Invoicing outsourcing

You don’t need to worry about the billing management. We manage the invoicing of your company, to maximize the results of your business.

As your partner in Spain (Madrid and Barcelona) , Henry Towers will deliver a stellar service for you to focus on maximizing the benefits of your business. As your business partner for administration, we can produce and deliver the invoices for your business to grow, taking care of your invoicing process up to money collection as easy as one, two and three. Henry Towers is also certified to use the FACe system to manage invoices with governmental agencies.

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Methodology

1

Analysis

  • Information
  • Requirements

2

Execution

  • Processing
  • Validating

3

Report

  • Completion
  • Status

In our vocation to serve, we have designed this service for you to be a no brainer, we at Henry Towers will take care of this revenue process from A to Z. As a certified partner for public administration we can also provide this service, even if your clients is any govern agency. We help you focus on what matters the most your business.

Information gathering and context understanding about Invoicing outsourcing

Our experts will analyse your business background and required information to setup the system and the process. It is important for us to be punctually informed of any variation and strategy in order to be able to adjust accordingly our process to serve you better.

Execution process of Invoicing outsourcing

Henry Towers’ experts will act as per the agreed process and will manage on your behalf the complete process. Your team will be sending to Henry Towers all the orders and we will prepare the invoices, we will follow up and support your costumers during the process and reconciliate payments with the bank. If you require invoices for governmental agencies we will manage them as well.

Invoicing outsourcing Report

You will be updated of the processes. Our periodical reporting will let you know the status of the invoices and the accounts receivables. In our periodical meeting it is important that you share with us any variation in your business strategy in order to keep us informed of new clients and orders.

Royal Decree 1619/2012, of November 30th approving the Regulation on invoicing requirements.

Royal Decree 1789/2010, of December 30th modifying the VAT regulation and the regulation on invoicing requirements.

Law 37/1992, of December 28th on the Value Added Tax.

What if they ask me for a duplicate of an invoice?

In principle, you can only issue one original of each invoice or substitute document. But it is allowed to make duplicates, which must include the expression “duplicate " that will have the same effectiveness as the original invoice or substitute document, in two cases:

When several recipients come together in the same delivery of goods or services. In this case, the portion of the taxable amount and of the amount passed on to each of them must be entered in the original and in each of the duplicates.

In the event of loss of the original for any reason.

We hope that with all this information you are clearer how to make an invoice.

Liabilities of the liabilities. Article 164.

Obligations of taxable persons. One. Notwithstanding the provisions of the previous Title, taxable persons shall be bound, with the requirements, limits and conditions to be determined to: ... / ... 3º. Issue and deliver invoice of all its operations, adjusted to what is determined Regulations. ... / ... Two. The obligation to issue and invoice the operations carried out by the Entrepreneurs or professionals can be fulfilled, in the terms that Established by the client of the said businessmen or professionals or by a third party, the Which act, in any case, in the name and on behalf of the same.

When the obligation is fulfilled by a client of the employer or professional, there is a prior agreement between both parties, formalized in writing. In addition, the acceptance by said entrepreneur or professional of each of the invoices issued on your behalf and on your behalf, by your client. Invoices issued by the employer or professional, by his client or by a third party, in Name and on behalf of the said employer or professional, may be transmitted by means of Provided that, in the latter case, the recipient of the invoices has given his Consent and the electronic means used in its transmission guarantee authenticity Of its origin and the integrity of its content. Regulatory will determine the requirements to which the billing must be adjusted electronics. ... / ... Article 165.- Special rules on invoicing.

  • One. Invoices received, supporting documents and copies of invoices issued, be retained, including by electronic means, during the limitation period of the Tax. This obligation may be fulfilled by a third party, acting on behalf and on behalf of the taxable person. When the documents referred to in the previous paragraph refer to acquisitions by the Which have been or have been paid Value Added Tax Deduction is subject to a period of regularization, they must be retained during the Regularization period corresponding to those quotas and the following four years. The regulations for the fulfillment of the obligations which establishes this section.
  • Two. Regulation may establish alternative formulas for Obligations of invoicing and retention of the documents referred to in Paragraph 2 in order to prevent disruption in the Business or professional.
  • Three. Where the taxable person retains by electronic means the documents to which the Referred to in section one of this article, the Tax Administration must be guaranteed both online access to them as their remote loading and utilization. The previous obligation will be Independent of the place of conservation. Royal Decree 1496/2003, of November 28 (BOE of 29) approving the Regulation regulating billing obligations Article 2. Obligation to issue invoice. (Drafting given to section 3 by Royal Decree 1789/2010, of December 30 (BOE of 31), with effects of 1.01.2011) 1. In accordance with article 164.uno.3 of Law 37/1992, of December 28, of the Tax Value added, employers or professionals are obliged to issue an invoice and A copy of it for the deliveries of goods and services rendered in the Activities, including those not subject to and subject to, but exempt from, the tax, in The terms established in this regulation and with no more exceptions than those provided in it. This obligation also applies to employers or professionals of value added tax. An invoice and a copy of the invoice must also be issued for payments received prior to The supply of goods or services for which

