Spain’s New Invoicing Rules: What Freelancers Need to Know About VeriFactu
::: Content approved by our professional partners Entre Trámites, for general informational purposes. For individual professional advice, contact them today :::
If you’re freelancing in Spain, a major change is coming. From July 1, 2026, every autónomo – including expats and remote workers – will need to issue invoices through the Spanish Tax Agency’s new VeriFactu system.
Get it sorted - before the end-of-year rush
This isn’t just another bit of paperwork. It represents a complete shift in how the Agencia Tributaria (AEAT) expects business records to be created and stored. The aim is to combat fraud by making every invoice secure, traceable, and impossible to tamper with. For freelancers, that means learning new systems, switching software, and making sure your invoices continue to be legally valid.
What is VeriFactu?
VeriFactu, short for Sistema de Facturación Verificado, is built around AEAT-certified invoicing software.
The days of generating PDFs in Word or Excel are over. Instead, every invoice will carry a digital signature and a QR code that allows its authenticity to be instantly checked.
Once created, an invoice cannot be altered or deleted; if there is a mistake, you will need to issue a rectification. Each invoice will also be logged in a tamper-proof audit trail that shows when and how it was produced. The system will either transmit the record in real-time or store it securely for later inspection. Invoices must also include a standard legal phrase confirming that they are verifiable via the AEAT’s online system.
Key Dates and Deadlines
The timeline is already set.
July 29, 2025: Any invoicing software sold in Spain must be VeriFactu-compliant.
January 1, 2026: Companies such as SLs (Sociedades Limitadas) must use certified systems.
July 1, 2026: All freelancers and autónomos fall under the same obligation.
Penalties for Non-Compliance
The penalties for ignoring these rules are steep.
The AEAT can impose fines of up to €50,000 per year for using uncertified software, as well as €10,000 for each instance of issuing a non-compliant B2B invoice. These penalties are cumulative, so getting caught out could quickly become ruinous.
How to Prepare
For freelancers, the takeaway is simple: start preparing now. Migrating from your current invoicing system to a certified one takes time, and non-compliant invoices won’t be recognized as valid documents. You need to be confident that your chosen provider offers the cryptographic signature, QR code, audit trail, and secure record submission required by law.
This is where professional help makes all the difference. Our partners at Entre Trámites work with freelancers and international professionals across Spain, and they are ready to guide you through the transition. They can review your current invoicing process, recommend compliant software, and manage the switch so that you remain fully in line with the law. With their support, you can focus on your work while knowing that your invoices are legal, secure, and acceptable to the tax authorities.
The move to VeriFactu is not optional, and the deadline will arrive faster than many expect. By acting now and leaning on trusted experts such as Entre Trámites, you can avoid stress, protect your reputation, and steer clear of expensive penalties. Because while tax admin is rarely fun, it’s far worse when it comes with a €50,000 fine.