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

When you look for invoicing software, the conversation can easily begin with a label: “VERI*FACTU-compatible”, “adapted to the regulations” or “ready for the new rules”. That wording may be a useful starting point, but it is not enough to make a purchase decision. First establish which exact product and version the claim covers, which operating mode the provider says it offers, and what documentation supports its answer. A sales description is not a substitute for the regulations, and it does not by itself show that a product is suitable for your circumstances.

VERIFACTU is often used as shorthand, but the Spanish Tax Agency (AEAT) explains that the framework governs requirements for computer systems involved in invoicing processes and standardises invoice-record formats. It also distinguishes between compliance modes. So do not assume that every reference to “VERIFACTU” means the software uses the specific verifiable-invoice mode, or that the label answers every question about your business. The AEAT’s general information and its FAQ on VERI*FACTU systems are better starting points for understanding the terminology.

The practical rule is simple: turn every promise into a question you can check, and keep the answer. Ask the provider to identify the software’s commercial name, version, subscription plan if features vary by plan, the date of any statement or documentation supplied, and exactly what the claim covers. Do not treat a generic answer as proof that every version or configuration is compatible. A precise response makes it easier to compare options and to follow up with your accountant.

The AEAT maintains a collection of questions and answers about Computerised Invoicing Systems (SIF) and VERIFACTU. On the page consulted, the collection stated that it had been updated on 21 July 2026 and grouped questions by subject: scope, system requirements, invoice records, the fingerprint or hash, the responsible declaration, VERIFACTU systems and invoicing procedures, among other topics. This structure helps you find the relevant issue instead of relying on a sales summary. Consult the complete FAQ, and check it again when you are deciding in case it has since been updated.

The FAQ is an official source for understanding the framework and the questions it raises; it is not a catalogue confirming that every product on the market complies. If a seller cites a question or section, open the link and read the surrounding context: check whether it concerns a general obligation, a particular mode or a specific situation. Record the exact reference and ask the provider how it applies to its product and your configuration. If the answer affects your tax obligations, check your circumstances with a professional or the relevant official channels. A product page is no substitute for advice tailored to your business.

It is also worth consulting the applicable legislation rather than relying only on a screenshot or a third-party article. Royal Decree 254/2025, published in the BOE, amends Royal Decree 1007/2023, which regulates requirements for invoicing computer systems and software and standardises the formats of records. You do not need to interpret every provision yourself for an ordinary purchase. You should, however, ask the provider to identify the current documentation on which it relies and explain how it communicates changes. The date and scope of an answer matter as much as its wording.

Before signing up, request a written response covering at least these points: which software version the claim applies to; which operating mode it offers; what document the provider supplies to describe or support the system; what steps the user must take to configure it; and what support is included if an update or incident affects invoicing. The AEAT FAQ has specific sections on SIF characteristics and the systems’ responsible declaration. It is therefore reasonable to ask the seller what documentation it supplies, but you should not assume that any document bearing that name proves every aspect or configuration. AEAT FAQ.

Do not settle for “yes, it complies”. Ask exactly what “complies” means in that answer and what falls outside it. Does it cover every subscription plan or only one edition? Does it refer to the current version or a future one? Must an option be enabled? Could integrations or add-ons change the workflow? Who handles updates? The aim is not to turn a purchase into a technical audit, but to avoid interpreting a broad claim as a guarantee for features the provider has not identified. If the seller gives a verbal assurance, ask for it by email or for a dated public document that sets it out.

You can compare candidates in your own table, applying the same criteria to each. You do not need to assign arbitrary scores: record evidence and outstanding questions. An answer marked “included” should say what is included; “not applicable” should come with an explanation; and “to be confirmed” means you do not yet have enough information to commit. No answer does not prove non-compliance, but it does leave uncertainty you should resolve before relying on the software.

