Quotes, call-out fees and invoices (factura) from tradespeople

Terms used

• Presupuesto — A presupuesto is a written quote from a tradesperson, stating the price of the work and how long the offer is valid.
• Factura — A factura is the official invoice a tradesperson must issue, showing the work, the price and the IVA charged.
• IVA — IVA is Spain's value-added tax, added to the price of goods and services.
• NIF — A NIF is a Spanish tax identification number, which appears on invoices.

Key rules

• Written quote: Get a written presupuesto, signed by both sides, before work starts; it binds you both once accepted.
• Factura: Always ask for a factura with IVA shown; without it you lose proof for warranty and consumer claims.
• Cash: Cash to a tradesperson is capped at 1,000 euros per operation, or 2,500 euros for non-residents without Spanish tax domicile.
• IVA rate: Ordinary repairs carry 21% IVA, while renovation works on a dwelling can qualify for 10%.

Get a written quote before any work starts

Ask for a written presupuesto every time, and get at least three for anything beyond a small repair. A message you can send is in the template below.

Check these on the quote:

• The price, and whether it includes materials and IVA.
• Whether it is a fixed price for the whole job (precio cerrado) or an hourly rate.
• How long the quote stays valid. Trades usually state 15 to 30 days, and up to 3 months for larger jobs. If no period is stated, the offer is valid for a reasonable time.

Once you accept and both of you sign, the presupuesto binds both sides. With a fixed price, the tradesperson cannot raise it later unless you agree to changes in the work. Extra work needs your consent. A rough estimate (estimación) is not binding, so ask for a firm quote.

Call-out fees and hourly rates

Many plumbers and electricians charge a modest call-out fee (desplazamiento) for the visit. It is often waived or deducted if you go ahead with the work, and some offer a free visit to quote larger jobs. Ask before they come whether the fee is deducted.

Emergencies, nights, weekends and holidays cost more. Big cities usually cost more too.

Rates are not set by law. Each tradesperson or company sets its own, and Madrid, Barcelona and the Balearics are dearer. Plumbers and electricians usually charge by the hour with a minimum charge, or a fixed price per job. Builders usually quote per job or per square metre. Comparing several quotes is the best way to see the going rate where you live.

Insist on a factura

You have the right to a factura, and the tradesperson must give at least a simplified invoice or ticket if you ask. If they refuse, you can report it to the tax agency.

A full factura shows:

• an invoice number and the date
• your name, address and NIF, and theirs
• a description of the work, with quantities and unit prices
• the price before IVA, the IVA rate and the IVA amount, and the total

A simplified invoice is allowed for small amounts and shows the total including IVA. Give the tradesperson your NIF in advance if you want a full factura.

IVA on repairs

Ordinary repairs by plumbers and electricians carry 21% IVA. Renovation works on a dwelling can qualify for 10%. Check that the rate on the factura matches your job. In the Canary Islands, Ceuta and Melilla, a different local tax applies instead of IVA.

Why a cash deal with no factura costs you

A lower price for cash with no paperwork means you have no proof of the contract, the price or the work. That weakens any warranty, insurance or consumer complaint, and you have little recourse if the work is bad or the tradesperson disappears. You also cannot use the work to claim tax deductions or to prove improvements when you sell. The tradesperson commits tax fraud by not charging IVA, and you can face sanctions in some cases.

Cash is also limited. Payments to a tradesperson cannot exceed 1,000 euros per operation, or 2,500 euros if you are a non-resident without Spanish tax domicile. Splitting the payment does not avoid the limit, and fines can reach 25% of the amount, with both sides liable. Pay larger amounts by transfer or card.

Warranty

Keep the factura. If a repair is faulty, report it quickly. Repair work on a product is commonly guaranteed for 3 months, and a part that was replaced or supplied has a legal guarantee of 3 years. The exact repair period varies by sector and region. Building works have longer guarantees, depending on the type of defect.

Timeline and deadlines

• Get the written presupuesto and read the validity period on it: before you accept any work

• Accept the quote while it is still valid. Trades usually state 15 to 30 days, and up to 3 months for larger jobs. With no period stated, the offer holds for a reasonable time: within the validity period on the quote

• Ask for the factura and keep it safe: when the work is finished and you pay

• Report any defect in the repair, as repair work on a product is commonly guaranteed for 3 months: within 3 months of the repair

• Claim under the legal guarantee for a part that was replaced or supplied, which lasts 3 years: within 3 years of delivery

Documents you need

• A written presupuesto from the tradesperson, signed by both of you once you accept. Once accepted it binds both sides, and extras need your agreement.

• A full factura from the tradesperson with an invoice number, date, your name, address and NIF, and theirs. It also needs a description of the work with quantities and unit prices, the taxable base, the IVA rate and IVA amount shown separately, and the total payable.

