Everything You Need to Know About VeriFactu: Spain’s New E-invoicing Requirement for Freelancers

What is the VeriFactu system?

VeriFactu is Spain's new mandatory electronic invoicing system, led by the AEAT, to boost the integrity and transparency of financial transactions. Its main goal is to create a strong framework ensuring all e-invoices are secure, traceable, and compliant with tax laws, serving as a powerful deterrent against tax fraud.

The system guarantees the authenticity and integrity of every invoice, preventing manipulation and providing a clear, immutable record for businesses and tax authorities. VeriFactu helps the AEAT achieve greater fiscal control, improve tax collection, and promote a fairer economy by closing loopholes.

This initiative is a major step in digitalizing Spain's tax administration and fostering a more transparent business environment.

Who is required to use VeriFactu?

Anyone who issues invoices using software in Spain—freelancers, companies, or accounting professionals—must eventually comply.

While the rollout is phased, all self-employed professionals (autónomos) will be required to use VeriFactu-compliant software by July 1, 2026.

👀 Key dates:

How does VeriFactu work?

VeriFactu requires software to create a secure record for every invoice, which includes a digital signature and a QR code. These elements ensure the invoice is tamper-proof and traceable.

👉 There are two operating modes:

• Connected mode (VeriFactu): Invoices are sent directly to the AEAT in real-time.
• Offline mode: Invoices still contain the mandatory data but must be made available to the tax authority upon request.
  
  

Technical and Legal Requirements for Compliant Invoicing Software

To comply with current regulations, invoicing software must include specific functionalities that guarantee data security, transparency, and long-term preservation. The essential requirements include:

• Secure invoice log: The software must generate a protected record using a unique hash and a digital signature. The hash ensures that invoices cannot be altered, while the digital signature certifies their authenticity and origin.
• Mandatory QR code: Every invoice must visibly display a QR code that enables quick verification of its details by the AEAT or other relevant entities. This streamlines audits and enhances transparency.
• Mandatory legal disclaimers: Each invoice must include legal disclaimers at the bottom. These messages communicate fiscal obligations or other regulatory information, helping avoid misunderstandings or legal disputes.
• Retention for 4 years: The software must store all invoices for a minimum of four years, using encryption and secure backup protocols to prevent data loss or unauthorized access.

Additional Requirements for Freelancers

In addition to technical compliance, freelancers are also subject to specific personal and authorization-related requirements:

• Digital certificate: It is mandatory to hold a valid digital certificate to securely identify yourself when using official platforms, signing documents, or submitting tax declarations.
• Power of Attorney (POA): In some cases, a POA is required to authorize third parties (such as Xolo) to act on the freelancer’s behalf for administrative or tax matters. This simplifies processes where the freelancer’s direct involvement is not practical or efficient.

What happens if you don’t comply?

Failing to comply with the new invoicing regulations can lead to two specific penalties. To help you understand both:

• A fixed fine of €50,000 per year. This fine is established by the and the VeriFactu regulation. It specifically penalizes the user (autónomo or company) for the act of using an invoicing system that is not VeriFactu compliant.
• A fine of up to €10,000. This is a separate penalty, linked to the law “Crea y crece”. It applies if you fail to issue or receive formal e-invoices in your B2B (business-to-business) transactions as required. 

💸 These penalties can accumulate. You could be fined €50,000 for using non-compliant software and an additional €10,000 for not issuing a proper B2B e-invoice with it.

How Xolo helps you comply effortlessly?

Xolo has already launched a fully integrated VeriFactu solution for freelancers in Spain, so you don’t have to worry about legal or technical changes.

Why choose Xolo for VeriFactu?

• Compliant today: Already tested and connected to the Spanish tax system.
• No paperwork: Fully automated POA and e-signing process.
• All-in-one dashboard: No third-party tools or manual processes.
• Made for freelancers: Simple setup, no corporate overhead.
• Local support: Spanish-speaking tax experts on your side.

How to start e-invoicing with Xolo

1. Activate your digital certificate in your account.
   
   
2. Sign the Power of Attorney electronically through Xolo.
   
   
3. Start issuing VeriFactu-compliant invoices instantly.
   
   

It takes less than 15 minutes. No paperwork. No stress.

Stay ahead of the rules, not behind them

Spain’s new e-invoicing rules are coming fast. With Xolo, you’re already prepared. We’ve built a tool that keeps you compliant without changing the way you work.

👉 Join Xolo today and get VeriFactu-ready in minutes. Sign up now!

Disclaimer: This article is for informational purposes only and should not be considered legal or tax advice. Always consult a professional or official government source when in doubt.