Electronic invoicing in Spain
Automate your Invoicing and Go Paperless!
Find out all about electronic invoices in Spain, how to comply with the regulations and streamline your invoicing digitally.
What is Electronic Invoicing?
Electronic invoicing is a digital system for issuing, sending, and storing invoices electronically, eliminating the need for paper documents.
An electronic invoice is a document with the same legal validity as a paper invoice, but it is generated, managed, and stored digitally.
Key Benefits
✅ Cost Reduction: Eliminates expenses on paper, printing, mailing, and physical storage of documents. In addition, it streamlines accounting and reduces administrative burden.
✅ Increased Security and Traceability: Thanks to the electronic signature and digital record, each invoice is traceable and secure, reducing the risk of fraud or manipulation.
✅ Management Efficiency: Invoices are generated and sent automatically, which speeds up payments and facilitates the company’s financial control.
Obligations and Regulations in Spain
In Spain, this type of invoicing has become a mandatory requirement for certain companies and sectors, especially after the entry into force of the Crea y Crece Law, which seeks the digitalization of administrative processes and greater transparency in commercial transactions.
Who is required to issue electronic invoices?
- Companies and self-employed that carry out transactions with the Public Administration.
- Companies in B2B (Business to Business) operations.
- Businesses operating in regulated industries with electronic invoicing requirements.
Legal Requirements for Issuing Electronic Invoices
- Valid format: Invoice (XML), PDF with digital signature or other accepted formats.
- Electronic signature: You must have a qualified digital certificate.
- Submission through electronic means: Platforms such as FACe (for public administrations) or ERP business management systems.
- Secure storage: Invoices must be kept digitally for at least 5 years, complying with tax regulations.
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Frequently Asked Questions
How to sign an invoice electronically?
For an electronic invoice to be legally valid, it must be signed with a qualified digital certificate. The basic steps are:
- Obtain a digital certificate from the Fábrica Nacional de Moneda y Timbre (FNMT) or another certifying entity.
- Use a digital signature software such as AutoFirma or tools integrated into invoicing software.
- Apply the digital signature to the document in XML or PDF format.
- Send the invoice through the corresponding electronic channels.
What happens if I do not issue electronic invoices when it is mandatory?
Failure to comply with the obligation to issue electronic invoices may result in financial penalties and legal problems. Consequences may include:
- Fines for non-compliance with tax regulations.
- Rejection of invoices by clients or public administrations.
- Problems in audits and loss of tax deductions.
Adapting your business to electronic invoicing is essential to avoid penalties and keep your business running without interruption.
How to send an electronic invoice to the Public Administration?
Invoices addressed to public bodies must be sent through FACe (General Entry Point for Electronic Invoices), following these steps:
- Create the invoice in Facturae (XML) format.
- Sign it digitally with a valid certificate.
- Upload it to the FACe platform or the specific system of each organization.
- Track the status of the invoice on the platform.
