How to use Verifactu for Spanish E-Invoicing

Introduction

Verifactu is Spain's electronic invoicing system for reporting invoices to the Spanish tax authority. In Cloudbeds, you can issue invoices that comply with Verifactu requirements, including simplified invoices (for amounts up to €3,000) and complete invoices (for larger amounts or specific recipients).

This guide covers issuing, rectifying, and voiding invoices, plus troubleshooting common issues.

Table of contents

• Confirm guest data and validation requirements
• Issue invoices
• Rectify an invoice with new transactions
• Void an invoice and its rectifying invoices
• Troubleshoot failed invoices
• Choose the correct guest identification field

Confirm guest data and validation requirements

⚠️Important: The Cloudbeds PMS validates guest data regardless of whether Verifactu is connected. This is PMS-level validation, separate from tax authority validation.

PMS-level validation

When creating a Complete Invoice, the PMS checks that the selected billing contact has the required fields. If fields are missing, the following appears:

• "Selected guest is missing required information" ⚠️ (shown in red)
• Result: The "Create Invoice" button is disabled.
• This validation happens whether or not Verifactu is connected. It prevents incomplete data from being issued.

Integration-level validation

When Verifactu is connected and actively processes an invoice, the tax authority validates the invoice and may return errors like:

• "Taxpayer suspended"
• "Invalid NIF format"
• "Missing mandatory field"

Result: The invoice appears to issue in Cloudbeds but fails in the tax authority. Errors appear in Account→ Utilities→ Integration Sync (NOT in the Create Invoice dialog).

This validation only happens when Verifactu is connected. Disconnected properties won't see these errors.

Compare simplified and complete invoices

• Simplified invoice: Does not require recipient data, supports totals up to €3,000, and can be created when guest data is incomplete.
• Complete invoice: Requires recipient data and must be used for totals over €3,000 or when a named recipient is required. The Create Invoice button is disabled if required details are missing.

Required recipient details for complete invoices

Complete invoices require specific data from the invoice recipient. Requirements differ based on guest nationality:

Spanish recipients

If the guest has a valid Spanish tax ID:

Legal Name (full name or company name)
Guest Tax ID Number: Valid NIF, CIF, DNI, or NIE
Full Address: Street, city, postal code, state/province, country

If the guest does not have a Spanish tax ID:

Legal Name
Document Type (passport, etc.)
Document Number
Document Issuing Country
Full Address: Street, city, postal code, state/province, country

Foreign recipients

If the guest has a tax ID:

Legal Name
Tax ID: For EU residents, prefix with country code (e.g., PT123456789 for Portuguese). Non-EU residents: no prefix needed.
Full Address: Street, city, postal code, state/province, country

If the guest does not have a tax ID:

Legal Name
Document Type
Document Number
Document Issuing Country
Full Address: Street, city, postal code, state/province, country

Issue invoices

Issue 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:

Issue 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:
    

Troubleshoot a missing-information warning

If you're trying to replicate the "Selected guest is missing required information" warning but don't see it, here's why:

Simplified invoices do not require recipient data

The Simplified Invoice button stays enabled even when guest data is missing. If you only see the "Create simplified invoice" button enabled and "Create Invoice" disabled, this is correct behavior. You can still issue a simplified invoice.

The guest already has the required fields

The PMS may consider the guest to have the minimum required fields if:

The billing contact has a company name + company tax ID, or
The billing contact has a full name + valid NIF/document details + address

Check that all these fields are truly blank. To confirm:

Go to the guest profile
Blank out Guest Tax ID Number and full address (or Document Type, Number, and Country if foreign)
Reopen the Create Invoice modal
The warning "Selected guest is missing required information" should now appear
The "Create Invoice" button should be disabled
 

The property has different account settings

Properties on different invoicing pilots or with different fiscal settings may have slightly different behavior. Check your property's invoicing configuration with support if behavior differs from expectations.

Why the warning does not depend on the Verifactu connection

This PMS validation happens regardless of Verifactu status. Verifactu connection only affects authority-level errors that appear in Integration Sync after the invoice is submitted. The PMS warning prevents incomplete invoices from being submitted in the first place.
 

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:
   

Void an invoice and 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:
   

Troubleshoot failed invoices

Choose the correct guest identification field

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.

Use the correct identification field

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

• Guest Tax ID Number: Use this for guests with a valid Spanish tax identification number, such as NIF, CIF, DNI, or NIE.
• Document Number: Use this for guests without a Spanish tax ID who use a passport or another 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.

Identification scenarios and results

What to do in each situation

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

Enter the number in Guest Tax ID Number
Leave Document Number empty
Do NOT enter the tax ID in Document Number

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

Leave Guest Tax ID Number empty
Enter passport/document number in Document Number
Fill in Document Type and Document Issuing Country
Do NOT enter a tax ID in Document Number
Why This Matters

When you submit an invoice, Cloudbeds tells the tax authority which field was used. The authority then validates based on the field:

Guest Tax ID Number signals a registered Spanish taxpayer → authority validates as a Spanish tax ID
Document Number signals an unregistered guest → authority validates as a non-tax document

If the number type doesn't match the field, the authority rejects it.

Resolve an invoice failure caused by identification details

Start in Account > Utilities > Integration Sync, and then complete these steps:

1. Check the invoice error details.
2. Void the failed invoice using Void and issue a credit note.
3. Move the identification number to the correct guest field.
4. Reissue the invoice.

Related articles

Now that you can issue and correct Verifactu invoices, review these resources for setup requirements and a broader overview of Spain e-invoicing:

• Spain E-Invoicing (Verifactu via Fiscal) - Everything you need to know
• Setting up Spain E-Invoicing (Verifactu via Fiscal Docs)