Electronic invoicing is a system for issuing, receiving, and storing invoices in a digital format, replacing the traditional paper document. This method is legally accepted and complies with the requirements set by the tax and commercial laws of each country. At Adquira, we adapt to various regulations to ensure our clients meet their obligations in the multiple countries where they operate.

Characteristics of Electronic Invoicing:

• Digital Format: Invoices are generated, sent, and stored electronically, typically as structured XML files.
• Digital Signature: Electronic invoices usually include a digital signature to ensure the authenticity of the sender and the integrity of the document.
• Legal Requirements: They must comply with the tax and commercial regulations of the country in which they are issued. These regulations vary but generally include details like the identification of the sender and receiver, transaction details, applicable taxes, etc.
• Interoperability: Electronic invoicing systems must be able to interact with other accounting and tax systems, allowing for the integration and exchange of information.
• Custody and Access: Electronic invoices must be securely stored and available for audits and inquiries during the legally mandated period.

An electronic invoice is a digital document that certifies the delivery of goods or the provision of services and details the economic transaction between a seller and a buyer. Unlike traditional paper invoices, electronic invoices are issued, transmitted, and stored in an electronic format, meeting the legal and tax requirements of each country. Since the enactment of the "Crea y Crece" Law, an electronic invoice in Spain is a digital document issued and received in a structured electronic format, automatically generated and processed by the computer systems of both the sender and the receiver.

Under this new legislation, only four formats can be used in Spain to send and receive electronic invoices: Facturae, UBL, CII, and EDIFACT. A PDF will no longer be valid as an electronic invoice, whether signed or not.

For an electronic invoice to be legally valid, it must meet certain requirements that vary according to the legislation of each country. Generally, these are the most common requirements:

• Authenticity of Origin: The identity of the invoice issuer must be verifiable, usually through the use of an advanced electronic signature or a recognized digital certificate.
• Integrity of Content: The content of the invoice must not be altered from its issuance to its receipt. This is typically ensured through electronic signatures and encryption technologies.
• Legibility The invoice must be readable by both humans and automated systems, meaning it must be in a structured format like XML, which allows for easy processing.
• Compliance with Format and Regulations: The invoice must follow the accepted formats and standards in the relevant country. For example, in the European Union, formats like UBL and E-Invoice are common.
• Mandatory Content: The invoice must contain all elements required by tax regulations, such as:
  • Sender and receiver information (name, address, tax ID/VAT number).
  • Invoice number and issue date.
  • Detailed description of goods or services provided.
  • Unit price, quantity, and total amount.
  • Applicable taxes (VAT, etc.).
  • Payment method.
• Storage and Retention: The electronic invoice must be securely stored and accessible during the period required by tax legislation, typically several years. The storage must ensure the invoice’s integrity and authenticity throughout the retention period.
• Acceptance by the Receiver: In some countries, the electronic invoice format must be accepted by the receiver for the invoice to be valid.

1. Cost Reduction: Eliminates expenses associated with printing, mailing, and storing paper invoices.
2. Time Savings: Automates the process of issuing, sending, and receiving invoices, reducing time spent on administrative tasks.
3. Payment Agility: Facilitates the quick receipt and processing of invoices, potentially speeding up payment times and improving liquidity management.
4. Increased Efficiency: Allows for more efficient and accurate management of financial documents, minimizing errors and redundancies.
5. Lower Environmental Impact: Reduces paper consumption and waste associated with paper invoicing, contributing to environmental sustainability.
6. Integration with Systems: Allows integration with enterprise resource planning (ERP) systems, facilitating process automation and report generation.
Security and Control: Provides security mechanisms like electronic signatures and encryption to ensure the authenticity, integrity, and confidentiality of invoices. Regulatory Compliance: Simplifies compliance with tax and legal regulations by providing a digital record of all transactions.

