VeriFactu for Freelancers: Deadlines, Requirements and How to Prepare

What is VeriFactu and why it matters for your business

If you issue invoices or tickets using any digital tool, you have probably heard about the new Spanish regulation for billing systems, commonly known as VeriFactu. This rule, part of the Anti-Fraud Law, requires that all invoicing software used by businesses and self-employed professionals in Spain generates records that are tamper-proof and can be sent automatically to the tax agency (AEAT).

For most freelancers and small companies, the key date is 1 July 2027. From that moment, your software must comply with the technical specifications set out in the regulation. Although that date may seem far away, preparing early will save you stress, avoid last-minute software changes, and help you stay on the right side of the law.

Who is obliged to comply?

In general, any self-employed worker or company that uses software to create invoices, receipts or sales tickets is affected. This includes not only traditional invoicing programs but also point-of-sale (POS) systems and even apps on tablets or phones that generate billing documents.

There are some exemptions. For example, those who issue invoices only on paper or in PDF without using any computerised system may not need to adapt, but this is rare in practice. Also, certain sectors or activities may have specific rules. If you are unsure, check with your gestoría or the official AEAT guidelines.

Key requirements for your invoicing software

Once VeriFactu applies to you, your software must meet these core requirements:

• Generate an unalterable record for every invoice or ticket issued, including cancellations.
• Include a unique hash chain that links each record to the previous one, making any modification detectable.
• Automatically send these records to the AEAT (or make them available on request).
• Provide a QR code on invoices that allows the tax agency to verify the authenticity of the document.

These measures aim to prevent the creation of false invoices or the hiding of income. For honest freelancers, they simply mean using a compliant tool that does the work for you.

What about those who are not directly obliged?

Some freelancers, such as those under the simplified regime for certain activities, might not be required to use VeriFactu-compliant software from day one. However, it is highly recommended to adopt it voluntarily. Why? Because it simplifies your relationship with the tax agency, reduces the risk of errors, and prepares you for future changes. Moreover, if you work with larger companies, they may ask you to send electronic invoices in a compliant format.

How to prepare for VeriFactu

Preparation is straightforward if you follow these steps:

• Audit your current software: Check if your invoicing tool already offers VeriFactu compliance or has a roadmap to do so. Many providers are updating their products now.
• Choose a compliant solution: If your software will not be updated, look for alternatives that explicitly state they meet the regulation. Look for features like automatic record sending and QR code generation.
• Talk to your gestoría: Your accountant can guide you on whether you are obliged and help you choose a suitable tool that integrates with your accounting system.
• Plan for training: Ensure you and your team know how to use the new features, especially if you switch to a different program.

Starting early means you can test the software, resolve any issues, and avoid the rush as the deadline approaches.

What happens if you don't comply?

Non-compliance can lead to significant fines. The Anti-Fraud Law establishes penalties for using non-compliant software, ranging from warnings to substantial economic sanctions. In serious cases, fines can reach thousands of euros. More importantly, non-compliant records could be considered invalid, leading to disputes with the tax agency or even legal problems.

By acting now, you protect your business from these risks and demonstrate good faith to the authorities.

How ALMC can help you get ready

At ALMC, we help freelancers and SMEs in Lleida, Barcelona, Tarragona and Girona adapt to VeriFactu without headaches. Our solution integrates seamlessly with your daily operations, ensuring that every invoice you issue is automatically recorded and sent to the AEAT, with unalterable records and full legal compliance.

We understand that your time is better spent on your business, not on deciphering technical regulations. That is why we offer a user-friendly platform that handles the complexity behind the scenes. Whether you are a freelancer in Lleida or a growing company in Barcelona, we make the transition smooth and simple.

Do not wait until 2027 to start preparing. Contact us today to learn how we can help you comply with VeriFactu and focus on what really matters: growing your business.

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