Review your invoicing configuration before the change
The changes affect VAT, Templates, invoicing rules, and accounting documents, so it is advisable to review these elements before working 100% with the new module. A solid configuration from the start reduces incidents, avoids reworking documents, and gives you more control over how Bookings and payments are invoiced.
Verify VAT and exemptions across all invoicing sections
The new module incorporates updated mappings of VAT exemptions aligned with the Spanish VAT Law. All operations at 0% VAT must have a correct exemption reason.
To review this:
Access the VAT configuration in the relevant areas of the system, for example:
Check that the VAT rates assigned to each concept match the tax reality of your operations.
Verify that all operations with a 0% VAT rate have a valid exemption reason.
Review the codes migrated from previous configurations.
Previous exemptions are automatically migrated to their new equivalents. In cases where you have no exemption selected, the system assigns by default the option “14 - Exento,” which in the new structure is renamed to “Exempt – Article 20. Spanish VAT Law.” We recommend reviewing this assignment and confirming that it fits your operations.Correct any inconsistent value before issuing new invoices with the new structure.
Attention to detail
Pay special attention to services with 0% VAT and to products or taxes that may have specific tax treatment under Spanish regulations. Timely adjustments prevent later regularizations.
Set up templates for invoices, credit notes, pro formas, and receipts
Old invoice and receipt templates are no longer compatible. You must work with the Accounting documents category, which includes:
Invoice/credit note/pro forma template.
Invoice/credit note/pro forma template (model 2).
Receipt template.
To configure them:
Go to the accounting document Templates section via
Configuration → Templates → Accounting documents.Choose the invoice/credit note/pro forma template you want to use and edit it.
If you wish, in edit mode, add the block with the Booking information inside the document.
Customize that block with relevant Booking data, such as guest name, Reference number, or stay dates.
Review the logo and corporate colors to maintain brand consistency and adjust only the aesthetic elements necessary without modifying the minimum structure required by the regulations.
Save the changes and set this template as the default in the corresponding invoicing rules.
Note that once a document has been issued with a template, that template can no longer be deleted for historical integrity reasons.
Best practices
Keep these recommendations in mind to work consistently with Templates:
Always duplicate the base template before applying changes.
Issue a test invoice on a sample Booking and review the result carefully.
Centralize design decisions in a few templates to avoid scattered or contradictory versions.
Adjust invoicing rules and commercial margin
The new module changes how bases and percentages are calculated:
Bases calculated as “total rent or Booking amount minus the payment to the Owner” are deprecated and no longer available.
The commercial margin base uses the amount configured in the Booking as a reference.
Percentages are now calculated including VAT, which may change the final result of commissions and other concepts.
To adapt:
Access the invoicing rules you use and review the calculation base for each one.
Locate the rules based on payments to the Owner and replace them with the commercial margin base or another available base that fits your model.
Keep in mind that, by including VAT in the percentage calculation, commissions may change compared to the previous system.
Verify that the recipients of each rule are well defined and that legal names are complete.
Test the behavior of the rules with sample Bookings to check the resulting amounts.
Previous calculation base | Current status | Recommended alternative |
Total rent minus payment to the Owner | Deprecated | Commercial margin base or another available base |
Total Booking amount minus payment to the Owner | Deprecated | Commercial margin base or another available base |
Percentages calculated without including VAT | Replaced | Percentages calculated including VAT |
It is common that, after the change, some commissions appear with values different from expected.
In that case, first review the base used and confirm whether the change stems from the inclusion of VAT in the calculation.
Adapt internal processes to the new accounting documents
The new module clearly differentiates the accounting documents involved in your invoicing:
Document | Function in invoicing operations |
Invoice | Main sales document, immutable once issued |
Receipt | Proof of payment linked to an issued invoice |
Payment voucher | Document that records a payment without a prior invoice |
Pro forma | Provisional document issued on Bookings, intended for quotes |
To adapt your operations:
Replace manual changes to payment statuses with the issuance of receipts when invoices are paid, and payment vouchers when you record payments without a prior invoice.
Decide in which cases to use pro formas to share quotes before issuing the final invoice.
Train your team to recognize which document corresponds to each scenario (deposit, partial payment, cancellation, etc.).
Get ahead of Veri*factu with your electronic certificate
The new invoicing structure serves as a foundation for activating Veri*factu.
To prepare:
Check that all legal names, including those of Owners, are complete and up to date.
Verify that VAT codes and invoicing rules reflect your tax reality.
Obtain your electronic certificate, required to sign and send electronic invoices with Veri*factu.
Confirm that your representative entity is registered if you invoice on behalf of Owners.
This way you will reach the mandatory date with a ready system, without the need for last-minute adjustments.
The Verifactu obligation planned for January 2026 has been postponed to January 2027, as communicated by the Consejo de Ministros. Our export feature remains available and fully functional should you wish to activate it. Please contact our Customer Experience team for assistance.
Frequently Asked Questions
What is the most urgent thing I should review to prepare the account for the new invoicing structure?
What is the most urgent thing I should review to prepare the account for the new invoicing structure?
The most critical is to review VAT configuration and exemptions in all invoicing sections. An error in these values can lead to incorrect invoices or compatibility issues with the Tax Agency and with Veri*factu.
Why can’t I use the old invoice and receipt templates anymore?
Why can’t I use the old invoice and receipt templates anymore?
Because those templates do not fit the structure and legal requirements of the new module. The Accounting documents Templates incorporate the appropriate format for invoices, credit notes, pro formas, and receipts within the new regulatory framework.
How do I detect if an invoicing rule is using an obsolete calculation base?
How do I detect if an invoicing rule is using an obsolete calculation base?
You must review the base of each rule. If it is defined as total rent or Booking amount minus the payment to the Owner, it is a deprecated base and you will need to replace it with commercial margin or another available base.
What changes in daily payment management with the new accounting documents?
What changes in daily payment management with the new accounting documents?
You stop modifying payment statuses manually and start documenting each change with receipts and payment vouchers. This creates a stronger accounting history and provides more clarity for audits or internal reviews.
How does the electronic certificate fit into the preparation for Veri*factu?
How does the electronic certificate fit into the preparation for Veri*factu?
The electronic certificate will be used to digitally sign invoices and communicate them to the Tax Agency through Veri*factu. Having it ready and properly configured ensures that, when the module is activated, you can start working without delays.