Spanish for freelancers (autónomos) dealing with clients and invoices

Terms used

• Autónomos — Autónomos are self-employed people registered with the tax office and Social Security.
• Gestor — A gestor is an administrative adviser who handles your tax and Social Security paperwork.
• Presupuesto — A presupuesto is a quote: a priced offer for work, with its validity and terms.
• IVA — IVA is Spanish value-added tax (VAT), added to most invoices.
• Factura — A factura is the invoice you issue to a client for work done.
• NIF — The NIF is your tax identification number, used on invoices and tax filings.
• IRPF — IRPF is Spanish personal income tax.
• Burofax — A burofax is a formal letter sent through the post office that proves its content and delivery.

Key rules

• Payment limit: Business clients must pay within 30 days, or 60 days at most if you agree it.
• Late interest: Late payment earns automatic interest and a minimum 40 euros for recovery costs.
• Official language: Tax and Social Security letters arrive in Spanish, even with an English-speaking gestor.
• Consumers: The business payment limits do not apply to consumers.
• Court claims: You can file a proceso monitorio without a lawyer for sums up to 2,000 euros.

Do you need Spanish if your gestor speaks English?

Yes, a little. Many gestorías, especially in Madrid, Barcelona, Málaga, Alicante, the Balearics and the Canaries, work in English, and some specialise in expat autónomos. They usually handle your registration with the tax office and Social Security, your quarterly VAT and income tax returns, and the annual return. English service often costs somewhat more, and quality varies, so compare a few firms.

Official websites, notifications, contracts and letters from the authorities are still in Spanish. Ask your gestor which letters will arrive in Spanish and how they will explain them.

Writing a quote

A quote (presupuesto) should state:

• how long it is valid (for example, 30 días)
• a description of the service
• the price without IVA, and the IVA
• how you will be paid
• the delivery time

A simple message you can adapt: "Adjunto presupuesto para el proyecto; es válido durante 30 días. Quedo a su disposición."

Tone with clients

Be polite and formal. Address clients as "usted". Close with "Un saludo" or "Atentamente".

Issuing a valid invoice

An invoice (factura) must carry:

• a sequential number, and a series if you use one
• the issue date
• name, NIF and address for you and for your client
• a description of the work
• the base imponible (price before tax), the VAT rate and the VAT amount, shown separately
• the date of the work, if it differs from the issue date
• a note of exemption or reverse charge (inversión del sujeto pasivo), if it applies
• the IRPF retención, if you apply it

A factura simplificada is allowed only in some cases, so ask your gestor before you use one. Rules on electronic invoicing and approved invoicing software are being phased in, so ask your gestor which dates apply to you.

Payment terms

Agree terms before you start. For business clients the legal maximum is 30 days from delivery. You can agree up to 60 days at most, and longer terms are void. This protection does not cover consumers.

If a client pays late, interest runs automatically at the European Central Bank rate plus 8 points. You can also claim a minimum of 40 euros for recovery costs.

Chasing an unpaid invoice

Go step by step.

1. Friendly reminder. Send it when the invoice falls overdue: "Le recuerdo que la factura nº X venció el día Y; ¿podría confirmarme la fecha de pago?"
2. Firm reminder. "Le reitero mi reclamación; solicito el pago en un plazo de 7 días, de lo contrario aplicaré intereses de demora."
3. Burofax. This is a formal letter sent through the post office. It carries a requerimiento de pago (formal payment demand) and a warning of legal action.
4. Court. File a proceso monitorio or an ordinary claim. For sums up to 2,000 euros in a proceso monitorio you do not need a lawyer. A mediation attempt can also help.

The timeline, documents and checklist below set out the same steps.

Timeline and deadlines

• Send your quote (presupuesto), valid for 30 días: before you start the work

• Issue the invoice with a sequential number and the issue date: when the work is delivered

• Payment is due; the legal maximum is 30 days, or 60 days at most if agreed: within 30 days of delivery

• Send a friendly reminder asking for the payment date: as soon as the invoice is overdue

• Send a firm reminder asking for payment within 7 days and mentioning default interest: if the friendly reminder gets no payment

• Send a burofax with a formal payment demand and a warning of legal action: if the 7 days pass without payment

• File a proceso monitorio or an ordinary court claim: if the burofax gets no payment

Documents you need

• Invoice (factura): you issue it for each job, with a sequential number and series, issue date, and name, tax ID (NIF) and address of you and your client.

• Invoice content: a description of the work, the taxable base (base imponible), the VAT rate and VAT amount shown separately, and the date of the work if it differs from the issue date.

• Invoice extras where they apply: a note of exemption (exención) or reverse charge (inversión del sujeto pasivo), and the income tax withholding (retención IRPF) when it is applied.

• Simplified invoice (factura simplificada): you may use it only in the cases where the rules allow it.

• Burofax with a payment demand (requerimiento de pago): you send it through the post office if reminders fail, before going to court.

Checklist

• Ask your gestor which tax and Social Security letters arrive in Spanish and how they will translate or explain them.

• Write your quote with its validity, service description, price before IVA, IVA, payment method and delivery time.

• Number every invoice in sequence and add the issue date, your name, NIF and address, and your client's.

• Show the base imponible, the VAT rate and the VAT amount as separate lines on each invoice.

• Add the exemption or reverse charge note and the IRPF retención when they apply.

• Agree payment terms of 30 days, or 60 days at most, before you start.

• Address clients as "usted" and close with "Un saludo" or "Atentamente".

• Send a friendly reminder on the day an invoice becomes overdue, asking for the payment date.

What to watch out for

• Payment terms longer than 60 days: A client may ask for a payment period longer than 60 days. Between businesses, terms beyond 60 days are void as abusive, and the normal maximum is 30 days. Do not accept a longer term in a contract or quote. Agree 30 days, or 60 days at most, in writing.

• Late payment and waiting too long: Late payment adds automatic default interest, at the ECB reference rate plus 8 points, and at least 40 euros for recovery costs. Waiting without a written reminder makes the claim harder. Send a written reminder, then a burofax, and use the proceso monitorio if needed.

• Consumers are treated differently: These late-payment rules cover invoices to businesses, not to consumers. If your client is a private person, ask your gestor which rules apply before you chase.

Frequently asked questions

Do I need Spanish if my gestor speaks English?

Yes, you still need basic Spanish even with an English-speaking gestor, because tax and Social Security websites, official letters, notifications, invoices and contracts are in Spanish. Your gestor can handle the alta (registration as self-employed), quarterly VAT and income tax returns, and the annual return.

What should a quote (presupuesto) include?

A presupuesto should state how long it is valid (for example 30 días), a description of the service, the price before IVA (VAT), the IVA, how you will be paid and the delivery time. A simple cover line is: "Adjunto presupuesto para el proyecto; es válido durante 30 días. Quedo a su disposición."

Can I claim an unpaid invoice without a lawyer?

Yes, for small sums you can use the proceso monitorio (a fast court claim for unpaid debts) without a lawyer, up to 2,000 euros. Before that, send a reminder and then a burofax (a formal letter with proof of delivery). Late payment between businesses also adds automatic interest and at least 40 euros for recovery costs.

Which tone should I use when writing to Spanish clients?

Use a polite, formal tone with "usted" and close with "Un saludo" or "Atentamente". Even a firm reminder stays courteous, for example "Le reitero mi reclamación; solicito el pago en un plazo de 7 días".