Frequently asked questions about Veri*factu, SIF and invoicing programmes (Part 1)

During the webinar on 4 November, some questions remained unanswered, particularly in relation to Veri*factu, Computerised Invoicing Systems (SIF) and the various invoicing programmes available on the market.

That is why we have prepared this Part 1, where you will find clear, practical and up-to-date answers on the main obligations, compatible programmes, simplified invoicing, the use of AEAT software and the management of errors or duplicates.

Our goal is to provide you with an understandable guide that helps SMEs, self-employed individuals and professionals understand how the new anti-fraud regulations affect them and what the implementation of the Veri*factu system means for their day-to-day operations.

Below, you can consult the FAQs with answers to the most frequently asked questions during the webinar:

1. Can AEAT software be used by limited companies that do not have SIF and generate few invoices?

Yes, any professional or SME can use the software made available by the AEAT.

2. If I am covered by the SII, do I still have to adapt to Veri*factu?

No. Companies within the SII are not subject to Veri*factu and do not need to make any adjustments.

3. What should a public limited company (SA) dedicated to leasing and without employees do?

It all depends on whether the company needs to issue invoices and therefore requires a SIF adapted to Veri*factu. In this case, invoices for the rental of premises would be eligible for submission.

4. Is it necessary to request customer data in order to issue simplified invoices?

No. With an SIF adapted to Veri*factu, the invoice generated can be a simplified cash invoice, and it is not necessary to report customer data.

5. If I use Excel, do I have to adapt to Veri*factu?

Only if Excel has macros or formulas that turn it into an SIF. If it is a manual Excel, it is not necessary to adapt until the electronic invoicing obligation comes into force.

6. Is the Holded programme adapted?

Yes, we know that Holded is adapted; however, we recommend contacting your IT specialist to verify that everything is configured correctly and to run tests with Veri*factu to check that it works properly.

7. Every time I receive an invoice, do I have to scan the QR code to check it?

No, this is not necessary. It is an additional tool available to verify that the invoices received are correct.

8. Does the regulation mean more work with the invoices received?

No, this regulation only affects invoices issued.

9. I have simplified invoicing and professional invoicing. Do you recommend any software that links both types of invoicing?

The simplest thing is to organise two invoicing series: one for the cash register and another for invoicing professionals.

10. Can I send invoices from two different platforms?

Yes, invoices can be sent through two or more different SIFs, provided that they are adapted and use different series.

11. If I make a mistake and enter the same invoice twice in the programme, how do I fix it?

By generating a corrective invoice that cancels the duplicate invoice. Many programmes on the market have duplicate invoice controls that help to avoid this situation.

12. Is a responsible declaration from the software provider the same as an SIF certificate?

Yes, this certificate from the provider is equivalent to a responsible declaration.

13. Is a self-employed person who invoices a private company without VAT obliged to use Veri*factu?

We understand that even if the invoice is not subject to VAT, this does not exempt the self-employed person from complying with Veri*factu. More information would be needed to analyse the specific case.

We hope that this first part has answered the main questions about Veri*factu, SIFs and the adaptation of your invoicing software, and that it will help you prepare for the new invoicing framework. If you have specific questions about your current programme, we can help you review it and see which system is best suited to your business.

Part 2 is now available: it includes questions about deadlines, VAT records, simplified invoices and invoicing regulations.