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Which invoicing software do I need for Verifactu if I am self-employed?
You need invoicing software whose maker gives you a written statement of compliance with Verifactu (declaración responsable). If you already use some, ask before switching: software makers have had to comply since 29 July 2025, so yours may already do. If you choose a new one, a freelancer is almost always best served by the "Veri*factu" mode, which sends each invoice to the Spanish tax agency at once.
If you already use software or an app
- Ask for the statement of compliance in writing. If they cannot give it to you, look for other software.
- Once it is switched on, check that your invoices carry the QR code and, if you work in "Veri*factu" mode, the phrase "Factura verificable en la sede electrónica de la AEAT".
- If your accountant makes your invoices, ask which software they use and whether it already complies. Even if they make them, the responsibility is still yours.
Can I keep using Word or Excel?
- If you only use them to type, print and keep your invoices, the tax agency does not treat them as invoicing software and Verifactu does not apply to you. Nor does it if you make every invoice by hand.
- A list of invoices with their totals does not count either. But if the spreadsheet directly produces the VAT or income tax registers or the accounts (with a macro, for example), it is invoicing software and has to meet the same requirements.
- You cannot mix: if some of your invoices come from invoicing software, all of them have to.
- The tax agency can check how you use them. If in doubt, ask your accountant.
The two modes
- "Veri*factu": the software sends each invoice to the tax agency at once, and you do not have to keep the records yourself. For a freelancer, it is almost always the right choice.
- "No Veri*factu": the records stay in your software, signed, available to the tax agency if there is an inspection. More of the responsibility is yours.
You choose the mode. Before signing up, ask which one the software works in.
What to ask before signing up
- Will you give me the statement of compliance in writing?
- Does it work in "Veri*factu" or "No Veri*factu" mode?
- Does it connect to my online shop, if I have one?
- What does it cost a month, and what is included?
- Can I download all my invoices if I switch software one day?
- Can my accountant log in to see them?
What it costs
The tax agency has a free app, meant for freelancers and businesses with few invoices: you make each invoice on its website and the record is sent on its own. There is no limit on invoices, but it does not issue simplified invoices (tickets), does not connect to other systems and does not let you take your records to other software. If you need more, invoicing software for freelancers has plans for under €20 a month.
If you sell online
If your shop issues invoices on its own, choosing software is not enough: the shop has to be connected to it. That is what I do, from €370 + VAT. If you have no online shop, you do not need me: compliant software and an accountant who knows about it are all it takes.
This is a practical explanation, not tax advice. What you have to declare is your accountant's job.
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