Spain Verifactu Invoicing

Introduction

Hostaway offers you, the host, the guest invoice system you can set up here. As an additional add-on, we also partner with the company Invopop.com, a certified e-invoice connection partner for various countries, especially in the EU. As a seller in Spain with listings located in Spain, you can connect the invoice module to the Spanish local tax authority, also known as Verifactu.

Important: Submitting invoices to Verifactu counts as the official tax-authority-reported invoice between the seller and buyer, based on your settings. As you may work with multiple channels, we recommend that you consult a local tax specialist to advise you on which channels need to submit invoices to Verifactu, and which channels handle official invoicing and tax reporting themselves. You can create different invoice configurations or exclude channels from automated submission to Verifactu where needed.

Connection to Verifactu via the Invopop.com module

When you follow the setup guide under invoice configuration step 2, you will be asked, when it involves a Spanish seller, whether you wish to use automated e-invoicing: yes or no. When you select yes, a module will appear asking you to complete the legal connection steps for the Verifactu connection. It's important to make sure you use the exact details known by your local tax authority during connection setup. When you begin, you will see the screen below, which will guide you through the following steps.

1. You will be asked for the official seller tax details during setup.
2. Depending on your company, you will be asked to either download a contract or upload a digital company tax certificate.
3. When using the downloaded contract, we recommend printing it, signing it by hand, and uploading it to validate the agreement between Invopop and Verifactu.
4. You may also optionally be asked for the official DNI, NIF, and passport details, including images where needed. Make sure these match the details on file with the local tax authority.

Seller connection statuses

When you start under the Sellers menu, you will see the different seller profiles and their connection status. The statuses are:

1. Not connected — not connected to Verifactu, so it uses Hostaway's local invoice generation.
2. Onboarding — the seller has started the Verifactu onboarding but has not completed it.
3. Processing — the provided details are being processed on the Invopop / Verifactu side.
4. Registered — the seller is registered and awaiting completion.
5. Completed — the seller connection is complete and ready for use.
6. Rejected — the seller's details or other information were rejected by the local tax authority, requiring review and a new connection attempt.
   
   

After connection is established

Once the connection is established, any new draft invoice belonging to the configured seller can be finalized when you are ready. Finalizing the invoice submits its details to Verifactu, which reviews them automatically. Once approved, Verifactu returns a digital PDF invoice, which can then be provided to the guest.

You can find invoices based on their status in the invoice menu:

1. Draft — invoices are not yet finalized and can still be altered.
2. Submitted — invoices are sent out to the connected Verifactu account.
3. Approved — invoices have been accepted and contain the compliant invoice PDF based on Spanish law.
4. Rejected — one or more details in the invoice, or other reasons, caused Verifactu to reject it; adjustments are needed before resubmitting.