The VERI*FACTU system will mark a before and after in the way freelancers and SMEs manage their invoicing. Once in force, issuing invoices will not only be a legal requirement, but will also have to comply with technical standards that guarantee the traceability, authenticity and integrity of each document. This article explains what VERI*FACTU is, how it works, who it affects and what steps you should take to adapt.
What is VERI*FACTU?
VERI*FACTU is a new electronic invoicing system promoted by the Spanish Tax Agency (AEAT), regulated by Royal Decree 1007/2023, of December 5. Its main objective is to fight tax fraud by ensuring that all invoices issued from computer systems meet minimum technical requirements and can also be automatically communicated to the Tax Agency.
This system is part of the legal framework of the Regulation on Billing Obligations (ROF) (Royal Decree 1619/2012), as well as the provisions on VAT (Law 37/1992 and RD 1624/1992).
How does VERI*FACTU work?
VERI*FACTU is not specific software, but a compliance system that must be integrated into the billing programs used by companies and freelancers. The core of the system is the generation of a billing record in standardized format (XML), digitally signed and with a chained hash, which prevents alteration once issued.
In addition, the VERI*FACTU system allows two options:
- Automatic invoice submission to the Tax Agency (optional for those not required): billing records are sent in real time or deferred to the AEAT.
- Record keeping without immediate submission: in that case, invoices must be preserved in full, with their digital fingerprint, for future checks.
Who does VERI*FACTU affect?
VERI*FACTU affects all taxpayers who carry out economic activities, whether subject to personal income tax (IRPF) or corporate tax. That is:
- Freelancers
- Small and medium-sized enterprises
- Large companies (not under the SII)
- Liberal professionals
- Entities without legal personality that carry out economic activities
Who is excluded?
Exempt from using VERI*FACTU are:
- Those under the Immediate Supply of Information (SII), as their reporting system is different.
- Activities exempt from invoicing under specific regulations.
- Individuals or legal entities that do not carry out economic activity.
What are the technical requirements?
According to Royal Decree 1007/2023 and technical documentation from the AEAT, billing software must:
- Generate a billing entry record in XML format.
- Include a unique identifier for each invoice.
- Include an electronic signature to ensure authenticity.
- Include a chained hash between invoices (each invoice contains the summary of the previous one).
- Include a QR code with the necessary information.
- Register the exact date and time of issuance.
- Include a legend on the invoice indicating compliance with VERI*FACTU.
All of this must be possible without the user being able to manipulate or delete the generated record.
When does it come into effect?
The VERI*FACTU system was initially expected to apply from July 1, 2025, with a prior adaptation phase for software manufacturers and users to adjust to the technical requirements.
- Companies and freelancers would have to adapt their invoicing systems before that date, if required.
- The voluntary submission of records to the AEAT can be carried out as soon as the systems are ready.
The AEAT will publish, through its electronic office, a list of certified invoicing systems or those that comply with the VERI*FACTU model.
However, Royal Decree 254/2025, of April 1, modified the 2023 Royal Decree and established the following implementation dates:
January 1, 2026 for corporate tax taxpayers, and
July 1, 2026 for the rest of companies and freelancers.
How will it affect SMEs and freelancers?
- Greater tax control
Invoices will be digitally signed and chained, making post-issuance manipulation more difficult. This implies greater transparency before the Tax Agency. - Technology adaptation costs
SMEs and freelancers using simple or self-developed billing systems (such as spreadsheets or templates) will have to migrate to systems adapted to VERI*FACTU. This may involve an initial investment. - Changes in daily operations
Invoices cannot be deleted or modified once issued. To correct errors, rectifying invoices must be issued, requiring more attention when issuing documents. - Likely reduction in administrative burden
Those who opt for the voluntary submission of records to the AEAT may benefit from a lower documentary burden in audits and easier justification of income and expenses.
What steps should freelancers and SMEs take?
- Review their current billing software: if it is not compliant with VERI*FACTU, it will need to be updated or replaced with a certified system.
- Get training or advice on new procedures, especially on error correction, record preservation, and traceability.
- Decide whether to opt for voluntary submission of invoices to the Tax Agency (optional but recommended due to its administrative advantages).
- Stay informed about the official implementation calendar and the list of AEAT-certified software.
What happens if VERI*FACTU is not complied with?
Failure to comply with the obligations imposed by VERI*FACTU leads to significant penalties. According to Royal Decree 1007/2023, the following are considered infringements:
- Using unauthorized software.
- Issuing invoices without the required technical specifications.
- Altering, manipulating, or deleting billing records.
Fines can range from 50,000 to 150,000 euros for those using dual-use software or failing to meet system requirements.
VERI*FACTU represents a major shift in invoicing in Spain. Although its implementation may be a challenge at first—especially for freelancers and small businesses—it can also bring benefits in terms of security, control, and administrative simplification. Anticipating, staying informed, and adapting technological systems will be key to a smooth transition.
Don’t hesitate to request free advisory services from the Economic Office of Galicia, and an expert will get in touch with you.
