TicketBAI for accounting firms: how to adapt your practice to the regulations

Accounting firms and professional practices in the Basque Country must adapt to TicketBAI not only for their own invoicing but also to help their clients comply with the regulations. This guide explains how to manage this transition efficiently.

What does TicketBAI mean for accounting firms?

TicketBAI affects accounting firms on two fronts: as taxpayers who issue their own invoices and as professionals who manage their clients' invoicing. This means accounting firms must:

• Adapt their own invoicing systems to the TicketBAI standard.
• Advise their clients on regulatory compliance.
• Manage invoice submissions to the Provincial Treasuries on behalf of their clients.
• Maintain the traceability and invoice chaining required by law.

Specific obligations for accounting firms

Own invoicing

Like any company or self-employed professional in the Basque Country, accounting firms must issue all their invoices in compliance with TicketBAI's technical requirements:

• Electronic signature: each invoice must be digitally signed.
• Chaining: invoices must be linked to one another through a hash that guarantees their integrity.
• Automatic submission: XML files must be sent to the corresponding Provincial Treasury.
• QR code: each invoice must include a verifiable QR code.

Client management

Accounting firms that manage their clients' invoicing need:

• TicketBAI-compatible software that supports multi-company management.
• Digital certificates for each client for invoice signing.
• Bulk submission capability to the different Provincial Treasuries.
• Tracking and monitoring of each invoice's submission status.

Challenges for accounting firms with TicketBAI

Multi-company management

The main challenge is managing dozens or hundreds of clients, each with their own requirements and configurations. Accounting firms need tools that allow them to:

• Switch quickly between companies.
• Maintain independent configurations for each client.
• Generate consolidated and per-company reports.
• Monitor the compliance status of each client.

Training and keeping up to date

The TicketBAI regulations have evolved with different implementation calendars depending on the territory and type of activity. Accounting firms must stay up to date on:

• Mandatory implementation deadlines in Bizkaia, Gipuzkoa and Araba.
• Specific technical requirements of each Provincial Treasury.
• Applicable exemptions and special regimes.
• Penalties for non-compliance.

How Holded helps accounting firms with TicketBAI

Holded offers specific features for accounting firms managing multiple clients:

Multi-company panel

• Centralised access to all your clients' companies from a single dashboard.
• Quick switching between companies without having to log out.
• Consolidated view of each client's TicketBAI compliance status.

Compliance automation

• Automatic generation of TicketBAI-compliant XML files.
• Automatic submission to the Provincial Treasuries of Bizkaia, Gipuzkoa and Araba.
• Automatic invoice chaining without manual intervention.
• Alerts for submission errors or rejections.

Integrated accounting

• Automatic accounting entries for issued and received invoices.
• Bank reconciliation for each client company.
• Generation of tax forms (VAT, personal income tax, corporate income tax).
• Assisted year-end closing for each financial year.

Firm-client collaboration

• Shared access with different permission levels.
• Clients can issue invoices while the firm oversees compliance.
• Integrated communication to resolve issues quickly.

Steps to adapt your firm to TicketBAI

1. Assess your current situation: review what software you use and whether it is TicketBAI-compatible.
2. Choose a comprehensive solution: opt for software that covers invoicing, accounting and multi-company management.
3. Migrate your data: import your clients' information into the new platform.
4. Configure TicketBAI: enable automatic submission for each company and territory.
5. Train your team: make sure all members of your practice know the new workflow.
6. Communicate with your clients: inform your clients about the changes and the new features available.

Benefits for firms that adapt

• Operational efficiency: automate repetitive tasks and reduce the time spent on each client.
• Error reduction: automation minimises human errors in invoicing and accounting.
• Added value: offer your clients a more complete and professional service.
• Guaranteed compliance: ensure that both your firm and your clients comply with current regulations.
• Scalability: manage more clients without proportionally increasing the resources required.