This obligation is fulfilled in accordance with the preceding paragraph, with the exception of Exempt from Value Added Tax in application of Article 25 of The Tax Law. 2. Invoice and copy of invoice shall be issued in any case in the following operations:

Those in which the addressee is an entrepreneur or professional acting as such, with Of the tax system to which the employer is Professional who performs the operation, as well as any others in which the recipient as well Require it for the exercise of any right of a tax nature.

The supply of goods destined for another Member State as referred to in Article 25 of The Tax Law.

The deliveries of goods referred to in article 68.three and five of the Tax Law When, by application of the rules referred to in said precept, they are understood to be carried out in the Territory of application of the tax.

The supply of goods dispatched or transported outside the European Community to which Referred to in article 21.1 and 2 of the Tax Law, except for those made in free shops of tax referred to in paragraph 2 (b) of that article.

The supply of goods to be installed or assembled before Provision referred to in Article 68. 2. 2 of the Tax Law.

Those to which legal persons are addressed who do not act as entrepreneurs or Professionals, irrespective of whether they are established in the territory of Application of the tax or not, or the public administrations referred to in Article 2 of the Law 30/1992, of 26 November, on the Legal Regime for Public Administrations and Common Administrative Procedure.

It shall be considered as accounting document referred to in number 4 of section one of article 97 of the Tax Law, any document that supports the Accounting annotation of the operation when the person doing it is an entrepreneur or professional Established in the Community.

Exceptions to the obligation to issue invoice. (Drafting given by Royal Decree 1789/2010, of December 30 (BOE of 31), with effects of 1.01.2011). 1. There shall be no obligation to issue an invoice, except in the cases contained in paragraph 2 of article 2 of this Regulation, by the following operations:

Transactions exempt from value added tax pursuant to Article 20 of its Regulatory Law. However, the issue of an invoice shall be obligatory in the transactions exempt from this Tax in accordance with article 20.uno.2, 3, 4, 5, 15, 20, 21, 22, 24 and 25 of the Tax Law.

Those made by entrepreneurs or professionals in the development of activities to which it is the special regime of the equivalence surcharge applies. However, an invoice must be issued in any case for the delivery of real estate in which the taxable person has waived the exemption referred to in Article 154 Law of the Tax.

Those carried out by entrepreneurs or professionals in the development of activities for which the simplified tax regime, unless the Accrued due to the volume of income. However, an invoice must be issued in any case for transmissions of fixed assets to which Refers to article 123.uno.B) .3 of the Tax Law.

Those others in which this is authorized by the Department of Tax Management of the State Agency of Tax Administration in relation to Professionals or companies, in order to avoid disturbances in the development of Business or professional activities. 2. Employers or professionals shall not be required to Operations performed in the development of activities Special arrangements for agriculture, livestock and fisheries, without prejudice to the provisions of Article 14.1 of this Regulation. In any case, an invoice must be issued for the deliveries of buildings to which the Second paragraph of section one of article 129 of the Tax Law. Article 4. Documents replacing invoices. (Drafting given to paragraph 2 by Royal Decree 87/2005 of 31 January (BOE of 1 February), with effect from 22.02.2005) 1. The obligation to issue an invoice may be fulfilled through the issuance of ticket and copy in the operations described below, where their amount does not exceed 3,000 euros, Value added tax included:

  • Retail sales, including those made by manufacturers or processors of the products Delivered. For these purposes, the sale of goods Furniture or livestock in which the recipient of the operation does not act as Entrepreneur or professional, but as final consumer of those. No sales will be considered By minor ones that have by object goods that by their objective characteristics, packaged, Presentation or conservation status are mainly for business use or professional.
  • Sales or services by ambulance.
  • Sales or home-based services of the consumer.
  • Transport of people and their luggage.
  • Hotel and catering services provided by restaurants, bars, cafes, Horchaterías, chocolate shops and similar establishments, as well as the supply of beverages or Meals to consume on the spot.
  • Services provided by dance halls and discotheques.
  • Telephone services provided through the use of public telephone booths, as well as cards that do not allow identification of the bearer.
  • Hairdressing services and those provided by beauty institutes.
  • Use of sports facilities.
  • Revealing of photographs and services provided by photographic studies.
  • Parking and parking of vehicles.
  • Movie rental.
  • Dry cleaning and laundry services.
  • Use of toll motorways.