Regulatory suitability is not the only criterion. Software may be difficult to use if it does not fit the way you prepare estimates, issue invoices, handle corrections or work with your accountant. Before paying, list your usual transactions and check how you would complete them in the product and plan you would actually buy—not just in a demonstration of a different edition. If you need to invoice from several devices or give access to more than one person, confirm what the plan allows, what user permissions are available and whether those features cost extra. These are purchasing checks, not claims about any particular brand.

Ask how to retrieve your data if you change provider: which formats can be exported, what information is included, and whether you can obtain a usable copy without keeping your subscription active. Also clarify who manages backups, how often they are made and how information can be restored after a failure; ask the provider to describe the service and its limits. If you rely on accounting software, a sales platform or an accountant’s system, verify exactly which integration is included and what requires external setup. The word “integration” does not guarantee that all data flows in both directions or that no manual work is needed.

Work out the total cost over a reasonable period, not just the promotional price. Include subscriptions, extra users, modules, implementation, training, priority support and possible migration costs, and confirm whether taxes are included. Ask how renewal and cancellation work, and what happens to access and data when the subscription ends. If the price depends on invoice volume, users or features, request a written example based on your expected use. Without a specific offer, it would be irresponsible to compare prices or claim that one option is cheaper: the useful comparison is the total cost of candidates that genuinely support your workflow.

Before migrating, walk through a representative sample of your work: create an invoice, correct an error, find an earlier invoice, check its status and prepare the information your accountant needs. Also check how the software behaves if the connection fails or a user lacks the right permission, where those situations matter to your business. Do not enter real customer data into a trial before reviewing its privacy and security terms. You can request a demonstration using fictional data and confirm in writing which features are included in the plan you intend to buy.

When changing systems, do not assume the new provider will import everything automatically. Ask for a plan stating which data will be transferred, who will validate the result, how long you will retain access to the old system, and how you will preserve information you need to keep. Before leaving the old software, agree with your accountant which records and documents are needed and in what format. Retention, accessibility and legibility are among the topics covered by the official FAQ on SIF requirements. This does not determine how to organise a particular migration, but it does make access and data recovery important questions. Official AEAT FAQ.

A useful trial is not simply a check that the home screen opens. It should let you test the workflow you need and resolve questions that could interrupt invoicing: who handles an incident, through which channel, during what hours and with what level of cover. If the service offers a time-limited trial, ask whether it differs from the paid plan and whether the data created will be kept or deleted when it ends. A demonstration cannot prove how the software will behave in every incident, so the contract, documentation and description of support still matter.

Be cautious if a proposal says “certified by the Tax Agency” without identifying which body issued the certification and what document proves it, or promises that the software removes every user obligation. The AEAT distinguishes systems and modes and explains the framework; a sales phrase cannot expand its scope. You should also ask for clarification if the provider does not identify the version, the documentation is out of date, or important features are described only during a call and not in a verifiable offer. These signs do not automatically prove that the software is unsuitable: they show that information is still missing.

Before confirming, check whether you can answer “yes” to these points, or note what is missing and who will resolve it:

• I know the product, version and plan I am going to buy.
• I have the provider’s claim in writing and know which documentation it refers to.
• I have checked the terminology and scope against the AEAT’s current official information.
• I know how my usual transactions are covered, which features cost extra and which integrations need configuration.
• I understand the options for exporting and recovering data, the included support and the total cost.
• I have a migration plan that covers continued access to the old system and validation of the data.

The AEAT FAQ on scope is particularly relevant if you do not know whether the framework applies to you: do not assume another company’s answer applies without checking your specific circumstances.

The conclusion is not that there is one universally best program, but that a good choice requires enough evidence for your situation. Check the mode and scope against official sources, request written answers about the exact product, and compare support, export options, features and total cost in practical terms. If an important question remains open—for example, whether your circumstances fall within scope or a particular transaction is covered—do not fill the gap with a sales assumption. Check it before migrating or signing up. The label starts the check; it does not finish it.