Invoices and Veri*factu

#What it's for

With the Invoices module, every payment you take in The Food Please comes with its invoice, ready for Veri*factu (the Spanish tax agency's system that stops invoices from being changed afterwards):

• A simplified invoice for every payment (the usual «receipt»).
• An invoice with NIF (Spanish tax ID) when the customer asks for one with their details.
• Corrective invoices for refunds, and voiding if one was issued by mistake.

Numbering is consecutive, with no gaps, and every invoice carries its tax QR code.

Price: 14.90 €/month or 149 €/year + VAT. Included in the «Everything» plan. It needs the POS, which is already in your plan. No free trial.

#Before you start: does Veri*factu apply to you?

If you invoice with software (a POS or invoicing program), Spanish law requires that software to comply with Veri*factu. If you invoice with The Food Please (you have the Invoices module or have already issued an invoice), the dashboard warns you with a black bar at the top while anything is missing:

• It may say «Veri*factu: upload your digital certificate», «Veri*factu: your certificate has expired» or «Veri*factu: complete your tax details», and what's missing.
• And the date: «Mandatory in 2027». For companies, from 1 January 2027; for sole traders (autónomos), from 1 July 2027. Until then everything keeps working as before.
• The owner sees Upload or Complete. Everyone else sees «Ask the owner». With Later you hide it for 7 days.

#Turning invoicing on

Go to Menu › Dishes › Venue settings › Invoicing (in the «Payments and orders» block). It shows «Issuing invoices» or «Off».

At the top there's the Set up VERI*FACTU guide with five steps: Tax details and tax ID, Get the digital certificate, Upload it with its password, Test and Turn it on. Each step ticks itself when it's done («Done», «To do» or «Check») and, if something fails, tells you what to do. Go takes you to that step's part of the screen.

1. Fill in your tax details: Legal name, Trading name, NIF and Registered address.
2. Check the series (T for simplified, F for invoices with NIF, R for corrective) and the VAT (IVA). It's set to 10 %; if a category uses a different rate, change it under «By category» (21, 10, 5, 4 or 0 %). If you're unsure which rate applies, ask your accountant.
3. Tap Save.
4. Upload your electronic certificate (a .pfx or .p12 file): Choose file, type the Certificate password and tap Upload certificate. On the same screen there's a guide to requesting one from the FNMT (Spain's official certificate authority).
5. When you're ready, turn on Issue invoices. It asks «Start issuing invoices now? Earlier payments are not invoiced.». Tap Yes, issue invoices.

• Without a certificate, invoices are still issued, but sending them to the tax agency waits until you upload it.
• In Submissions to the Tax Agency you see each submission: pending, sending, accepted, with errors or rejected, with Send now and Retry.
• The submission environment starts in «Test». Before switching to «Production», check it with your accountant.

#Letting customers request their invoice from the receipt

In the same place, turn on Customers can request their invoice from the receipt. You choose how long they have to request it (30 days by default, until the end of the month or until the 15th of the following month) and a footer text if you like.

This is what your customer sees:

1. On their receipt (on paper or on their phone) they see «Need an invoice?» with a QR code, or the Get an invoice with my details button.
2. They type their NIF and tap Continue. If that company has asked you for an invoice before, its details are filled in.
3. They complete their name or company name, address, postcode and town, and tap Issue my invoice.
4. They see «Your invoice is ready» and download it as a PDF. If they come back, the button says View my invoice.

There's only one invoice with NIF per receipt.

#Finding, resending and correcting invoices

In Business › Invoices you see every invoice issued. Search by number, NIF or customer name, by date or by type (Simplified, With NIF, Corrective).

• Print, PDF and Send by email (the email has the invoice attached as a PDF).
• Invoice in the name of…: turns a simplified invoice into a full invoice with the customer's details (see below).
• Refund: issues a corrective invoice (manager and owner).
• Void: only if the invoice was issued by mistake, not for refunds (owner only).
• Export for your accountant: downloads a CSV file with the period's invoices for your accountant.

Anything you've already issued can always be viewed and exported, even if you remove the module.

#Invoice in a customer's name

When a customer asks for an invoice with their details (a company, a self-employed person):

1. Find the receipt in Business › Invoices (by number, date or amount) and open it.
2. Tap Invoice in the name of….
3. If you saved them before, type their name or tax ID in «Find a saved customer» and tap it: everything fills in.
4. If not, type the Legal name or company, Tax ID (NIF), Address, Postcode and Town. Phone and email are optional.
5. Leave Save this customer's details for next time on and, if you typed their email, Email it to the customer.
6. Tap Make invoice.

A full invoice (series F) is made that replaces the receipt's simplified invoice and is recorded in VERI*FACTU. There's only one per receipt. From the invoice you can download the PDF or send it again.

#Sending your invoices to Holded

If your accountant keeps your books in Holded, The Food Please sends it a copy of the invoices you issue. Invoices are still issued here and sent to Veri*factu from here: Holded only gets them for the accounts and doesn't send them to the Tax Agency again.

It's part of the Invoices module at no extra cost (Invoices is included in «Everything» or €14.90/mo on its own). Only the owner connects it.

1. In Holded, go to Settings › Developers › Credentials, tap «Add API token» and give it read and write access to Sales (invoices, receipts, corrective invoices and invoicing settings), Contacts, Taxes and Treasury. Copy the token: Holded only shows it once.
2. In Invoicing, open Connect to Holded, paste the token and tap Connect. It's stored encrypted and never shown again.
3. When you connect, we create the «The Food Please (VERI*FACTU en TFP, no enviar)» series in Holded marked «Don't send to Verifactu». If it isn't marked, we send nothing.
4. Choose how they're sent and tap Save:
   • One by one: each invoice with its The Food Please number, lines, VAT and payment method. Simplified invoices go as sales receipts; invoices with tax ID as invoices (with the customer found or created by tax ID); refunds as corrective invoices.
   • Daily summary: each day's receipts in one document per VAT rate, with the first and last. Invoices with tax ID and corrective invoices still go one by one. For venues with lots of receipts.
   • Send invoices from: earlier ones aren't sent, so nothing your accountant already has is duplicated.
   • Mark as paid: records the payment in Holded (you can choose the account for cash and the one for card and others).
5. They're sent every night on their own. To skip the wait, tap Send now.

Sends shows how many are sent, pending or failed, each with Retry. In Business › Invoices every invoice says «In Holded», «Holded: pending» or «Holded: error».

• A simplified invoice you swap for one with a tax ID doesn't travel twice: the tax-ID one goes. If you void one that was already in Holded, we remove its copy.
• Holded limits API calls by plan (500 to 100,000 a month). The screen tells you how many each option would use; with lots of receipts, use the daily summary.

#What about the Management report?

The Management report is a summary of sales and payments for you. It carries the note «It doesn't replace your POS closing or your invoices»: it isn't a document for the tax office.

#Common problems