• A simplified invoice or ticket showing the total including IVA, which is allowed for small amounts. It may leave out your details and the IVA breakdown.

• Your own NIF, so the tradesperson can put it on the factura.

What to watch out for

• A cash deal with no factura leaves you unprotected: Without an invoice you have no proof of the contract, price or work. That weakens any warranty claim, insurance claim or consumer complaint, and you have little recourse if the work is defective or the tradesperson disappears. You also cannot claim the work for energy-renovation deductions or prove improvements when you sell. Agree before work starts that you will receive a factura with the IVA shown separately, and pay only against it.

• The tradesperson refuses to issue a factura: Tradespeople must give you a factura if you ask, at least a simplified one for private customers. A refusal is a tax infraction. Skipping IVA is tax fraud by the supplier, and you can face sanctions too in some cases. Ask in writing, and if they still refuse, report it to the tax agency (Agencia Tributaria) and do not pay in cash.

• Large cash payments to a tradesperson can be fined: Cash payments are limited to 1,000 euros per operation, or 2,500 euros if you are a non-resident without Spanish tax domicile. Splitting the payment does not avoid the limit. Fines can reach 25% of the amount paid, and both of you are liable. Pay larger amounts by bank transfer, card or cheque so the payment is traceable.

Message to request a quote from a tradesperson

Hola, necesito un presupuesto por escrito para unas obras en mi vivienda. Le explico el trabajo para que pueda prepararlo con precisión.

Dirección y tipo de vivienda: [calle, número, ciudad y código postal]. Es [un piso / una casa], en la planta [número], [con / sin] ascensor. El edificio [tiene / no tiene] normas de la comunidad sobre horarios de obra. [Indique si hace falta permiso de la comunidad.]

Trabajo que necesito: [Describa el trabajo paso a paso. Por ejemplo: reformar el baño, cambiar la bañera por un plato de ducha, renovar la instalación eléctrica de la cocina.]

Incluido en el presupuesto: [por ejemplo: demolición, retirada de escombros, limpieza final, pintura tras la obra] No incluido: [lo que haré por mi cuenta o contrataré aparte]

Medidas: [tamaño de las estancias en m², altura de las paredes, número de enchufes, ventanas o puntos de luz]. Le adjunto fotos y vídeos del problema y de la zona, y [planos, informes o certificados, si los hay].

Materiales: [marca, modelo o nivel de calidad, y colores]. Los materiales los suministra [yo / usted]. Le pido que incluya una línea de materiales con cantidades.

Qué le pido que incluya en el presupuesto:

1. Un presupuesto desglosado: mano de obra, materiales y otros costes (contenedor, transporte, permisos), con precios unitarios.
2. Si el precio es cerrado o por horas, y cómo se calcularían los extras o las modificaciones.
3. El precio con el IVA indicado aparte y el tipo de IVA que aplica. Por favor, confírmeme el tipo por escrito. [Es mi vivienda habitual y pago la obra yo como propietario/a.]
4. La fecha de inicio, la duración estimada y las condiciones o penalizaciones en caso de retraso.
5. La forma de pago: entrada, pagos por fases y pago final al terminar.
6. La validez del presupuesto (cuántos días es válido).
7. Quién tramita y paga la licencia o la declaración responsable, y si cuenta con la autorización de instalador cuando el trabajo sea eléctrico o de gas.
8. La garantía del trabajo y su seguro de responsabilidad civil.
9. Sus datos: nombre de la empresa o autónomo, NIF/CIF, dirección y teléfono de contacto.

Al terminar, necesitaré una factura con todos los datos legales.

Estoy pidiendo presupuesto a varias empresas y compararé las ofertas línea por línea. Si necesita ver el lugar, podemos acordar una visita: [días y horarios en los que puede venir].

Quedo pendiente de su respuesta. Muchas gracias.

[Su nombre y teléfono]

Frequently asked questions

Can the tradesperson raise the price after I accept the presupuesto?

Not for a fixed price (a tanto alzado), unless you agree to changes in the scope of the work. Extra works need your consent before they are done. A rough estimate (estimación) that you have not accepted is not binding, so ask for a written, signed presupuesto.

Do I still pay the call-out fee if I go ahead with the work?

Often you do not, because many plumbers and electricians waive the visit fee or deduct it from the final bill if you hire them. Ask before they come. Nights, weekends and holidays usually carry a surcharge, and some tradespeople visit free to quote larger jobs.

What IVA rate should appear on my factura for a repair?

Ordinary repairs by plumbers and electricians carry 21% IVA, shown as a separate line on the factura.

Are plumbers' and electricians' hourly rates set by law?

No, rates are not regulated, so each tradesperson or company sets its own. Madrid, Barcelona and the Balearics are dearer. Get at least three written quotes and compare whether materials and the visit fee are included.