Updated: May 2026. SME invoicing means creating compliant invoices, collecting payment, and keeping VAT records that match what AEAT expects. This guide covers what every invoice must include, VeriFactu and B2B e-invoicing deadlines, VAT rules, late payment law, cross-border treatment, and what to look for in billing software. For aut�nomo-specific obligations see the aut�nomo guide.
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The fastest path to a compliant daily setup:
For a full overview of accounting platforms that handle this setup automatically, see online accounting platform and best invoicing platform.
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Billing for an SME is broader than issuing a PDF. The full cycle includes:
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Royal Decree 1619/2012 sets the mandatory fields. Full and simplified invoices follow different levels of detail but both require sequential, unbroken series.
A full invoice must include: invoice number and series, date of issue and date of supply (if different), seller legal name, NIF, and address, buyer name, NIF or VAT number, and address, a clear description of goods or services, taxable base, VAT rate and amount, total due, and any special mention required (reverse charge, exemption article, intra-EU supply, margin scheme).
A simplified invoice (factura simplificada) is permitted mainly for transactions up to ?400 VAT-inclusive or in specific retail settings. It requires fewer buyer details but must include: number and series, date, seller NIF and name, description, VAT rate or a note that VAT is included, and total. Add the buyer NIF and address if they need to deduct input VAT.
Series management: maintain at least one default series. Keep a separate series for credit notes, e-commerce, and different business establishments. Never reuse a number or leave a gap - cancel by issuing a rectificativa, not by deleting.
Record-keeping: keep all invoices accessible and in chronological order. The tax statute of limitations is four years; commercial law requires six years. Retain both periods to cover all scenarios.
Credit notes and rectifications: issue a factura rectificativa whenever the original had errors in data, taxable base, or VAT, or when a return or discount applies. Always reference the original invoice number. The correction can show delta amounts or corrected totals. Issue it as soon as you are aware of the error and within the four-year window.
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Two parallel frameworks affect SMEs. They have different deadlines and different obligations.
VeriFactu (Royal Decree 15/2025). All invoicing software must stamp each invoice with a cryptographic hash, generate a QR code, and maintain an immutable audit trail. Deadlines:
Taxpayers already reporting invoices in real time via SII (Immediate Supply of Information) are excluded from VeriFactu as a separate obligation.
B2B e-invoicing (Ley Crea y Crece). A separate requirement for structured XML invoices between registered Spanish businesses. The final rollout calendar is still being finalized. Guidance points to companies over ?8M in turnover first, with smaller firms and aut�nomos following in a later phase. Check the latest AEAT guidance before entering into contracts that assume a specific start date. Detail at mandatory electronic invoice for self-employed.
Public sector e-invoicing is already mandatory. Use Facturae 3.2.2 and submit through the FACe portal when billing any public administration. Your software must export Facturae XML that passes FACe validation and support PDF attachment tracking.
Full technical detail at VeriFactu guide and electronic invoice self-employed.
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Spain uses three standard VAT rates in 2026:
Key rules for SME invoices:
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Spanish commercial law (Ley 3/2004) sets the framework for B2B payment:
Practical tips to reduce late payment: require a purchase order number before starting work, set up SEPA direct debit for recurring clients, and send automated reminders at due date and three days after.
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Intra-EU B2B supplies: do not charge Spanish VAT if both parties hold valid EU VAT numbers. Validate the buyer's number in VIES before issuing. Include the customer VAT ID on the invoice and the reverse charge text referencing Article 196 of Directive 2006/112/EC. Report the transaction in Modelo 349.
Intra-EU services (general rule for B2B): tax in the customer's country. Invoice without Spanish VAT and include the reverse charge note. The buyer accounts for VAT under their local rules.
Exports outside the EU: generally exempt from Spanish VAT with proof of export (customs document, carrier receipt). Include the export exemption reference on the invoice.
B2B supplies in Spain by non-established suppliers: the reverse charge normally applies. The Spanish buyer accounts for VAT. Include the correct mention so the buyer's accounts reflect the obligation.
If your buyer is subject to recargo de equivalencia, include the surcharge even where cross-border rules might otherwise apply - always confirm with your gestor�a for these edge cases.
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Must-have compliance features for any SME billing platform in 2026:
Nice to have: OCR for expense capture, multi-currency support, mobile app with offline drafts, project and time tracking, and quotes-to-invoice conversion.
Do not rely on a generic "e-invoice" label - verify specifically that the vendor is on AEAT's certified list for VeriFactu and that it supports Facturae and FACe for public clients.
renn automates bookkeeping, quarterly Modelo 303 and 130 filing, and invoicing for aut�nomos and small businesses from one platform. See renn pricing.
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Spanish SMEs need compliant invoicing locked in before the VeriFactu deadlines: companies by 1 July 2026, aut�nomos and sole traders by 1 July 2027. Use the correct mandatory fields, apply the right VAT rate, and switch to certified software before your deadline. For public sector clients, Facturae and FACe are already mandatory. Keep B2B payment terms within 60 days, apply reverse charge correctly for EU transactions, and maintain invoice records for six years. A billing platform that covers all of this from day one removes the risk of an avoidable fine. For aut�nomo registration and ongoing compliance, renn handles setup end to end.
