Choosing invoicing and accounting software for Spain

Terms used

• Verifactu — Verifactu is Spain's anti-fraud system for invoicing software, which requires invoice records that cannot be altered unnoticed.
• Declaración responsable — The declaración responsable is the software producer's signed statement that its system meets the anti-fraud invoicing requirements.
• Autónomo — An autónomo is a self-employed person registered to work for themselves in Spain.
• AEAT — The AEAT is Spain's tax agency.
• IVA — IVA is Spain's value-added tax (VAT) on goods and services.
• IRPF — IRPF is Spain's personal income tax.
• Gestor — A gestor is a professional who handles tax and administrative filings for individuals and small businesses.
• Facturae — Facturae is Spain's electronic invoice format, required when invoicing public bodies.

Key rules

• No official approval: The tax agency does not certify invoicing software, so the producer's own declaration is your proof.
• Plan matters: Verifactu compatibility can depend on your plan, so confirm it covers the one you are buying.
• Filings: Some tools submit returns directly to the AEAT and others only prepare figures for your gestor.
• Trial first: Test the bank feed and reconciliation with your own account before you commit.

What to look for

Choose a tool that does four things: proves it meets Spain's anti-fraud invoicing rules, handles the tax filings you need, connects to your bank, and fits your budget. Test one or two tools on a free trial before you pay.

Check the anti-fraud declaration first

Spain's anti-fraud rules for invoicing software are known as Verifactu. The tax agency does not approve or certify any product. Instead, the company that makes the software must issue a declaración responsable, a statement that the system meets the rules, and make it available to users.

Ask the vendor for it. It should name the producer, the system name and version, and its components. Also confirm that your plan, not just the product, includes Verifactu compatibility. Support can differ by plan.

Many Spanish tools for autónomos have announced Verifactu compatibility, including Holded, Quipu, Billin, Factorial and Anfix, and larger vendors such as Sage, Wolters Kluwer (A3) and Contasol. Treat this as a starting list for your search, not a guarantee. Ask each vendor for its declaration.

Check which tax filings it handles

Most tools calculate IVA and IRPF figures. What differs is what they do next. Some send the filing straight to the AEAT. Others only prepare the numbers for your gestor to submit.

Check the tool covers the forms you will use:

• Modelo 303, the quarterly IVA return.
• Modelo 130 (or 131 if you are under módulos), the quarterly income-tax instalment.
• Modelos 111 and 115, withholdings, if you have them.
• Modelo 390, the annual IVA summary.
• Modelo 349, for sales within the EU.

If you invoice public bodies, the tool should create Facturae files and send them to FACe. If you are required to report invoices to the tax agency in near real time (SII), check that it supports that too.

Test the bank connection

Good tools link to your bank through open-banking feeds and match payments to invoices. During the trial, connect your real bank and see whether reconciliation works properly. Some banks connect more smoothly than others.

Compare cost properly

Prices run from free tiers with limited features, through cheap monthly plans for solo freelancers, to higher plans for teams, accounting or several users. The price rises with the number of users, your invoice volume, and extras such as bank feeds, tax filings or a bundled gestoría service. Some vendors charge per year. Check each vendor's current price list and work out the total with the extras you need.

Other things worth checking

• You can export your data, so you can switch later.
• Support is in Spanish.
• It works with your gestor's software or workflow. Ask your gestor what they prefer.

The checklist below lists these steps in order, and the FAQ answers common questions.

Checklist

• Ask the vendor for its declaración responsable, the producer's statement that the system meets the anti-fraud rules.

• Check that the declaration names the producer, the system name and version, and its components.

• Check which AEAT filings the tool submits directly and which it only prepares for your gestor: models 303, 130 or 131, 111, 115, 390 and 349.

• Check that it creates Facturae files and sends them to FACe if you invoice public bodies.

• Test the bank connection and reconciliation during a trial.

• Compare plan limits and total cost, including extras such as bank feeds, tax filings and users.

• Confirm you can export your data, and that support is in Spanish.

• Ask your accountant whether the tool works with their systems.

Frequently asked questions

Do popular invoicing tools already support Verifactu?

Yes, many Spanish tools for autónomos have announced Verifactu compatibility, such as Holded, Quipu, Billin, Factorial and Anfix, but support can vary by tool and by plan. Larger vendors such as Sage, Wolters Kluwer (A3) and Contasol have done the same. Ask the vendor which plan includes it.

Does the tax agency approve or certify invoicing software?

No, the AEAT (Spain's tax agency) does not approve or certify billing software. Instead, the producer must issue a declaración responsable, a statement that the system meets the rules. It names the producer, the system and version, and its components. Ask the vendor for it and read it before you pay.

Will my invoicing tool file my tax returns directly with the AEAT?

Not always, because some tools submit directly to the AEAT while others only prepare the figures for your gestor. Typical filings covered are models 303, 130 or 131, 111, 115, 390 and 349. Check which filings each product submits on your plan.

How much does invoicing software for autónomos cost?

Prices range from free tiers with limited features to cheap monthly plans for solo freelancers, and higher plans for teams. Cost rises with users, invoice volume and extras like bank feeds, tax filings or a bundled gestoría service. Compare trial versions and current price lists before committing.