Invoice requirements and mandatory data in Spain

Complying with the legal invoicing requirements is essential for any business or freelancer in Spain. An invoice that does not contain all the mandatory data may be rejected by the Tax Agency, prevent VAT deductions, and even result in penalties. In this guide, we review all the elements that a valid invoice must include.

Legal framework for invoicing in Spain

The regulations governing invoice requirements in Spain are primarily set out in:

• Invoicing Regulation (Royal Decree 1619/2012): establishes invoicing obligations.
• VAT Law (Law 37/1992): regulates the tax aspects of invoices.
• Crea y Crece Law (Law 18/2022): introduces the progressive mandatory use of electronic invoicing between businesses.
• Verifactu Regulation (Royal Decree 1007/2023): establishes the requirements for invoicing IT systems.

Mandatory data on a standard invoice

Invoice number and series

Every invoice must have a sequential number within a series. There must be no gaps in the numbering. Different series can be used for different types of transactions (for example, one series for domestic sales and another for exports).

Date of issue

The date on which the invoice is issued. If the date of the transaction differs from the date of issue, the date on which the transaction took place must also be indicated.

Issuer's details

• Full name or company name.
• Tax Identification Number (NIF or CIF).
• Tax address.

Recipient's details

• Full name or company name.
• Tax Identification Number (NIF or CIF).
• Tax address.

For intra-community transactions, it is necessary to include the community VAT number of both parties.

Description of the transaction

A sufficiently detailed description of the goods delivered or services provided to allow identification of the transaction. It must include:

• Item or description of the product/service.
• Number of units.
• Unit price excluding taxes.
• Discounts or rebates, if applicable.

Taxable base

The total amount of the transaction before taxes. If the invoice includes transactions subject to different VAT rates, the taxable base corresponding to each rate must be broken down.

VAT rate

The percentage of VAT applied. In Spain, there are three rates:

• Standard (21%): applicable to most products and services.
• Reduced (10%): food, passenger transport, hospitality, etc.
• Super-reduced (4%): bread, milk, fruits, vegetables, books, medicines, etc.

VAT amount

The amount resulting from applying the VAT rate to the taxable base.

Personal income tax withholding (when applicable)

Professional freelancers (activities included in sections two and three of the IAE) must apply personal income tax withholding on their invoices:

• 15% as the standard rate.
• 7% during the first three years of activity (the year of registration and the following two).

Total amount

The final amount payable, calculated by adding the taxable base and the VAT amount, and subtracting the personal income tax withholding if applicable.

Simplified invoice requirements

A simplified invoice (formerly a receipt) can be issued when:

• The amount does not exceed 400 euros (VAT included).
• The amount does not exceed 3,000 euros in certain sectors (retail, hospitality, transport, etc.).
• It is a corrective invoice.

The mandatory data for a simplified invoice are:

• Number and series.
• Date of issue.
• NIF and name of the issuer.
• Description of the goods or services.
• VAT rate applied (or the expression "VAT included").
• Total amount.

It is not mandatory to include the recipient's details, unless the recipient requests it in order to deduct VAT.

Additional requirements for special cases

Corrective invoices

In addition to the usual data, they must include:

• Reference to the corrected invoice or invoices.
• Reason for the correction.
• The label "corrective invoice".

Intra-community invoices

• Community VAT number of both the issuer and the recipient.
• Reference to the VAT exemption for intra-community supply (Article 25 of the VAT Law).

Invoices with reverse charge

• Indication of "reverse charge" when the recipient is liable for VAT payment.

Deadlines for issuance and retention

• Issuance: before the 16th day of the month following the transaction.
• Retention: a minimum of 4 years from the date the tax becomes due (tax limitation period). In practice, it is advisable to keep them for at least 6 years (commercial period).

Consequences of non-compliance

Failure to comply with invoicing requirements can result in:

• Financial penalties: fines proportional to the amount of incorrect invoices.
• Loss of the right to deduct VAT: for both the issuer and the recipient.
• Tax audits: invoicing irregularities can trigger a review by the Tax Agency.

How to ensure compliance with Holded

Invoicing software like Holded helps you comply with all legal requirements automatically: it validates mandatory data, applies the correct tax rates, maintains sequential numbering, and stores invoices in digital format for the legally required period. It is also prepared for the new Verifactu and electronic invoicing requirements.