See what invoicing changes affect your accounting documents
The new invoicing model affects how you issue invoices, record payments, use Templates, manage dates, calculate commissions, and apply VAT exemptions. Adapting these elements ensures that Bookings, payments, and tax obligations are managed consistently and safely within the new legal framework.
1. Immutability of accounting documents
With the new structure, you can no longer edit or delete issued invoices, which ensures that each document maintains its integrity over time.
Important
If you issue an invoice with an error, you must correct it by issuing a corrective invoice (credit note) and then issuing the invoice again.
2. Preview
Before issuing the invoice, the system shows a preview of the breakdown of amounts with:
The total to be invoiced.
What has already been invoiced.
What is pending to be invoiced.
3. Data validation
Depending on the selected invoicing type—for example, Customer or Company—an automatic validation of the recipient’s data is also performed, reducing errors in Tax ID, legal name, and essential tax data.
Helpful tip
If the breakdown doesn’t match what you expect, adjust the data before issuing the invoice. Once issued, the document is Blocked, and any correction will require additional documents rather than direct changes.
4. Control payments with receipts and payment vouchers
Payment management now relies on different accounting documents:
The receipt is generated only on an issued invoice and acts as proof of payment for that invoice.
The payment voucher is a new document that records a payment without needing a prior invoice, especially useful for deposits or Booking down payments.
Important
Manual changes to the payment status are replaced by issuing receipts, so that every change in an invoice’s collection status is backed by a formal document.
5. Update templates for accounting documents
Old templates are no longer compatible with the new module. The Accounting documents category groups templates for:
Invoice, credit note, and pro forma.
Receipt.
These templates:
Are designed according to current legal requirements.
Allow custom blocks with Booking data (for example, guest name, Reference number, or stay dates).
Maintain a consistent format across all accounting documents.
Helpful tip
Always create a copy of the base template before customizing logos, colors, or information blocks. This way you keep a reference model and avoid modifying a template that is already in use.
6. Manage invoice issue and operation dates
Each invoice distinguishes two mandatory dates:
Issue date: indicates when the invoice is issued. It is not editable.
Operation date: indicates when the service is provided and can be adjusted before issuing.
7. Adjust calculation bases, commissions, and VAT in invoicing rules
The taxable bases that subtracted the payment to the Owner are deprecated:
“Total rent minus payment to the Owner.”
“Total Booking amount minus payment to the Owner.”
Instead, you can use the commercial margin, which uses the Booking’s calculated commercial margin. This base is especially useful if you work with fixed management or service amounts.
For commissions:
It is possible to show the portal commission as a separate concept on the invoice, added as an independent item.
You can use the option “subtract the portal commission from the rent to calculate your commission and then add the portal commission back,” which allows you to calculate the agency’s commission by deducting the portal commission and subsequently adding the portal commission to that calculation.
Regarding VAT:
A new mapping of exemptions is incorporated in accordance with the articles of the Spanish VAT Law.
Old exemptions are automatically migrated to new equivalents, for example, from “14 - Exempt” to “Exempt - Article 20, Spanish VAT Law.”
Helpful tip
Make sure all operations with a 0% VAT rate are linked to a valid exemption reason that aligns with the reality of your services.
8. Improved pro formas
The new structure allows you to issue pro formas directly on Bookings, making it easier to send quotes or provisional invoices before generating the final document.
Summary of the main changes
With this update, some features that were previously available are no longer present, giving way to a more secure, automated system aligned with current legal requirements.
The main differences from the previous model are shown in this table:
Before | Now | Main benefit |
Modify or delete issued invoices | Issued invoices cannot be edited or deleted | Greater integrity and traceability of accounting information |
Old invoice templates | Updated and customizable Accounting documents Templates | Modern designs aligned with legal requirements |
Taxable bases subtracting payment to the Owner | Such bases deprecated; new commercial margin base | Clearer calculation of the agency’s margin, especially with fixed amounts |
Manual change of payment status | Payment statuses controlled by issuing receipts | Every status change is backed by an official, easily auditable document |
This update leads to more transparent, automated invoicing prepared for Veri*factu, with less room for manual errors and greater legal security.
Frequently Asked Questions
What should I do if I detect an error in an invoice issued under the new structure?
What should I do if I detect an error in an invoice issued under the new structure?
You cannot edit or delete the issued invoice. To correct an error, you must generate a corrective document (credit note) to cancel the incorrect invoice and then issue a new invoice.
What is the practical difference between a receipt and a payment voucher?
What is the practical difference between a receipt and a payment voucher?
The receipt is linked to an issued invoice and certifies payment of that invoice. The payment voucher records a payment without a prior invoice—e.g., a Booking deposit—and allows you to formally document the income until the corresponding invoice is issued.
Why are the taxable bases that subtract the payment to the Owner being removed?
Why are the taxable bases that subtract the payment to the Owner being removed?
Because the new model prioritizes more transparent calculations based on the commercial margin. This way, the agency’s profit is better separated from other price components and the economic analysis is simplified.
What advantages do the new templates for accounting documents provide?
What advantages do the new templates for accounting documents provide?
The new templates comply with current legal requirements, allow customization of Booking information blocks, and unify the format of invoices, credit notes, pro formas, and receipts. This improves document clarity and facilitates justification before the authorities.
What role do pro formas on Bookings play in the new structure?
What role do pro formas on Bookings play in the new structure?
Pro formas allow you to present quotes or economic proposals based on Bookings before issuing the final invoice. This lets you validate amounts and conditions with Customers and Owners without yet generating a document with accounting impact.