Setting up Verifactu for Spanish E-Invoicing

Step 1 - Setting up the Taxes

Go to: Account-> Settings -> Payments -> Taxes and Fees and make sure that, from the list below, you have the necessary taxes configured.

1. For mainland Spain

   Type	Description	Category	Classification	Available For	Type	Amount	Charge on top of fees
   Tax	IVA 4%	Inclusive	VAT (IVA)	Items; Reservations	Percentage of total amount	4%	No
   Tax	IVA 10%	Inclusive	VAT (IVA)	Items; Reservations	Percentage of total amount	10%	No
   Tax	IVA 21%	Inclusive	VAT (IVA)	Items; Reservations	Percentage of total amount	21%	No

2. For Canary Islands: Santa Cruz de Tenerife Province and Las Palmbas Province. 

   Type	Description	Category	Classification	Available For	Type	Amount	Charge on top of fees
   Tax	IGIC 7%	Inclusive	VAT (IVA)	Items; Reservations	Percentage of total amount	7%	No
   Tax	IGIC 3%	Inclusive	VAT (IVA)	Items	Percentage of total amount	3%	No

3. For Ceuta and Melila

   Type	Description	Category	Classification	Available For	Type	Amount	Charge on top of fees
   Tax	IPSI 2%	Inclusive	VAT (IVA)	Items; Reservations	Percentage of total amount	2%	No

4. Go to Settings -> Property -> Sources and make sure all sources have the right taxes assigned.

Here is an example of the tax for IVA 4%.  

NOTE: When you click Save, you must say Yes to recalculate Taxes and fees on current and future reservations.  

If you have needed to alter taxes, In House reservations will have a mix of Posted and Pending transactions. In order to invoice these reservations you will need to edit the Posted charges to ensure the correct tax is applied.

✅ Follow this guide to handle In-House reservations

5. Go to Settings -> Property -> Product and make sure all products and services have the right taxes assigned.

Step 2 - Setting up Invoicing

Go to: Account-> Settings -> Payments -> Invoicing

In Invoicing Details:

1. Check Show company details under the subtitle Company Details.
2. Enter your NIF/CIF in the field Tax ID Number 1. Leave Tax ID Number 2 empty. 
   1. The NIF/CIF should be a letter followed by 8 numbers without any spaces or symbols.
   2. Important Note: If you have other properties that use this same tax id, make sure they all have the exact same tax id.
3. Set the invoice’s title and internal sequence number.

The prefix, number and suffix will only be used internally. The official invoice series and numbering sequences are handled separately.

In the Invoicing Settings:

1. Choose when invoices are generated.
   

Step 3 - Setting up the app

1. Use these instructions to set up the Spain E-Invoicing (Verifactu via Fiscal Docs) app:
   How to connect an app to Cloudbeds PMS

   

2. Once the connection process has finished, you will be redirected to the application’s settings. 
3. At the app’s settings for your property you’ll find the following settings:
   1. Device Serial Number (“Número de Serie del Dispositivo”)
      • This value is generated by the integration and it’s an official value. The user will need this value to register the integration as a device at TicketBAI’s website.
   2. Invoices series (“Serie de facturas”)
      • This option must be set for the integration to be able to issue official invoices. We recommend only using letters.
      • Important Note: If other properties use the same tax id, make sure they all use different series.
   3. Next invoice number (“Próximo número de factura”)
      • The next invoice will be issued using this number. If you’re using an invoice series that was already being used on a different system, please check in TicketBAI what is the subsequent invoice number.
   4. Rectifying invoices series (“Serie de facturas rectificativas”)
      • Rectifying invoices should have their own unique series. We recommend only using letters.
      • Important Note: If other properties use the same tax id, make sure they all use different series.
   5. Next rectifying invoice number (“Próximo número de factura rectificativa”)
      • The next rectifying invoice will be issued using this number. If you’re using an invoice series that was already being used on a different system, please check in TicketBAI what is the subsequent invoice number.

Step 4 - Signing the Social Collaboration Agreement

This step only applies to properties using VERIFACTU. Properties using TicketBAI do not need to sign this agreement.

Before you begin, make sure you have the following information ready:

• Taxpayer email address (the official email associated with the taxpayer entity).
• Taxpayer address: street, number, postal code, municipality, city and country code.
• Legal representative details: full name, NIF and full address (street, number, postal code, municipality, city and country code).
• A digital certificate or electronic signature tool to sign the agreement PDF. You can use VALIDe (https://valide.redsara.es/valide/inicio.html) or AutoFirma (https://sedediatid.digital.gob.es/es-es/firmaelectronica/Paginas/AutoFirma.aspx).

1. At the app's settings page, scroll down to the "VeriFacTu Agreement" section and click "Configure VeriFacTu Agreement".

2. You will be redirected to the agreement page. The first step is to fill in the taxpayer details. Enter the following information:
   1.  Email: the official taxpayer email address.
   2.  Street: street name of the business address.
   3.  Street Number: building number.
   4.  Municipality: municipality or district.
   5.  City: city name.
   6.  Postal Code: Spanish postal code.
   7.  Country Code: two-letter country code (defaults to "ES" for Spain).

3. Once all fields are filled in, click Save and Continue.

4. The form will advance to the agreement generation step. Fill in the legal representative's information:

   1.  * Representative Full Name: full legal name of the person authorized to sign on behalf of the business.

   2. * Representative Tax Number: NIF of the representative.

   3. * Representative Address: street, number, municipality, city, postal code and country code.

5. Click Generate and Download PDF. The system will generate the agreement PDF and automatically download it to your computer. A success notification will confirm the agreement was generated.
6. Open the downloaded file ("agreement.pdf") and review the agreement. It contains the taxpayer and representative details you entered.
7. Sign the agreement PDF using a digital certificate. The uploaded file must be in PDF format. Other file types will not be accepted. You can use one of the following tools:
   1. VALIDe
   2. AutoFirma
8. Return to the application. You will see the upload step. Upload the signed PDF by dragging and dropping it into the upload area, or by clicking the upload area to open a file browser.

9. Once the file is selected, a preview showing the file name and size will appear. Click Upload Agreement to submit the signed document.
10. The system will validate the uploaded PDF. If successful, you will see a success notification and a green alert confirming the agreement has been validated.

After the agreement has been validated, two options are available:

• Download PDF: download a copy of the validated agreement for your records.
• Regenerate Agreement: start the process over if you need to create a new agreement (for example, if representative details have changed).