What an invoice must include in Spain
Practical guide to issuing correct invoices, avoiding tax errors, and getting paid faster.
Quick summary
These are the three core blocks every compliant invoice in Spain must include.
Tax identification
Complete issuer and client data, tax ID and fiscal address with no mistakes.
Financial breakdown
Taxable base, VAT rate, VAT amount and withholding tax when applicable.
Document control
Sequential numbering, issue date and proper invoice retention.
Step by step to issue a correct invoice
Follow this process to meet legal requirements and avoid payment or tax issues.
Step 1
Fill in issuer and client details
Include legal name, tax ID and fiscal address for both parties.
Step 2
Assign number and date
Use sequential numbering by series and a clear issue date.
Step 3
Describe the service or product
Explain what was sold, including quantities and unit prices.
Step 4
Calculate taxable base
Apply discounts before taxes and clearly display the taxable base.
Step 5
Add VAT and withholding tax if needed
Show VAT rate and amount, plus withholding tax where required.
Step 6
Review total and payment terms
Validate final amounts, due date and payment method before sending.
Mandatory invoice fields in Spain
Essential checklist to make sure your invoice is tax-compliant.
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1
Number and series: consecutive and without gaps.
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2
Issue date: and operation date when different.
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3
Tax details: legal name, tax ID and fiscal address of issuer and recipient.
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4
Description and taxable base: line item details and taxable amount.
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5
Taxes: VAT rate and amount, plus withholding tax where applicable.
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6
Total due: final amount and payment conditions.
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Common invoicing mistakes in Spain
Avoiding these mistakes helps prevent corrections, delayed payments and tax issues.
Skipping sequential numbering
Gaps or duplicates in the series can trigger issues in reviews or audits.
Wrong VAT or withholding tax
An incorrect tax rate changes totals and may require a corrective invoice.
Overly generic description
Vague concepts create client doubts and make accounting justification harder.
Not storing invoice copies
Without organized records, you lose traceability and risk compliance problems.
Listto tip
Before sending any invoice, review it in two passes: first validate tax details and numbering; then check taxable base, VAT, withholding amounts and final total. This habit reduces errors and speeds up payment.
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Try creating your invoice directly from WhatsApp, with no external apps, free, and using either voice or text.
Frequently asked questions
Direct answers to invoice with confidence.
What data is mandatory on an invoice in Spain?
Number and series, issue date, issuer and recipient tax details, invoiced concept, taxable base, applied taxes and final total.
When should I apply withholding tax?
It depends on your activity and client type. In many B2B professional services it applies, but you should confirm according to your tax regime.
Is a simplified invoice the same as a full invoice?
No. A full invoice requires more tax information and is usually the right option in B2B operations or when the client needs to deduct taxes.
How long should I keep my invoices?
As a general rule, keep them for the legal tax and commercial retention periods. Maintaining an organized digital archive is essential.
Can I generate and send an invoice through WhatsApp?
Yes. It is a fast way to share the document with clients, as long as the PDF includes mandatory fields and you keep your own copy.
Next step
Resources to improve invoicing and estimates in your daily workflow.