VERI*FACTU in Spain

Spacebring supports VERI*FACTU eInvoicing for Spain and helps you stay compliant by:

• Automatically generating eInvoices and credit notes in the VERI*FACTU-required format
• Registering and storing them in the VERI*FACTU system and submitting to the Spanish Tax Authority (AEAT); tracking synchronization status
• Adding VERI*FACTU QR codes to invoice PDFs that customers receive
• Automatically validating tax ID for faster reconciliation.

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Prerequisities

To enable eInvoicing, ensure the following requirements are completed:

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Complete location billing details

Your location billing details must be complete and accurate.

1. Go to Location settings > General page > “Billing details” tab.
2. Fill in your location’s billing details.
   • Legal business name
   • Address (Country, Address line 1, City, and Postal code are mandatory)
   • Tax ID
   • Contact details (Email is mandatory).

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Complete customer billing details

Each customer must also have accurate billing details.

1. Go to Location settings > Customers and manage the “Require billing details” setting depending on your needs:
   • Enable this requirement for both individual users and companies
   • Or only for companies, if you need to generate eInvoices only for companies. If “Require billing details” is enabled for a customer type:
   • New customers will be prompted to fill out their billing details at the first payment.
   • Existing customers missing billing details will be prompted to update their details during their next payment.
2. To review or update customer details manually:
   • Go to the Customers page > open each customer profile > locate Billing details section on the right side panel. Fill in any missing billing details as an administrator.
   • Alternatively, ask customers to update billing details on their own under Membership > Billing.

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Requirements for companies

For companies, complete billing details are required for eInvoices to be generated and synced. If a certain company’s billing details are incomplete or invalid, invoices for that company will remain in “Draft” status with a warning and cannot be issued.

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Requirements for individual users

For individual members, only fill in billing details if you want their invoices to be generated as eInvoices and synced as well.

• If you do not want to generate eInvoices for individual members, leave their billing details, especially the “Legal business name” and “Tax ID”, empty.
• If at least one of these fields is filled for an individual member, Spacebring will attempt to sync their invoices as eInvoices.

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Enable eInvoicing

1. Go to Location settings > Billing.
2. In the “Invoices” tab, enable the “eInvoicing” switch.
3. In the “VERI*FACTU registration” section, click Track verification status.
4. Complete the registration form with your company and legal representative’s billing details, and sign the authorization agreement to submit invoices to the Spanish Tax Agency (AEAT).
5. Your billing details and signed agreement will be submitted to VERI*FACTU for verification.
   • Verification may take a few business days. You can monitor it using the Track verification status.
   • If prompted, click Restart verification to update your billing details or take any required actions.

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How eInvoicing works

After eInvoicing is enabled:

• All invoices for customers with valid billing details are automatically converted into the VERI*FACTU-compliant eInvoice, registered in the VERI*FACTU system, and submitted to AEAT.
• In parallel, customers continue receiving standard PDF invoices, now including a VERI*FACTU QR code linking to the invoice record in VERI*FACTU.

• Credit notes are also submitted if their original invoice was successfully synced.

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Track eInvoice syncing

Each invoice has the eInvoice sync status indicated. If an eInvoice fails to sync (for example, due to invalid or missing customer billing details):

• The invoice will not be issued.
• The system will display:
  • “eInvoice sync failed” status
  • A red warning triangle next to the affected invoice
  • A red warning triangle next to the customer’s name on the Customers page.

If prompted, update the customer’s billing details or complete any required actions, and click Issue again. You can also see the eInvoice sync status for all invoices in the “Invoices” report.