Those authorized by the Department of Tax Management of the State Agency of Tax Administration in relation to business or professional sectors or companies To avoid disturbances in the conduct of Business or professional. 2. Notwithstanding the provisions of the previous section, the obligation to issue an invoice be fulfilled by the issuance of ticket in the cases referred to in Articles 2.2 and 3. 3. For the purposes of this regulation, shall have the status of any document that is Issued in the cases referred to in paragraph 1 and complies with the requirements laid down In article 7, and will be considered as substitute document of an invoice. In no case shall these documents be considered as invoices for the purposes of provided in article 97.one of the Tax Law. Article 5. Compliance with the obligation to issue an invoice or substitute document by the addressee or by a third party. 1. The obligation referred to in Article 2 may be physically complied with by the Recipients of the operations or by third parties. In any of these cases, the employer or Professional or taxable person responsible for issuing the invoice shall be responsible for the Compliance with all the obligations set forth in this title. 2. In order for the obligation referred to in Article 2 to be physically complied with by the Recipient of transactions other than the taxable person for value added tax The following requirements shall be met:

  • There must be a documented agreement between the employer or professional The operations and the recipient of those operations by which the first authorizes the second Issuance of invoices or substitute documents corresponding to those operations. This agreement must be signed prior to the completion of the operations, and in it must specify those to which it refers.
  • Each invoice or substitute document thus issued must be accepted by the entrepreneur or professional who has performed the operation.
  • The addressee of the operations that proceed to the issuance of invoices or documents Substitutes corresponding to those must send a copy to the employer or professional which made them within the period established in Article 9.1. The obligation to send the copy of the invoice or substitute document referred to in paragraph above may be fulfilled in accordance with the provisions of articles 17 and 18. Copies of invoices or replacement documents must be accepted within 15 Days of receipt by the employer or professional who had made the operations. Invoices or replacement documents for which copies have been rejected expressly in the aforementioned period shall be deemed not issued.
  • These invoices or substitute documents shall be issued in the name and on behalf of the Entrepreneur or professional who has performed the operations documented therein. 3. The obligation to issue an invoice may be fulfilled by employers or professionals or Taxable persons by means of the contracting of third which require the issuance of invoices or substitute documents. 4. When the recipient of the operations or the third party issuing the invoices or documents Is not established in the European Community, unless In the Canary Islands, Ceuta or Melilla or in a country with which there is a legal instrument relating to

Mutual assistance with a scope similar to that laid down in Directives 76/308 / EEC Of 15 May 1976 on mutual assistance for the recovery of Appropriations for certain levies, duties, taxes and other measures, and Council Directive 77/799 / EEC of 19 December 1977 concerning mutual assistance between the Competent authorities of the Member States in the field of direct taxation, Certain excise duties and excise duty And by Council Regulation (EC) No 1798/2003 of 7 October 2003, Administrative cooperation in the field of value added tax and Which repeals Regulation (EEC) No 218/92, only the issuing of invoices Or substitute documents by the addressee of the transactions or by third parties previous Authorization of the State Agency of Tax Administration

Contents of the invoice. (Drafting given to paragraph 1 by Royal Decree 1789/2010, of December 30 (BOE of 31), with effects of 1.01.2011) 1. Each invoice and its copies shall contain the following data or requirements, without Prejudice to those which may be required for other purposes and the possibility of including any other terms:

Number and, if applicable, series. The numbering of invoices within each series will be Correlative. Bills may be issued by separate series where there are reasons Justify and, among other assumptions, when the person responsible for its issuance has several Establishments from which it carries out its operations and when the person obliged to issue them Carry out operations of different nature. However, it will be mandatory, in any case, the issue in specific series of invoices following:

Those issued by the addressees of the operations or by third parties referred to in the Article 5, for each of which a different series shall exist.

The rectifications.

Those issued pursuant to additional provision five of the Tax Regulations on Value Added, approved by Article 1 of Royal Decree 1624/1992 of 29 December.

The date of its issue.

Name and surname, reason or full corporate name of both the obligor to be issued Invoice and the recipient of the transactions.

Tax Identification Number attributed by the Spanish Tax Administration or, the identification provided by another Member State of the Community, with which the obliged to issue the invoice. Likewise, it will be mandatory the consignment of the Tax Identification Number of the recipient In the following cases: 1. In the case of a supply of goods destined for another Member State Exempt pursuant to article 25 of the Tax Law. 2. In the case of an operation whose addressee is the taxable person of the Tax corresponding to that one. In the case of operations understood to be carried out in the territory of application of the Tax and the employer or professional obliged to issue the invoice has to Established in that territory.

