Verifactu: How will it affect the self-employed?
Verifactu is the system that the Tax Agency has implemented for electronic invoices, which will be mandatory soon. In this article, we explain what it consists of and how the self-employed are linked to it.
What is Verifactu: definition and characteristics
The Verifactu system is the one created by the Tax Agency (AEAT) for electronic invoicing. It includes protocols so that software companies can automatically adapt them and transmit the information in real time.
It will be applied throughout Spain except in the Basque Country and Navarre, which has its own system (TicketBAI).
The idea is that the new system replaces the Immediate Supply of Information (SII), which the AEAT has had so far.
The regulatory development of this system was confirmed in Order HAC/1177/2024, which established the obligation to register electronic invoices, and with Royal Decree 254/2025, which has established deadlines.
This regulation developed the provisions of the Crea y Crece Law, which contemplated generalised electronic invoicing for freelancers and companies.
Although the law indicates that you must make a compatible software of free access, for the moment this regulation is useful for software companies that work with electronic invoices.
Of course, soon its use will be generalised as mandatory.
Invoices will have a verification item and will be sent in .xml format, expanding it current requirements.
So we’re talking about new invoices.
PDF or Excel files will no longer be valid, and this is the main novelty that is introduced with respect to the old systems.
We clarify that Verifactu is the system, but compatible software will have to be used.
Obligations of the self-employed with the Verifactu system
The obligation of Verifactu is the main element that makes the difference, because companies with more than 8 million in turnover must already adopt it.
However, there are some points that a freelancer must take into account.
These are the most important:
1. Verifactu: specific software
First of all, it is necessary to have a specific software that is compatible with the Verifactu system.
This is essential because, otherwise, not all the obligations of having an electronic invoice in good condition will be fulfilled.
There is a list of software providers that, right now, already fulfil all the obligations.
The logical thing is that in the coming months there will be more possibilities, but the transition must be done as soon as possible.
2. Automatic real-time registration
The registration of invoices has to be automatic, in real time.
What does it mean?
That, at the same time that the electronic invoice is issued to the client, the AEAT must be informed.
This is precisely the main function performed by the Verifactu system, which allows you to verify these movements.
Precisely, the idea is that this information is transmitted quickly, avoiding calculation errors and fraud.
If it works well, the system will be beneficial for companies and tax administration.
3. Preservation of documentation
The preservation of documentation is another of the general issues, which is already contemplated in the general legislation.
You have the obligation to keep a record of the invoices issued and received from the previous 4 years.
In this case, it can be in the cloud, through your software provider, or on the hard drive.
In short, it is about replacing the old system of physical invoices or in non-electronic format with the current digital archive; it is already being done, but this will definitively banish the paper.
4. Generalised obligation
The last relevant and key point is that of the obligation.
And here we have to say that we already have final dates for the implementation of electronic invoicing in SMEs and the self-employed.
Let’s look at each case:
- SMEs: from 1 January 2026. This will apply to those self-employed who have a commercial company and who are subject to the Corporate Tax (IS). Be careful, it should be noted that this obligation will be independent of the level of billing of the commercial company.
- Self-employed: from July 1, 2026. Here it is already mandatory to adapt to Verifactu with electronic invoices, even if they are self-employed in a natural person regime. This is where the main challenge arises, especially for small professionals.
Therefore, next year is the time for SMEs and the self-employed to adapt to the new system.
We recommend anticipating as much as possible.
Non-compliance with this obligation exposes to substantial penalties, which could reach 50,000 euros.
In short...
Verifactu is a close obligation to which you will have to adapt.
Do you need business advice to know how to adapt and what data to keep?
At Orihuela Costa Counselling we give you the necessary information to facilitate the process. Contact us!
