We explain everything about Verifactu and the best options to implement it in your invoicing.
Do not confuse Verifactu, which comes into effect in July 2025 (but has now been delayed until January 2026) for all companies and freelancers, with mandatory e-invoicing, which will take effect once the Regulation developing the “Create and Grow” Law is published.
If you have questions about e-invoicing, don’t miss our article on the topic.
What is the Verifactu system and how does it work?
Verifactu is an electronic invoice verification system developed by the Spanish Tax Agency. Its purpose is to combat tax fraud and promote digitalization in accounting processes. This system ensures the reliability and immutability of invoices issued by companies and freelancers.
Introduced as part of the new anti-fraud law, Verifactu is mandatory for any invoicing software to be certified by the AEAT (State Tax Administration Agency).
Features of the Verifactu system
This system impacts all electronic invoicing programs, which must meet specific requirements, such as:
- Ensuring the preservation, integrity, accessibility, traceability, readability, and immutability of records.
- Creating an immediate record for each issued invoice, facilitating traceability.
- Sending information securely, automatically, and consecutively to the AEAT.
- Linking invoices to facilitate verification.
- Generating accurate and authentic records.
- Including a mechanism to cancel erroneous invoices with a record similar to the original.
- Incorporating an electronic signature and digital fingerprint (hash) tool.
Meeting these requirements is impossible without invoicing software, ruling out the use of paper-based systems that cannot be controlled by the Tax Agency.
Advantages of the Verifactu system
Verifactu brings significant benefits to the electronic invoicing process and helps combat fraud, such as:
- Guaranteeing the authenticity and integrity of invoices.
- Increasing customer and consumer confidence.
- Providing greater security and transparency in transactions.
- Facilitating compliance with tax obligations.
- Creating a transparent record for audits.
- Reducing tax fraud.
- Automating and simplifying invoice verification.
- Making accounting more efficient.
- Streamlining processes and reducing costs.
- Enabling the verification of information contained in electronic invoices.
Who is required to implement Verifactu?
At this point, there is some understandable confusion due to unclear communication from the Tax Agency.
- On one hand, all business owners must use digital invoicing systems.
- On the other hand, all invoicing software must be adapted to the Verifactu system.
Once both measures are in force, using the Verifactu system to share information with the Tax Agency will initially be optional. However, it is likely that mandatory data sharing will follow.
Main features of Verifactu
All electronic invoicing software must meet specific requirements to integrate Verifactu, including:
- Ensuring the preservation, integrity, accessibility, traceability, readability, and immutability of invoices.
- Generating an immediate record for each issued invoice, facilitating traceability.
- Transmitting information securely, automatically, and continuously to the AEAT.
- Establishing a system to link invoices for easier verification.
- Guaranteeing the creation of accurate and authentic invoice records.
- Implementing a mechanism to cancel erroneous invoices with similar records to the original.
- Including a tool for electronic signatures and digital fingerprints (hash).
These requirements can only be met using digital invoicing software, eliminating the possibility of using paper systems that cannot be controlled by the Tax Agency.
Identifying Verifactu invoices
Verifactu invoices are easily identifiable thanks to the following characteristics:
- They include a QR code with identifying data.
- They carry the “Verifactu” reference, ensuring they have been issued using a verifiable system.
- They are sent to the Tax Agency in XML format.
- They allow buyers to verify the invoice by scanning the QR code.
- Each invoice and event has a backup record.
Advantages of Verifactu in invoicing and fraud prevention
Verifactu offers numerous advantages, including:
- Guaranteeing the authenticity and integrity of invoices.
- Enhancing trust among customers and consumers.
- Increasing security and transparency in transactions.
- Simplifying compliance with tax obligations.
- Creating transparent records that simplify audits.
- Reducing the risk of tax fraud.
- Automating and simplifying invoice verification.
- Improving accounting efficiency.
- Speeding up processes and reducing costs.
- Allowing for the verification of information contained in electronic invoices.
Implementing Verifactu introduces more rigorous controls but offers significant benefits, such as keeping VAT records up to date. Even if a company does not choose to use Verifactu’s optional features, its invoicing software must still be certified.
Who is affected by the Verifactu system?
Since its implementation, it has been mandatory for companies and freelancers to use invoicing software adapted to this system. However, there are some exceptions:
- Regional territories with their own systems.
- Companies operating under the Immediate Supply of Information (SII).
- Those not required to issue invoices.
Deadlines for implementing Verifactu
Royal Decree 1007/2023, approved on December 5, establishes that IT systems must be adapted by July 1, 2025. Additionally, nine months after the ministerial order regulating the system takes effect, the AEAT headquarters will have the service ready to receive Verifactu invoicing records.
Will it be mandatory to report invoicing records to the AEAT?
Reporting invoicing records to the AEAT is voluntary. Companies and freelancers have two options:
- Automatic submission of each invoicing record to the Tax Agency (recommended by the administration).
- Non-submission, where invoices must be digitally signed and available for the AEAT upon request.
It is important that, even if invoices are not automatically submitted, the software is ready to do so when required by the Tax Agency.
How can you ensure your software is ready for Verifactu?
To implement Verifactu, no internal changes are needed—just acquire certified e-invoicing software. Make sure the program you use is adapted to Verifactu. You can verify this on the developer’s website or by contacting the manufacturer.
What happens if I don’t adapt to Verifactu?
Failure to meet Verifactu requirements can result in fines of up to €50,000 per fiscal year in which uncertified invoicing software is used. The same applies if certified software is altered or modified.
Is the e-invoicing regulation the same as Verifactu?
The e-invoicing regulation and Verifactu are not the same:
- The e-invoicing regulation is tied to the “Create and Grow Law” and currently applies to B2B transactions exceeding certain billing limits.
- Verifactu is part of the anti-fraud law and regulates invoicing software for both B2B (transactions between companies and/or freelancers) and B2C (transactions with end consumers).
Whether or not you choose to share your data with the AEAT, it will be mandatory to use certified invoicing software compliant with Verifactu.
Why these changes? What does the Tax Agency want?
In political terms, the goal is to combat fraud and late payments.
In practical terms, the aim is to make operating in the informal economy virtually impossible and to digitally control all transactions between companies, freelancers, and, eventually, consumers.
The only way to comply with these emerging regulations and the increasing demands from the Tax Agency—often involving numerous automatic information requests—is to maintain 100% digitalized operations. For this reason, starting January 1, 2025, we will only provide fiscal-accounting services to clients using invoicing software certified by the AEAT.
We can help you choose and implement the most suitable option for your needs—don’t hesitate to reach out to us.
Photo by Mitya Ivanov on Unsplash.
