Royal Decree 1007/2023, of 5 December (BOE of 6 December), approves the so-called Veri*Factu Regulation, the technical regulation that implements the provisions of Law 11/2021 on measures to prevent and combat tax fraud with regard to invoicing processes.
This regulation establishes the requirements to be adopted by the computer or electronic systems and programmes that support the invoicing processes of companies and the self-employed. All taxpayers must have computer systems adapted to the required characteristics and requirements in place by 1 July 2025. The only exception will be taxpayers who keep their books of records through the AEAT e-Office by means of the electronic supply of invoicing records (SII).
The transition from traditional to digital invoicing is a transition that requires careful planning. Because it involves allocating adequate technical resources, reorganising internal procedures and thorough staff training. In this article we explain the basic conditions to be met.
Objective of the Veri*Factu Regulation
The aim of the Veri*Factu Regulation is to ensure the standardisation of invoicing systems and software. It also prevents the alteration of invoices and simplified invoices once they have been issued.
IT resources required:
Taxpayers have several options for complying with the new obligations:
- A proprietary computer system. This must have a written declaration of responsibility issued by the manufacturer or developer certifying that the software and hardware comply with the standards. In addition, this declaration shall include a description of the computer system and the characteristics of the installation.
- A computer system shared between several taxpayers. Indeed, the only condition is that the invoicing records of each of them are differentiated and meet the requirements individually.
- In the future, the computer application that the tax administration may develop for this purpose.
Requirements for computerised invoicing systems
In addition, computerised invoicing systems should:
- Ensure the integrity, preservation, accessibility, readability, traceability, and unalterability of billing records.
- Have the capacity to send all invoicing records electronically to the Tax Administration. Provided that it is continuous, secure, correct, complete, automatic, consecutive, instantaneous and reliable.
- To have an event log that automatically records certain interactions with the computer system. Also operations performed with it or events occurring during its use.
- Locate access to any possible confidential non-patrimonial information in a dissociated manner. Thus, the tax administration will be able to directly access the consultation of invoicing and event records.
Invoice requirements
In summary, each billing record or invoice should include:
- The tax identification number and name and surname, name or company name.
- The invoice number.
- The date of issue and the date on which the transactions documented therein were carried out.
- The type of invoice issued: full or simplified.
- The general description of the operations.
- The total amount of the invoice.
- Value Added Tax or other levies.
- Electronic signature.
Although it still represents a major challenge, especially for SMEs, e-invoicing is gradually spreading. In short: it is about to become the new standard for commercial transactions. Therefore, if you have any doubts about its implementation, the tax and commercial law specialists at Confianz can help you.