The arrival of VERI*FACTU marks a milestone in the digitisation of business invoicing in Spain. From 2027, companies and self-employed individuals will be required to ensure that their invoicing systems comply with the technical and legal requirements set out by the Royal Decree 1007/2023.
However, many organisations approach the adaptation process with some confusion or without adequate planning, which can lead to costly mistakes, both in terms of time and financial penalties.
In this article, we’ll tell you about the Five of the most common mistakes when adapting to VERI*FACTU, why they occur and how to avoid them to ensure a smooth transition to the new model.
1. Failing to check whether the invoicing software meets the official requirements
One of the most common mistakes is to assume that the current software already complies with the VERI*FACTU regulations, when in fact it may not be suitable.
The Regulations on Computerised Invoicing Systems (RRSIF) requires that programmes ensure the integrity, immutability, traceability and preservation of the data. Furthermore, they must include QR codes and fingerprints ((hash) on each invoice.
Failure to carry out this check may constitute a direct breach and result in fines exceeding 50,000 euros per exercise.
The advice is simple: contact the software provider and request a VERI*FACTU certificate of conformity before the deadline.
2. Leaving the adaptation until the last minute
The second major mistake is postpone implementation right up until the final months before it became compulsory.
Although the date on which the regulations are due to come into force for businesses is scheduled for 2027, software manufacturers must be prepared for July 2026, which means that the testing and migration period will be limited.
Adopting a child later in life can lead to:
- Time wasted due to rushed migrations.
- Incompatibilities between systems.
- Insufficient training for staff.
Ideally, plan the transition in advance, testing the new software, fine-tuning processes and training the administrative and accounting teams.
3. Failing to train the team in how to use the new system
VERI*FACTU involves not only a technical change, but also a a new way of working.
Many implementation errors are due to a lack of knowledge among the staff responsible for managing invoicing: how to generate valid records, how to send the information to the AEAT, or how to correct errors without altering the original data.
Neglecting training is a strategic mistake. Rather than viewing it as a burden, companies should seize this opportunity to to professionalise financial management.
Platforms such as Educa.Pro are available training programmes in digital transformation, accounting management and regulatory compliance, ideal for preparing teams for this new environment.
4. Not understanding the difference between “VERIFACTU” and “non-VERIFACTU” software”
One of the most common mistakes when adapting to the new regulations is failing to distinguish between software VERI*FACTU and one not VERI*FACTU. Although both are legal, they operate differently.
The VERI*FACTU software meets the technical requirements of the Royal Decree 1007/2023 y sends the invoicing records directly to the Spanish Tax Agency (AEAT) in real time. It offers greater transparency, automation and control.
On the other hand, the software other than VERI*FACTU It also generates and stores records securely, but it does not automatically transmit the information to the AEAT. It requires more proactive internal management on the part of the company.
Choosing between one or the other It will depend on the type of business: Large companies tend to opt for VERI*FACTU to ensure immediate compliance, whilst the self-employed or SMEs may use offline versions, provided they guarantee the traceability of the data.
5. Failing to take account of the security and preservation of records
A critical mistake is to focus solely on issuing invoices, whilst forgetting that the system also requires keep records accessible, secure and legible for at least four years.
Companies must ensure that they have backup copies, access controls and storage systems that comply with the AEAT’s requirements.
Furthermore, any manual alteration of records, deletion of invoices or loss of information is considered a serious offence.
Implement policies on automatic backup, version control and internal audit It is essential for complying with legal requirements and protecting financial information.
How to avoid these mistakes and ensure a successful transition
- Assess where you’re starting from. Check whether your software and processes comply with the regulations.
- Plan ahead. Don’t wait until the last minute to test the system.
- Train staff. Investing in training reduces errors and increases efficiency.
- Put safety first. Implement backup and access control systems.
- Stay informed. Check for updates from the AEAT and your IT provider.
Conclusion
Adapting to VERI*FACTU need not be a complicated process if it is approached with careful planning, knowledge and professional support.
Avoiding the most common mistakes – such as a lack of training or improvisation – enables companies not only to comply with the law, but also to improve their financial management and increase operational efficiency.
Ultimately, VERI*FACTU offers an opportunity to modernise invoicing, enhance transparency and prepare organisations for a more agile and secure digital future.