With the enactment of Law 18/2022 on the Creation and Growth of Companies, it is mandatory to use electronic invoicing in a structured format for all Spanish companies and freelancers, as well as for foreign entities operating under VAT registration in Spain, starting from October 19, 2022.

Once the regulation is approved and published, the mandatory deadlines indicated in the draft will be 1 year for companies with an annual turnover of more than €8M and 2 years for all other companies and professionals.

You will need to use one of the available electronic invoice exchange platforms on the market to send your invoices to your customers and to receive all invoices from your suppliers, enabling a single invoice reception point.

This change represents not only a technological evolution but also advances in digitalization that will bring changes to your accounts payable and receivable processes.

At Adquira, we have been helping companies with digitalization and regulatory compliance in more than 50 countries for over 24 years, making us a reliable technology partner to accompany you during this transition to digitalization of your electronic invoicing processes.

We are well aware of the benefits of Electronic Invoicing (EI) and encourage our clients to incorporate it before the "Crea y Crece" Law mandates it, as it will allow for easy and simple adaptation in advance, and also automate processes and benefit from the advantages of EI.

Adquira will handle the necessary adaptations for clients who have already implemented EI, avoiding the "implementation urgencies" that will likely arise for digitalizing EI in Spain for all companies and professionals within 2 years.

In Spain, the structured formats valid and legally accepted for the exchange of electronic invoices as defined in the draft regulation of the "Crea y Crece" Law are:

Facturae: This is currently the standard format in Spain for invoicing the public administration, following the structure established by the Ministry of Industry. Based on XML, it includes a digital signature to ensure the authenticity and integrity of the invoices.

UBL (Universal Business Language): A universal and open standard, based on XML, used for the exchange of electronic business documents, including invoices, purchase orders, shipping notices, and more.

CII (Cross-Industry Invoice): This XML-based format was developed by UN/CEFACT (United Nations Centre for Trade Facilitation and Electronic Business) for the electronic exchange of invoices between companies in different industries.

EDIFACT (Electronic Data Interchange for Administration, Commerce and Transport): An international standard for the electronic exchange of data in EDI format between companies and organizations.

Yes, you can sign an electronic invoice in Adquira. The electronic signature is an important component in issuing electronic invoices, as it ensures their authenticity, integrity, and non-repudiation. The electronic signature is added to the electronic document and is used to verify the sender's identity and ensure that the invoice's content has not been altered since its issuance. This is crucial for complying with the legal and tax requirements associated with electronic invoicing.

Adquira uses an advanced electronic signature to sign electronic invoices before they are sent to recipients, allowing you to use either your recognized digital certificate or our delegated signature functionality included in our service.

Adquira provides the necessary tools to digitally sign electronic invoices securely and efficiently, ensuring their legal validity and compliance with relevant regulations.

FACe is the General Entry Point for Electronic Invoices of the General State Administration. It is a centralized electronic platform in Spain, managed by the General Secretariat of Digital Administration, which allows suppliers of goods and services to send electronic invoices to various entities in the Spanish public sector.

The main objective of FACe is to simplify and streamline the process of receiving invoices by public administrations by centralizing the receipt of electronic invoices from suppliers and providing a single point of access for their submission.

FACe allows suppliers to securely send electronic invoices in the structured Facturae format, complying with the standards and requirements established by tax and administrative authorities. Additionally, it facilitates the management and processing of invoices by public entities, improving efficiency and reducing processing times.

Adquira is verified by the Government of Spain as an Electronic Invoice Exchange Platform and has been connected to FACe since its implementation in 2015, as well as to systems of other entities in the Spanish public sector, allowing our clients to issue electronic invoices to any of these public organizations (B2G) in the same way they send invoices to their clients in their B2B relationships.

To send invoices to the Public Administration, you can use our Electronic Invoice Exchange Platform, perform bulk uploads, or use our API services for interconnection from your billing systems. You will also receive automated information on the status of your invoices submitted to the Public Administration.