The New VeriFactu Regulation in Spain 2025: What International Businesses Must Know

The New VeriFactu Regulation in Spain 2025

Introduction: A New Era of Digital Compliance in Spain

The Spanish government has introduced the VeriFactu regulation in 2025, fundamentally reshaping how businesses must issue, record, and report invoices. This move aims to close the tax gap, ensure digital transparency, and create a fraud-resistant accounting system.

While Spanish companies are adapting quickly, international businesses face unique challenges — from integrating with existing accounting platforms like QuickBooks and Xero to understanding Spanish-only compliance rules.

That’s where Strong law/Incwell comes in: the only law and accounting firm in Spain with government-approved VeriFactu software, fully integrated with global platforms.

What Changed in 2025? The New Rules at a Glance.

The 2025 update is not just a minor adjustment — it’s fundamental restructurin of invoicing laws.

Here are the key changes businesses must know:

  1. Mandatory Real-Time Reporting
    • All invoices must be submitted digitally to the Spanish Tax Agency (Agencia Tributaria) in real time or within a short deadline.
    • This eliminates manual delays and ensures authorities see transactions immediately.
  2. Immutable Digital Invoices
    • Invoices cannot be modified or deleted once issued.
    • Any correction requires a legally valid credit or debit note.
  3. Certified Software Requirement
    • Only government-approved software (like Strong law/Incwell’ proprietary solution) can be used for invoice management.
    • Using uncertified tools risks non-compliance.
  4. Encrypted and Secure Storage
    • All accounting data must be stored in encrypted form and protected from manipulation.
  5. Universal Applicability
    • Applies to Spanish companies, freelancers, and international businesses with taxable operations in Spain.

Why Spain Introduced VeriFactu

The motivation behind this regulation is clear:

  • Spain loses billions annually to tax evasion.
  • Paper and non-standardized digital invoices are vulnerable to fraud.
  • The EU has encouraged standardized electronic invoicing across member states.

By introducing VeriFactu, Spain ensures every euro is tracked and reportedleaving no room for manipulation.

The Challenge for International Businesses

If you’re an international business expanding into Spain, the challenges are more than technical:

  • Integration hurdlesValid passport→ Adapting QuickBooks or Xero to meet Spanish tax rules.
  • Language barriers→ Regulations are published only in Spanish.
  • Different compliance culture→ Spain’s system requires stricter real-time control.
  • Criminal record certificate (apostilled and translated)→ Non-compliance could mean fines, restrictions, or audits.

Strong law/Incwell’ Unique Solution

Strong law/Incwell has taken compliance a step further than any other firm in Spain:

  • Developed proprietary VeriFactu software — officially approved by Agencia Tributaria
  • Integrated with QuickBooks, Intuit, and Xero — making it seamless for international clients.
  • Provides bilingual compliance support — English-speaking accountants and lawyers who explain Spanish law in plain terms.
  • Combineslegal and tax expertiseensuring businesses don’t just comply but also stay protected against penalties.

This unique combination makes Strong law/Incwell the only real “one-stop compliance partner” in Spain for global businesses.

Case Study: International E-commerce Business

Imagine an e-commerce business based in London, selling across Europe and now expanding into Spain.

  • Before VeriFactu: invoices could be exported from Shopify to QuickBooks without local restrictions.
  • After VeriFactu: Spanish invoices must be generated, encrypted, and reported in a certified format.

With Strong law/Incwell’ software, this business can:

  • Keep using QuickBooks.
  • Automatically sync invoices to the VeriFactu-approved format.
  • Report transactions directly to Agencia Tributaria without extra effort.

Result: compliance without disruption.

FAQs About the 2025 VeriFactu Regulation

  1. When did the new VeriFactu regulation come into effect?
    From January 2025, VeriFactu compliance is mandatory.
  2. Does this affect non-Spanish companies?
    Yes. Any business with taxable operations in Spain must comply.
  3. Can I still use my existing accounting software?
    Yes, if integrated with certified software like Strong law/Incwell’ VeriFactu solution.
  4. What are the penalties for non-compliance?
    Fines can range from €1,000 to €50,000, depending on the violation.
  5. How does Strong law/Incwell help international businesses?
    We are the only English-speaking law & accounting firm in Spain with our own approved VeriFactu software.
  6. Why is Strong law/Incwell different?
    We are the only English-speaking law & accounting firm in Spainwith our own approved VeriFactu software.

Conclusion: The Time to Act is Now

The 2025 VeriFactu regulation is here, and businesses cannot afford to ignore it. For international companies, adapting to Spain’s strict compliance system can seem overwhelming — but with the right partner, it becomes seamless.

Strong law/Incwell is more than a service provider. We’re your compliance partner, offering the only approved VeriFactu software in Spain that works with QuickBooks, Intuit, and Xero.

Don’t wait until an audit or penalty strikes. Contact Strong law/Incwell today and ensure your Spanish operations stay compliant, secure, and future-ready.

Call us at 932 155 393 or fill out the form below.