To help you stay ahead of upcoming regulatory changes, we want to inform you about VeriFactu, Spain's new e-invoicing regulation. This initiative requires all invoicing software to automatically transmit invoice data to the Spanish Tax Agency (AEAT), supporting Spain's digital transformation of tax collection and reporting.
Here is what you need to know about the timeline:
- We will make VeriFactu integration available in Qonto starting June 2025
- Software providers like us must be compliant by July 29, 2025
- All Spanish businesses will need to use compliant software by January 1, 2026
We are implementing these changes early to ensure a smooth transition for your business. In this FAQ, you will find everything you need to know about VeriFactu and how we are adapting our services to keep you compliant.
Why is Spain implementing VeriFactu?
The Spanish government is modernizing its tax system through VeriFactu, following the successful implementation of similar e-invoicing systems in France, Germany, and Italy. This digital transformation serves three main purposes:
- Combat tax evasion: Ensure proper invoice reporting and reduce tax evasion
- Improve tax collection: Give tax authorities real-time visibility of business transactions
- Standardize reporting: Establish a standardized reporting system for all Spanish businesses
By centralizing and automating invoice reporting through AEAT (Spanish Tax Agency), Spain is taking a significant step toward a more efficient and transparent tax system. This change aligns with the broader European trend of digitalizing tax processes to create a more reliable and streamlined business environment.
How will VeriFactu affect my daily operations with Qonto?
Good news - most of your familiar Qonto experience will remain exactly the same. You will continue creating invoices using the same workflow you are used to, with all your customized templates and payment tracking features working just as they do today.
What is changing is what happens behind the scenes. Once you create an invoice, we will automatically handle several new processes for you:
- Direct transmission of your invoice data to AEAT
- Validation of your invoice against government requirements
- Addition of official QR codes to your invoice documents
- Status notifications when AEAT accepts your invoices
We have designed these new features to work seamlessly with your existing workflow, so you can stay compliant with VeriFactu without disrupting your business operations. You will get the added security of government verification while maintaining the simplicity and efficiency you expect from Qonto.
What do I need to do to prepare for VeriFactu?
To ensure a smooth transition to VeriFactu, there are three simple steps you will need to follow:
First, complete a quick one-time setup before July 29, 2025. This simply involves accepting the new Terms & Conditions for government data sharing - it takes less than 2 minutes but is essential, as you won't be able to create invoices until this is completed.
Second, make sure your invoices include all required information. While your VAT ID is already part of your invoices, you will need to provide some additional details:
- Your client's VAT ID (mandatory for all business clients)
- Accurate VAT rates (must be 21%, 10%, 4%, or 0%)
- Detailed description of goods or services in the invoice notes
Finally, there is a brief government validation step. After creating an invoice, AEAT will process it (typically taking less than a minute). You will see an In Progress status during this time, and once approved, you can download the PDF and send it to your clients as usual.
We have designed this process to be as straightforward as possible while ensuring you meet all regulatory requirements.
What happens if AEAT rejects my invoice?
Don't worry - we have created a straightforward process to handle any potential invoice rejections from AEAT (Spanish Tax Agency). If an issue occurs, we will take care of most of the technical requirements automatically.
Here is exactly what happens: You will receive an immediate email explaining what went wrong, and we will automatically cancel the rejected invoice in your Qonto account. We will also generate a credit note (as required by VeriFactu) and you can create a new, corrected invoice right away.
Most rejections happen for simple reasons that are easy to fix, such as:
- Missing or incorrect VAT ID numbers
- VAT rates that don't match official Spanish rates
- Insufficient description of goods or services
- Duplicate invoice numbers
By knowing these common issues in advance, you can ensure your invoices are correctly filled out the first time, saving you time and effort.
Will I need to change my accounting processes?
You will be glad to know that VeriFactu won't require any significant changes to your existing accounting processes. We have designed our implementation to work seamlessly with your current workflows - your accounting procedures, invoice numbering system, and payment collection process will all continue to function exactly as they do today. Plus, your existing accounting software integrations will remain fully operational.
In fact, VeriFactu brings some valuable improvements to your business operations. You will benefit from enhanced VAT reporting accuracy, government-verified invoice authenticity, and a more robust audit trail for tax purposes. These improvements happen automatically in the background, making tax season and audits smoother while keeping your day-to-day operations familiar and efficient.
What happens if I don't comply with VeriFactu?
The Spanish government takes VeriFactu compliance seriously, which is reflected in the significant penalties they have established. Businesses using non-compliant software may face penalties of up to €50,000 per year, while software providers like Qonto could incur penalties of up to €150,000 per year.
That is precisely why we are taking a proactive approach to implementing VeriFactu well ahead of the deadline. Our early adoption ensures that both your business and Qonto remain fully compliant, protecting you from potential penalties while maintaining the seamless invoicing experience you expect from us.
Where can I get help with VeriFactu?
We are here to support you through this transition. For any technical questions about using VeriFactu with your Qonto account, you can reach our support team directly through the app or website.
For questions about tax implications and requirements, we recommend consulting your accountant or tax advisor. You can also find comprehensive official guidance on the Spanish Tax Agency (AEAT) website.
Remember, we are committed to making this transition as smooth as possible for your business, so do not hesitate to reach out if you need assistance.
💡 Please note that you can refuse to give your consent, in which case invoices will not be sent to the Spanish Tax Agency (AEAT). If you decide to give your consent at a later date, you can do so by accessing the electronic invoicing settings on the website.
You can download our Declaración sobre el Responsable del sistema informático here