What is the summary invoice and how is it applied?
The summary invoice makes it possible to combine several invoices in a single document, which is very useful in certain circumstances. Issuing a recapitulative invoice involves summarising the invoicing for a given period, which is why it is very useful in certain circumstances.
What is a summary invoice
The summary invoice is an accounting document used to consolidate multiple invoices issued or received during a given period, usually a month. Instead of issuing a separate invoice for each individual transaction, the summary invoice groups all the operations carried out in a specific period, providing a detailed summary of all the business transactions carried out during that time.
This type of invoice is commonly used by companies that carry out a large volume of commercial operations with the same customer or supplier, which facilitates the management and control of invoicing. The summary invoice includes detailed information on each operation, such as the date, concept, quantity, unit price and total amount, as well as the tax data necessary to comply with legal obligations.
This document allows for greater administrative efficiency by reducing the number of documents issued and received, thus simplifying the invoicing and accounting process for both parties.
In which situations is the summary invoice useful?
This invoice is useful in a number of circumstances, especially in situations where multiple business transactions are conducted with the same customer or supplier during a specific period. Some of the circumstances in which a recapitulative invoice may be particularly useful include:
- Frequent customers or suppliers: Where ongoing business relationships are maintained with the same customer or supplier and multiple transactions are made during a given period, this invoice allows all such transactions to be consolidated into a single document.
- Recurring transactions: In businesses where recurring transactions are carried out, such as monthly payments or services contracted for specific periods, the recapitulative invoice facilitates the presentation and tracking of all these transactions in a single monthly summary.
- Administrative simplification: For companies that handle a large volume of daily transactions and wish to simplify their invoicing and accounting process, the recapitulative invoice reduces the number of documents issued and received, simplifying administrative management.
- Facilitate account reconciliation: The recapitulative invoice provides an overview of all transactions carried out with a customer or supplier in a specific period, making it easier to reconcile accounts and identify possible discrepancies or errors.
How a summary invoice is structured
- Header: The invoice header includes the identifying details of the invoice issuer, such as the company name or business name, tax identification number (NIF), address and other relevant contact details.
- Recipient data: This also includes the details of the customer or supplier to whom the recapitulative invoice is addressed, such as their name or company name, VAT number, address and other contact details.
- Invoicing period: Specifies the period of time during which the transactions that are grouped in the recapitulative invoice have taken place. This can be a month, quarter or other specific period depending on the needs of the business.
- Detail of transactions: This section details all the transactions carried out during the invoicing period, including the date of each transaction, the concept or description of the transaction, the quantity, the unit price and the total amount.
- Totalisation of amounts: At the end of the recapitulative invoice, a summary of the total amounts is included, both of the invoiced amounts and of the economic amounts associated with all the operations carried out during the specified period.
- Fiscal and legal data: Finally, the fiscal and legal data necessary to comply with tax and legal obligations are added, such as the tax rate applied, the amount of taxes, and any other information required by current regulations.
Does summary invoicing replace the usual invoices?
Summary invoicing does not replace regular invoices, but complements the conventional invoicing process. While regular invoices detail each transaction individually, summary invoicing groups multiple transactions carried out during a specific period into a single document.
Summary invoicing provides an overall summary of the business operations carried out in a given period, which facilitates administrative and accounting management, especially in companies with a high volume of transactions. However, regular invoices are still necessary to document each transaction individually and to comply with legal and tax requirements.
Is it possible to issue an electronic summary invoice?
Yes, it is possible to issue electronic summary invoices in Spain. These invoices are generated and sent in electronic format, complying with the legal and technical requirements established by the tax authorities. The electronic invoice offers similar advantages to the paper version, such as simplifying the administrative process and reducing paper consumption, but avoiding the use of physical supports. It is important to remember that it is necessary to have the permission of the clients.
At Asesoría Orihuela Costa you have a team of advisors specialised in business invoicing, our professionals will solve all aspects related to your invoicing, so that you can focus on your business.