Domicile, both of the obligor to issue invoice and the recipient of the operations. It is mandatory to issue an invoice or the addressee of the operations have several Place of business, the location of the Establishment to which they refer where such reference is relevant for the determination of the taxation regime corresponding to said operations. Where the recipient of the transactions is a natural person who does not act as an entrepreneur or professional, it will not be mandatory to enter your address.

A description of the operations, including all the information necessary for the Determination of the tax base of the Tax, as defined by Articles 78 And 79 of the Tax Law, corresponding to those and their amount, including the price Unit of the said operations, as well as any discount or rebate that does not Is included in said unit price.

The tax rate or tax rates, if applicable, applied to operations.

The tax rate that, if applicable, is passed on, which must be recorded separately.

The date on which the operations being documented have been carried out or in which, the payment has been received, provided that it is a date different from that of the Issue of the invoice.

How to Bill?

How to make a step by step invoice correctly? We explain everything you need to know, from the requirements you must meet to make your invoice legally valid, data and taxes to include or situations in which it is necessary to make an invoice or it is possible to use a ticket as a substitute document of the invoice.

When should you issue an invoice?

As an entrepreneur or self-employed professional you are obliged to issue and deliver invoice, or other supporting documents, for the operations you carry out during your activity. Do not forget that you always have to keep a copy of the document you have delivered. That is, you must be registered in Hacienda (Tax Agency) to issue invoices.

You are also required to keep all invoices you receive from other business owners or professionals.

It is obligatory that in the delivery of goods and the provision of services emit and keep the invoices in which the operations of the VAT that entails your activity are collected (the obligation also extends to those that are not subject to the tax and subject but Exempt) and also if you take advantage of a special VAT regime.

However, in some special VAT regimes , in principle it is not necessary to issue invoices, giving rise to the following exceptions which essentially affect transactions with individuals:

Operations exempt from VAT.

Those made by employers or professionals in the special regime of the equivalence surcharge.

Those made by businessmen or professionals under a simplified VAT system, unless the determination of the accrued fees is made in response to the volume of income.

Those made by entrepreneurs or professionals in the special regime of agriculture, livestock and fishing.

You are always obliged to issue an invoice when the recipient is an entrepreneur or professional acting as such and when your client requires it for the exercise of any tax right.

Even so, in these regimes, transactions related to the transfer of real estate and fixed assets are usually subject to the obligation to issue an invoice. In these occasions it is recommended to verify the concrete case with an adviser.

What should include an invoice?

Each invoice must include each and every one of the data listed below:

 

  • Number and, if applicable, series. The numbering of the invoices within each series will be correlative. There may be separate series in the following cases: several establishments, operations of different nature or amending invoices. A new series is usually started for each year.
  • The date of its issue.
  • Name and surname, reason or full name of both the obligor to issue invoice and the recipient of the transactions.
  • Tax identification number attributed by the Spanish Administration or, where applicable, by the other Member State of the European Community, with which the transaction was carried out by the party obliged to issue the invoice.
  • Address, both of the provider to issue invoice and the recipient of the operations.
  • Description of operations, with all the information necessary to determine the taxable amount of the tax, that is, the total amount of the consideration corresponding to them and their amount, including the unit price without tax of said operations, as well as any Discount or rebate that is not included in said unit price.
  • The tax rate of VAT and the equivalence surcharge if applicable, as well as the percentage of withholding income tax also if it proceeds, as it happens with the professionals.
  • The tax rate which, if applicable, needs to be recorded separately.
  • The total amount to be paid.
  • The date on which the transactions are documented or where, if appropriate, the advance payment has been received, provided that it is a different date than the date of issue of the invoice.

The electronic invoice

It has long been clear that the electronic invoice is the prevailing invoice model, definitely displacing the paper invoice. In fact, the billing regulation gives the same treatment to the electronic invoice as to the paper invoice. In addition, since 2015 it is mandatory for public administration providers and large companies to use them.

We recommend our specific article on the electronic invoice, where we analyze its characteristics and operation.

What if they ask me for a duplicate of an invoice?

In principle, you can only issue one original of each invoice or substitute document. But it is allowed to make duplicates, which must include the expression “duplicate " that will have the same effectiveness as the original invoice or substitute document, in two cases:

When several recipients come together in the same delivery of goods or services. In this case, the portion of the taxable amount and of the amount passed on to each of them must be entered in the original and in each of the duplicates.

In the event of loss of the original for any reason.

We hope that with all this information you are clearer how to make an invoice.

Accounting and payroll partner
Accounting and payroll partner

Precision, this what this service requires. We at Henry Towers, deliver outstanding service. Our process are very simple towards our clients, we ensure the proper understanding of your requirement and business context, we process the task and report back to you the status and completion

Accounting and Payroll Manager at Henry Towers