How to choose invoicing software: what to check about VERI*FACTU before you buy

When looking for invoicing software, it is common to find products described as “VERIFACTU” or “ready for VERIFACTU”. Before comparing prices, clarify what the term refers to. The Spanish Tax Agency explains that VERI*FACTU is used as an abbreviated, albeit imprecise, way of referring to the regulation that sets requirements for computer systems involved in invoicing. The term does not, by itself, identify a brand, an application or a commercial seal that guarantees compliance with every obligation applicable to every business. (Source: Spanish Tax Agency FAQ on general questions).

The Regulation on Invoicing Computer Systems (RRSIF) provides for two operating modes: systems that issue verifiable invoices, known as VERI*FACTU, and systems that do not operate in that mode. The difference concerns how records are handled and submitted; it does not automatically make a program suitable for every business activity. Before signing up, ask the supplier exactly which mode it offers, how it is configured and which tasks remain your company’s responsibility. (Source: Spanish Tax Agency FAQ on VERI*FACTU systems).

The useful question, then, is not merely “Is it compatible?” but which version of the system meets which requirements, for which invoicing workflow and with what responsibilities. A statement on a sales page can be a starting point, but it does not replace the system’s responsible declaration or a review of the rules currently in force. This guide offers a method for checking documentation; it does not certify or recommend a particular product. It is intended to help you ask specific questions, keep a record of the answers and avoid treating a marketing label as proof. The product, the version, the configuration and the way your business uses it all matter when assessing whether a solution is appropriate.

The Spanish Tax Agency maintains a collection of frequently asked questions covering scope, technical requirements, records, hashes, VERI*FACTU systems and other topics. The Agency says that its answers are updated; the version consulted for this guide is dated 21 July 2026. If you make a decision on another date, return to the page and check the version then available. An old saved copy or a blog post may not reflect later changes. (Source: Spanish Tax Agency FAQ).

For the legal basis, consult Royal Decree 1007/2023, including its amendments, and Order HAC/1177/2024, which develops technical, functional and content specifications. The BOE warns that its consolidated texts are for information and have no legal value; if you need to resolve a legal question, check the official publication and seek professional advice. Royal Decree 254/2025 amended the timetable and provisions of the regulation, so it is unwise to reuse compliance dates from earlier articles without checking the current text. (Sources: Order HAC/1177/2024 and Royal Decree 254/2025).

The regulation applies to defined groups and situations, and you should not assume that every person or entity has identical obligations. Before comparing applications, note who issues the invoices, under which legal form, what kinds of transactions are carried out and which systems take part in the process. The official FAQ includes questions about scope and compliance, but this guide does not replace an individual check of exemptions, special regimes or particular circumstances. Your first task is to establish whether the system and activity fall within the applicable scope, not to choose a marketing label. It is also useful to distinguish what you know about your own invoicing process from what still needs professional or official clarification. That makes later discussions with suppliers more focused and helps prevent a product demonstration from taking the place of a scope assessment.

Ask for the responsible declaration applicable to the system you intend to use, and check that it clearly identifies the producer, product and version. The rules provide for a system responsible declaration; therefore, a generic phrase such as “we comply with VERI*FACTU” does not tell you which version it covers, which components are included or when the document was issued. Request the complete declaration and ask how it will be updated if the software or requirements change. The Spanish Tax Agency’s technical information also brings together examples of responsible declarations. (Sources: Order HAC/1177/2024 and Spanish Tax Agency technical information).

Ask for an operational description, not just a feature list. Find out how the system generates registration and cancellation records, what traceability it maintains, and how information is stored and made available for consultation. If the product operates in VERI*FACTU mode, clarify how it submits records, what happens if the connection is interrupted, and how it reports errors or retries. The technical information published by the Spanish Tax Agency includes schemas, validations, service specifications and QR characteristics. That documentation can help you ask precise technical questions, although it is not an assessment of the supplier. Ask the supplier to explain how its actual product and version handle the processes you use, rather than relying on general descriptions of the regulatory framework. (Source: Spanish Tax Agency technical information).

Do not assume the seller will resolve every regulatory or accounting question. Ask it to define in writing what support is included, the response times it offers, its support channels and how it will notify you of relevant changes. Also check whether the price includes all the users, business locations or modules you need, and whether there are extra charges for setup, data export or cancellation. These are recommended purchasing checks; they are not claims that the rules require a particular commercial plan or support level. Written answers are especially useful when you later compare products or need to establish what you were told before signing. If an answer depends on your tax or accounting circumstances, distinguish the supplier’s explanation of its software from professional advice about your obligations.

A consistent method helps keep the choice from being reduced to an impressive demonstration or an undocumented promise. For every option, save links and dated copies of the responsible declaration, version sheet, service terms and answers you receive. Also record which questions remain open. The official technical documentation covers items such as records, hashes, signatures, schemas and validations. A small business does not need to interpret every technical detail on its own, but it can ask the supplier to explain specifically which functions address them and where that is documented. Keep evidence separate from assurances made in a conversation, and make sure the materials refer to the product and version you are actually considering. (Source: Spanish Tax Agency technical information).

