Miss the day‑16 deadline and you risk penalties. This guide explains how an invoice request works in Spain, when you can demand one, and how a business must respond. You will see exact issuance and remittance deadlines, the fields every invoice needs, when a simplified invoice is not enough, and how to fix errors. Because Spain is moving to mandatory e‑invoicing and Verifactu-compliant billing, we also cover the certificates for electronic invoicing and what to prepare for 2026. Use the ready templates to turn a request invoice or billing request email into a compliant response.
Invoice request: essentials at a glance
Is a proforma an invoice? No. A proforma does not have fiscal validity. Ask for a full invoice.
Can I deduct VAT with a simplified invoice? Only if it shows your NIF, address, and VAT breakdown. When in doubt, ask for a full invoice.
Do I need a certificate to send PDF invoices? Not for a simple PDF. You do need a qualified certificate to sign Facturae e‑invoices for public bodies and to access many portals.
Invoice request: rules, deadlines and checklist
Invoice request means a buyer asks the seller to issue a valid VAT invoice
Businesses must invoice business transactions. For consumers, they must issue an invoice when needed to exercise a tax right or when the customer requests it.
Deadlines at a glance
Issue at the time of supply. If the buyer is a business or professional, issue no later than day 16 of the following month. Send the invoice at issue time. For B2B, send by the same day‑16 rule.
What to include in your request
Full name or company, NIF or NIE or EU VAT, billing address, date of the transaction, description of goods or services, total paid, and payment reference.
When a simplified invoice is not enough
Ask for a full invoice if you need to deduct VAT, if the amount is over 400 euros, or when the law requires a full invoice such as inter‑EU supplies, exports, or activities where the simplified cap is 3,000 euros.
If the seller refuses or sends an invalid invoice
You can demand a rectifying invoice that references and corrects the original. Businesses must keep and re‑issue compliant documentation.
Copy‑paste templates to request an invoice (EN/ES)
Short template in English
Subject: Invoice request for [DATE or SERVICE] - [Your NIF]
Body: Hello, please issue a full invoice for the purchase on [DATE] to: [NAME], NIF [NIF], Address [ADDRESS]. Concept: [DESCRIPTION]. Total paid [AMOUNT]. Please send as PDF or e‑invoice to [EMAIL]. Thank you.
Plantilla breve en español
Asunto: Solicitud de factura por [FECHA o SERVICIO] - [tu NIF]
Cuerpo: Hola, por favor emitan factura completa de la compra del [FECHA] a nombre de [NOMBRE], NIF [NIF], Domicilio [DIRECCIÓN]. Concepto: [DESCRIPCIÓN]. Importe [IMPORTE]. Envíen en PDF o factura electrónica a [EMAIL]. Gracias.
New to invoicing? See our step‑by‑step guide: how to make an invoice.
Request invoice: how to ask, data to add, and timing
Ask as close as possible to the transaction. The issuer still must meet legal issuance and remittance deadlines. Early requests reduce rework and missing data.
Include all buyer data in one message. Legal name, NIF or NIE or VAT, fiscal address, date and place of purchase or service, description, quantity, unit price, VAT rate, and any IRPF withholding when a business hires a freelancer.
Attach proof. Add a receipt image, order number, or payment ID. Say how you want to receive it: PDF, Facturae, or both.
Avoid common mistakes. Do not send a passport instead of a NIF. Do not ask for a proforma. Say clearly that you need a full invoice, not a simplified ticket.
Billing request: how businesses should respond
Acknowledge fast and validate buyer data. Reply within 24 to 48 hours. Check that the name, NIF, and address match payment records. Ask for missing data once.
Pick the right type. Full invoice vs simplified ticket. If the customer needs VAT deduction or the law requires it, issue a full invoice.
Issue and send on time. Generate the invoice immediately. For B2B, issue and send no later than the 16th day of the following month. Use software that enforces the deadline.
Include all required fields. Number and series, issue date, seller and buyer names, NIFs, addresses, description, unit price, discounts, taxable base, VAT type and amount, recargo de equivalencia or IRPF where relevant, total due, and the date of supply if different. Add notes for special VAT regimes when they apply.
Correct cleanly. If there is an error in the NIF, base, or rate, issue a rectifying invoice that references the original. Keep a full audit trail.
