storage systems.
Software Requirements and Certification
Choosing the right software is the most critical decision for Verifactu compliance.
What Certified Software Must Do
Verifactu-certified solutions must:
Generate compliant invoices: Including all mandatory fields, proper formatting, and technical elements.
Create digital signatures: Automatic cryptographic signing of every invoice.
Produce QR codes: Standards-compliant QR codes with proper data encoding.
Format data correctly: Valid XML/JSON structure meeting specifications.
Report to tax authorities: Automatic real-time transmission to Agencia Tributaria systems.
Handle errors: Manage transmission failures, rejections, and corrections.
Store properly: Maintain all required records in accessible formats.
Support audits: Provide reports, searches, and data exports for tax inspections.
Manage certificates: Handle digital certificate lifecycle (installation, renewal, security).
User interface: Remain usable for business owners without requiring technical expertise.
Types of Solutions
Different businesses need different approaches:
Standalone invoicing software: Dedicated invoicing platforms focused specifically on billing and Verifactu compliance. Good for freelancers and small businesses with straightforward invoicing needs.
Integrated accounting software: Full accounting packages with Verifactu-compliant invoicing modules. Ideal for businesses needing comprehensive financial management.
ERP systems: Enterprise resource planning platforms with invoicing as one component. Best for larger businesses with complex operations.
Industry-specific solutions: Specialized software for retail POS, healthcare billing, hospitality management, etc., with Verifactu certification.
Add-on modules: Verifactu compliance modules for existing software you already use.
Evaluating Software Providers
When selecting Verifactu software, consider:
Certification status: Confirm official Agencia Tributaria certification—don't trust providers claiming "soon to be certified."
Track record: Providers with TicketBAI experience have proven capabilities in similar systems.
Features beyond compliance: What additional functionality do you get? (reporting, client management, expense tracking, etc.)
Pricing model: Monthly subscription, per-invoice fees, one-time purchase, or tiered plans?
User experience: Is the software intuitive? Can you try it before committing?
Support quality: What training and assistance is provided? Responsiveness of customer service?
Integration capabilities: Does it connect with your accounting, banking, or e-commerce platforms?
Scalability: Will the solution grow with your business?
Data portability: Can you export data if you change providers later?
Update commitment: How does the provider handle regulatory changes and updates?
Red Flags to Avoid
Be wary of:
- Providers without official certification claiming "compliance"
- Extremely low prices that seem too good to be true
- Software requiring extensive technical expertise to operate
- No clear update or support policy
- Lack of data backup and security features
- Poor reviews or no verifiable customer base
- Unclear pricing with hidden fees
Preparing Your Business: Checklist and Timeline
Successful Verifactu implementation requires planning and systematic preparation.
Now Through Early 2025: Research and Planning
Assess your current situation:
- How many invoices do you issue monthly?
- What software do you currently use?
- What's your typical invoice complexity?
- Do you have specific industry requirements?
Research solutions:
- Identify 3-5 certified software providers
- Request demos and trial accounts
- Compare features, pricing, and support
- Check certification status with Agencia Tributaria
Budget allocation:
- Software costs (monthly or annual)
- Implementation and setup fees
- Training expenses
- Potential hardware (if needed for digital certificates)
- Consultant fees (if using external help)
Stakeholder communication:
- Inform staff about upcoming changes
- Discuss with accountant or fiscal advisor
- Notify key clients about invoice format changes
- Coordinate with IT support if you have it
Q1-Q2 2025: Selection and Initial Implementation
Choose your software:
- Make final provider selection
- Sign contracts and establish accounts
- Obtain necessary digital certificates
- Complete initial software setup
Data migration:
- Export existing client data
- Import into new system
- Verify data accuracy
- Set up product/service catalogs
Process documentation:
- Document new invoicing workflows
- Create templates for common invoice types
- Establish approval processes if needed
- Define roles and responsibilities
Initial training:
- Complete provider training programs
- Practice with test invoices
- Learn troubleshooting basics
- Understand error handling
Q3-Q4 2025: Testing and Parallel Operation
Run parallel systems:
- Continue current invoicing while testing new system
- Create invoices in both systems for comparison
- Validate that Verifactu invoices are accurate
- Test real-time reporting functionality
Client communication:
- Inform clients about upcoming invoice format changes
- Explain QR code verification process
- Update billing agreements if needed
- Address any client concerns or questions
Troubleshooting:
- Identify and resolve any technical issues
- Work with provider support on problems
- Refine workflows based on real-world use
- Document solutions to common problems
Final preparation:
- Complete staff training
- Verify digital certificate validity and renewal process
- Test backup and recovery procedures
- Ensure reliable internet connectivity
2026: Full Transition and Optimization
Complete migration:
- Discontinue old invoicing methods
- Operate exclusively with Verifactu-compliant system
- Monitor compliance continuously
- Stay current with certification renewals
Optimization:
- Streamline workflows based on experience
- Leverage automation features
- Improve efficiency and reduce manual effort
- Explore advanced features
Ongoing compliance:
- Monitor regulatory updates
- Apply software updates promptly
- Maintain proper documentation
- Conduct periodic internal reviews
Business benefits:
- Enjoy faster payment processing
- Reduce administrative burden
- Improve accuracy and reduce errors
- Leverage better financial visibility
Penalties for Non-Compliance
While specific penalty structures for Verifactu non-compliance haven't been fully detailed, we can anticipate enforcement similar to other tax regulations.