Use a short checklist and ask the same questions of each candidate:

• Identity and scope: product name, version, producer, included modules and operating mode offered.
• Documented compliance: responsible declaration applicable to that version and update procedure.
• Invoicing workflow: creation, correction or cancellation of records; storage, consultation and export.
• Day-to-day operation: incident handling, connectivity, users, permissions and support.
• Contract and exit: total price for your use, renewal, cancellation, backups and data recovery.
• Business fit: integration with accounting, banks or other tools, if you genuinely need them.

The checklist is not a certification or a ranking. Its value lies in recording comparable answers and distinguishing what is supported by documents from what the supplier says in a conversation. Use it as a working record, not as a substitute for reading the documents. If a supplier cannot answer a question yet, note that explicitly and agree whether it will provide a written answer before you make a decision. Applying the same questions to every candidate makes differences easier to see and reduces the risk that an attractive presentation will receive more weight than evidence about the product you will actually use.

Changing systems requires planning what information must be retained, which formats can be used for export and who will be responsible for carrying out the process. Ask whether you can download invoices, records and supporting data in an understandable format, how long they will be available after cancellation and whether limits or charges apply. Check whether customers, items, numbering series and balances can be migrated, and ask the provider to describe the checks that follow. The rules set requirements concerning the retention, accessibility and readability of records; the supplier should explain how its solution enables you to meet them in the context of your use. The official FAQ has sections on these requirements. (Source: Spanish Tax Agency FAQ).

A preliminary test can focus on representative processes, provided the supplier has a suitable environment and data: ordinary invoice issuance, correction, record lookup and export. Do not enter sensitive real data in a demonstration without understanding the data-processing and security terms. Clarify which external services the application uses, how backups are managed and who can access the account. These are management and contract criteria; do not confuse them with a technical compliance declaration. You can also ask what happens to access, exports and support if you decide to leave, so that continuity is considered before it becomes an urgent issue. The aim is to understand the practical steps involved, not to assume that a demonstration environment proves how every process will work in production.

Compare the total cost, not just the advertised price: recurring fees, setup, modules, users, storage, support and any exit charges. Request an offer that specifies the market, currency, applicable taxes and period covered. If an important feature depends on an extra module, list it separately. There is no single price plan that suits everyone: invoice volume, operational complexity and the degree of integration required all affect which option is practical. Compare like with like by using the same assumptions about users, locations and modules for each quote. A low entry price may not represent the cost of the configuration you actually need, while a more inclusive offer may cover items that would otherwise be billed separately.

Is a program that advertises VERI*FACTU already suitable for my business?

Not necessarily. Check the specific system and version, the responsible declaration, the operating mode and the scope of the functions. Then establish whether your activity is covered and which obligations apply to your case. A marketing label does not answer those questions. Ask the supplier to connect its claims to documents and to the workflows you will use. If a key detail remains unclear, record it and resolve it before treating the software as suitable. The assessment concerns not only the name on the product page but also the version and configuration you plan to put into operation.

Do I have to choose a VERI*FACTU system?

The Spanish Tax Agency describes two modes of complying with the regulation: VERIFACTU and invoicing systems that do not operate as VERIFACTU. The choice and the applicable obligations depend on the rules and the circumstances. Do not treat this general explanation as legal advice; review the current FAQ and seek professional advice if you have questions about your situation. (Source: FAQ on VERI*FACTU systems).

What should I do if the supplier does not provide enough documentation?

Request in writing the responsible declaration, the product name and version, and an explanation of how the product handles the processes you need. If you do not receive specific answers, treat the lack of clarity as a purchasing risk and compare alternatives; do not turn it, by itself, into a legal conclusion about the product. Before switching, confirm how you will export and retain your data. Give the supplier a clear opportunity to identify the relevant documents, but do not replace missing documentation with an informal assurance that is difficult to check later.

This guide is based on the Spanish Tax Agency’s FAQ and technical information, together with Order HAC/1177/2024 and Royal Decree 254/2025 published in the BOE. The regulation defines requirements, while the official pages help explain them and locate specifications. None of these sources replaces reviewing the contract, checking the specific product or analysing the obligations of each taxpayer. Where you need to make a legal or tax decision, use the applicable official materials and obtain advice suited to your circumstances rather than relying only on a supplier’s sales explanation.

This article does not compare brands, independently verify suppliers’ declarations or present product-performance tests. Nor does it reproduce a legal opinion. Before signing, review the latest version of the official sources, check the dates that apply to you, and keep the documentation and sales responses in writing. If a regulatory change could affect your timetable or your circumstances, check again immediately before buying or migrating. A careful record can help you understand which version and claims informed your choice, but it does not remove the need to monitor updates or confirm that your own situation falls within the relevant rules.