Retain and secure. Keep invoices and e‑invoices readable and accessible for the full retention period. Ensure integrity and authenticity. For Facturae, use a qualified electronic signature.
Process tips. Publish a single billing email such as facturacion@yourcompany. Standardize templates. Use Verifactu‑ready software so every invoice request becomes a fast, error‑free billing request.
If you need a simple tool, start with renn’s electronic invoicing.
Certificates for electronic invoicing: what they are and how to get them
You need a qualified digital certificate to sign e‑invoices and identify on public portals. Use a certificate tied to the legal person or its authorised representative. Sole traders use a natural person certificate.
Who issues them. Qualified trust service providers recognised in Spain such as FNMT, Camerfirma, ACCV, Izenpe, and Firmaprofesional. Verify providers in the official trusted list for Spain or the EU.
Where they are required today. To sign Facturae XML for B2G invoices via FACe and to access many AEAT services. Private B2B PDF does not require a signature, but many clients will request it.
Signature format. Facturae uses XAdES profiles to guarantee integrity and authenticity. Your software should handle the signature and the certificate store.
How to obtain one. Request online, verify identity in person or by video where allowed, then download and install the certificate to a secure device or token. Back up and rotate before expiry.
Good practice. Limit access by role. Store keys in secure hardware where possible. Track expiries. Document who owns each certificate and why.
Typical costs. Expect 15 to 100 euros per year per certificate depending on the provider and the token.
Spain’s invoice rules and deadlines you must apply to every request
When you must issue. Businesses must issue and deliver an invoice for operations in the course of their activity. Consumers can demand one to exercise tax rights.
Deadline to issue. By default at supply. If the recipient is a business or professional, issue by day 16 of the month after VAT accrual. Recap invoices must follow the same limit.
Deadline to remit. Send at issue. For B2B, send by the same day‑16 limit.
What a full invoice must include. Number or series, issue date, seller and buyer names, NIFs, addresses, description, unit price and discounts, taxable base, VAT type and amount, IRPF if relevant, total, date of supply when different, and special regime notes where relevant.
Simplified invoice rules. Allowed up to 400 euros in general and up to 3,000 euros for certain sectors. It does not allow VAT deduction unless it includes the buyer NIF and address with VAT breakdown on request.
Rectifying invoices. Use them to correct errors or adjust amounts. Reference the original and state the correction clearly.
Retention. Keep invoices and e‑invoices in legible form for the legal period. Maintain integrity and authenticity end to end.
Mandatory e‑invoicing and Verifactu 2026: roadmap and preparation
Verifactu makes billing records tamper‑evident. Software must create standard records and, optionally, send them to AEAT using Verifactu.
Key dates to plan around. Software vendors needed Verifactu‑ready versions by July 2025. Companies that pay Corporate Tax must comply by 1 January 2026. The rest, including autónomos, must comply by 1 July 2026.
B2B e‑invoicing under Ley Crea y Crece. Spain will phase in structured e‑invoices between businesses once the final Royal Decree is published. Expect large companies first, then SMEs and micro. Prepare to send and receive Facturae, UBL, or CII depending on the final spec and to give buyers free access to their invoices.
What to do now. Choose Verifactu‑ready software. Obtain a valid certificate. Map your customers and suppliers who still ask for PDF and plan the move to structured e‑invoices.
Common mistakes and how to fix them
Sending a proforma instead of an invoice. Proformas have no fiscal value. Issue a full invoice with a number and date.
Missing or wrong NIF or address. Ask the customer to confirm their data. If already issued, send a rectifying invoice.
Only a simplified ticket when the buyer needs VAT deduction. Re‑issue a full invoice with buyer NIF, address, and VAT breakdown.
Issuing or sending late. For B2B, issue and remit by day 16 of the next month. Automate reminders.
No digital certificate for e‑invoicing. Obtain a qualified certificate and test your Facturae signature flow early.
Bottom line
Invoice request in Spain is simple once you follow the rules. Collect the buyer data, issue the right invoice type, meet the day‑16 deadlines, and sign e‑invoices when needed with a valid certificate. With Verifactu and B2B e‑invoicing becoming mandatory in 2026, preparing now makes every invoice request and billing request fast and compliant.