Likely Penalty Categories
Technical non-compliance: Using non-certified software, missing required technical elements (signatures, QR codes), improper data formats.
Reporting failures: Not submitting invoice data in real-time, missed reporting deadlines, incomplete information.
Record-keeping violations: Inadequate storage, inability to provide documentation during audits, lost digital signatures.
Systematic violations: Repeated non-compliance, patterns of invalid invoices, intentional circumvention.
Potential Consequences
Based on existing Spanish tax penalties, expect:
Minor infractions: €150-€400 per invoice for technical errors or format issues.
Serious infractions: €400-€2,000 per invoice for systematic non-compliance or reporting failures.
Very serious infractions: €2,000+ per invoice for deliberate evasion or fraud.
VAT complications: Rejected VAT deductions, additional tax assessments, interest on unpaid amounts.
Business restrictions: Inability to invoice certain clients (particularly government or large corporations requiring compliant suppliers).
Risk Mitigation
Avoid penalties by:
- Implementing certified software before mandatory deadlines
- Testing thoroughly before go-live
- Maintaining proper record keeping
- Staying informed about regulatory updates
- Working with qualified fiscal advisors
- Responding promptly to any compliance issues
International Context: ViDA and EU E-Invoicing
Verifactu isn't just a Spanish initiative—it's part of a broader European Union movement toward standardized electronic invoicing.
VAT in the Digital Age (ViDA)
The EU's ViDA directive aims to:
- Harmonize e-invoicing requirements across member states
- Reduce VAT fraud (estimated at €50 billion annually)
- Enable real-time reporting for cross-border transactions
- Simplify compliance for businesses operating in multiple countries
- Modernize VAT systems for the digital economy
Spain's Verifactu implements ViDA principles at the national level, joining other countries like Italy (FatturaPA), France (Chorus Pro), and Poland (KSeF) with mandatory e-invoicing systems.
Implications for International Business
Spanish companies with EU clients: Future standardization may simplify cross-border invoicing as more countries adopt compatible systems.
Foreign companies in Spain: Non-Spanish businesses with Spanish operations must comply with Verifactu for local transactions.
Export/import considerations: While Verifactu focuses on domestic and EU transactions, international trade documentation may eventually integrate with these systems.
Competitive advantage: Early adoption positions businesses well for expanding into other EU markets with similar requirements.
How Factumo Is Verifactu-Ready
At Factumo, we've been preparing for Verifactu since the regulation was announced. Our development team has been working closely with the evolving specifications to ensure seamless compliance when requirements take effect.
Built-In Certification
Factumo is pursuing official Agencia Tributaria certification and will be fully compliant before mandatory implementation deadlines. You won't need to migrate to different software when Verifactu goes live—your existing Factumo invoices will automatically meet new requirements.
Automatic Technical Compliance
Factumo handles all technical requirements automatically:
- Digital signatures: Integrated cryptographic signing for every invoice
- QR code generation: Compliant QR codes added to all invoices automatically
- Structured data: Proper XML/JSON formatting behind the scenes
- Real-time reporting: Automatic transmission to tax authorities
- Certificate management: Simplified digital certificate integration
Seamless Transition
Current Factumo users will experience:
- No workflow disruption: Your invoicing process remains familiar
- Automatic updates: Verifactu features deployed without user action required
- Guided setup: Step-by-step assistance for any new requirements
- Training resources: Documentation and support for understanding changes
- Continued simplicity: Complexity hidden behind user-friendly interface
Future-Proof Solution
As Verifactu evolves and regulations change:
- Regular software updates maintaining compliance
- Integration with future EU standards
- Adaptation to new technical requirements
- Ongoing certification renewals
- Continuous improvement based on regulatory changes
Spanish Market Expertise
Unlike generic international accounting platforms, Factumo was built specifically for Spain:
- Deep understanding of Spanish tax law
- Native Spanish interface and support
- Relationships with Spanish tax authorities and advisors
- Focus on requirements specific to Spanish businesses
- Proven track record with complex Spanish invoicing rules
Conclusion: Preparing for the Future of Spanish Invoicing
Verifactu represents a fundamental shift in how Spanish businesses handle invoicing. While the technical requirements may seem daunting, the transition offers opportunities for improved efficiency, better tax compliance, and modernized business processes.
Key takeaways:
- Verifactu is coming - 2025 rollout with 2026 full enforcement affects virtually all Spanish businesses
- Technical requirements are significant - digital signatures, QR codes, real-time reporting, certified software
- Early preparation is essential - don't wait until the last minute to select and implement solutions
- Choose certified software carefully - your provider choice impacts compliance, efficiency, and daily operations
- Benefits beyond compliance - modern e-invoicing offers business advantages beyond just meeting legal requirements
The businesses that thrive during this transition will be those that prepare early, choose robust solutions, and embrace the digital transformation. Verifactu may be mandatory, but it doesn't have to be painful.
Start researching now, plan your implementation timeline, and select software partners who will support you through the transition and beyond. The future of Spanish invoicing is digital, standardized, and more efficient—if you prepare properly.
Stay ahead of Verifactu requirements with Factumo. Our platform is being built from the ground up for compliance with Spain's new e-invoicing regulations. Focus on growing your business while we handle the complexity of Verifactu compliance automatically. Join Factumo today and be ready for 2025.