How to use Verifactu for Spanish E-Invoicing

Issuing Invoices

Option 1: Issuing a Simplified Invoice

Simplified Invoices are limited to a total amount of 3000 EUR. They don’t require any specific details.

Steps to issue a Simplified Invoice

1. Go to the reservation’s details.

2. Verify that the transactions are invoiceable:

   Make sure all transactions have VAT. There shouldn’t be any transactions without VAT.

3. Select Actions -> Generate New Invoice:

4. The invoice creation dialog will be show up:

5. Select all the transactions you wish to include in the invoice.

6. Click Create simplified invoice to send the invoice creation request to the integration.
7. You can then go to the Documents section, select Invoices from the dropdown menu and see all created invoices for that reservation and their status.

8. The newly created invoice can be viewed by clicking on its internal number (in blue):

9. The file officially generated PDF can be downloaded or sent. Just open the document’s menu and select the action:

Option 2: Issuing a Complete Invoice

Complete Invoices have a specific recipient. These are usually issued either because you need an invoice to a specific recipient, which could be themselves, someone else or a company, or because the total amount exceeds 3000 EUR.

Complete invoices are actually just “invoices” and that’s how they are referred to within Cloudbeds.

Required Recipient Details

Complete invoice requires specific data from the invoice recipient to be included in the invoice details, so it needs to be available in Cloudbeds when issuing the invoice. Here are the different cases and which data is required:

Foreign Recipient:

• Legal Name:
  • For a person, it’s their full name.
  • For a company, it’s the company’s legal entity’s name.
• Identification Details:
  • If a Tax Identification Number is provided:
    • For Spanish recipients, the value must be a valid NIF (CIF, DNI or NIE).
    • For foreign recipients from countries within the European Union, the value must be prefixed by the country’s ISO 3166-1 alpha-2. For example, if the value is a Portuguese NIF like 123456789, then the value must be ”PT123456789”.
    • For foreign recipients from countries that don’t belong to the European Union, the value is just Tax ID, no need to prefix it with the country’s ISO 3166 alpha-2 code.
  • If a Tax Identification Number is not provided, then the following details are required:
    • Document Issuing Country
    • Document Type
    • Document Number
• Full Address:
  • The following fields are required:
    • Address Line 1
    • City
    • ZIP or Postal Code
    • State or Province
    • Country

Steps to issue a Complete Invoice

1. Go to the reservation’s details.
2. Make sure the invoice recipient guest has the necessary details:
   • If the recipient is a person with a valid NIF, make sure the NIF is in the “Guest Tax ID Number” field and their address details are complete.
   • If the recipient is a foreign guest, make sure their “Type of Document”, “Document Issuing Country”, “Document Number” are all set.
3. Verify that the transactions are invoiceable. Make sure all transactions have VAT. There shouldn’t be any transactions without VAT.
4. Once you’ve verified that all fields have been set and then select “Actions -> Generate New Invoice”:

5. Select the guest you want as the invoice’s recipient.

   Note: If the guest has a company name and a company tax ID set, the recipient will be the company.

6. Select all the transactions you wish to include in the invoice.
7. Click the Create Invoice button to issue the complete invoice.
   
8. You can then go to the Documents section, select Invoices from the dropdown menu and see all created invoices for that reservation and their status.
   
9. The newly created invoice can be viewed by clicking on its internal number (in blue):
   
10. The officially generated PDF can be downloaded or sent. Just open the document’s menu and select the action:
    

Rectify an invoice with new transactions

If you previously invoiced transactions or added new charges or adjustments to the folio, you can issue a rectifying invoice to add the new transactions to the previously issued invoice.

1. Find the previously issued invoice, open its menu and select Rectify invoice:
   
2. Select the transactions you wish to add to the rectifying invoice “by differences” in order to modify the previous invoice’s taxable base and issue the rectifying invoice:
   
3. After the invoice is issued by the integration with TicketBAI via Fiskaly, it will be available in the list of invoices:
   
4. The invoice can be seen by clicking on its number (in blue):
   
5. And it can also be sent by clicking on its menu and selecting the option to send it:
   

Voiding an invoice and all of its rectifying invoices

The mechanism our platform supports for voiding invoices creating a “Rectifying Invoice by differences” which will reduce the taxable base to zero.

1. Open the invoice’s menu and select Void and issue a credit note.
   
2. Click to Void & Issue Rectifying Invoice:
   
3. You can check it then in the Invoices:
   

FAQ: Which field should I use for the guest's identification number?

This is one of the most common sources of invoice errors for Spanish guests. Using the wrong field causes the invoice to fail at the tax authority level — even if it appears to issue successfully in Cloudbeds. Follow the guide below to avoid errors.

The rule in plain terms

There are two identification fields available when creating a complete invoice for a Spanish guest:

- Guest Tax ID Number — use this for guests who have a valid Spanish tax identification number (NIF, CIF, DNI, or NIE)
- Document Number — use this for guests who do not have a Spanish tax ID and are identifying themselves with a passport or other official document

These two fields are not interchangeable. Entering a value in the wrong field will cause the invoice submission to fail at the Spanish tax authority, even if the number itself is valid.

The four scenarios and what happens

What to do in each situation

Spanish guest with a valid NIF, CIF, DNI, or NIE:

Enter the number in the Guest Tax ID Number field. Leave the Document Number field empty or fill it with their passport/document details as usual. Do not enter the tax ID in the Document Number field.

Spanish guest without a Spanish Tax ID (foreign national, tourist):

Leave the Guest Tax ID Number field empty. Enter their passport or document number in the Document Number field, and make sure the Document Type and Document Issuing Country are also filled in. Do not enter a tax ID number of any kind in the Document Number field.

Why does this happen?

When an invoice is submitted, Cloudbeds signals to the tax authority whether the guest is registered in the Spanish tax system based on which field was used:

- A value in Guest Tax ID Number signals that the guest is a registered Spanish taxpayer. The authority then validates the number as a Spanish tax ID — if it is not a valid NIF/CIF/DNI/NIE, the submission fails.
- A value in Document Number signals that the guest is not registered in the Spanish tax system. The authority validates it as a non-tax document — if it detects a valid Spanish tax ID number in this position, the submission fails because the registration status and the number type do not match.

If your invoice failed due to this issue

1. Check the error details in Account-> Utilities -> Integration Sync
2. Void the failed invoice using Void and issue a credit note
3. Correct the guest's identification details — move the number to the correct field
4. Re-issue the invoice