The Spanish rental market is on the brink of major changes. The country’s tax authority (AEAT) is implementing the Verifactu system, which will radically transform the way invoices are issued. This is not just another bureaucratic innovation, but a step towards full transparency and digitalization of financial operations in the short- and medium-term rental sector. Property owners and management companies will have to move away from familiar tools like Excel in favor of certified software.
What is Verifactu and why is it necessary?
In essence, Verifactu is a standard for the creation, storage, and verification of electronic invoices. Its main goal is to eliminate the possibility of manipulating financial records. Every document generated will receive a unique cryptographic signature (hash), linking it inseparably to previous invoices. Any attempt to modify or delete an invoice retroactively will be immediately detected. Additionally, each invoice will feature a QR code. By scanning it, both clients and tax inspectors will be able to instantly verify the document’s authenticity. For businesses, this means a new level of trust and accountability—which is especially important when working with corporate clients who demand flawless documentation.
Who will be affected by the new rules, and when?
The new requirements apply to everyone who is obligated to issue invoices for providing rental accommodation, including tourist apartments, colivings, or temporary stay flats. Working through popular online platforms does not exempt you from this responsibility, as it is the manager or owner who is accountable for properly preparing the invoice for the guest. The transition period has already begun: from July 2025, it will be possible to participate in pilot projects and test the new software. However, starting January 1, 2026, the system will become mandatory for all legal entities, and from July 1, 2026, for individual entrepreneurs. There is not much time left to adapt, so it’s best to start preparing now.
Practical aspects: how to work with the new invoices
The Verifactu system is making adjustments to standard operational processes. For example, when receiving a prepayment, you’ll now have to immediately issue an invoice for the advance amount. Upon guest checkout, a final invoice is generated, with the advance shown as a separate line with a minus sign. If an error in the invoice amount or client data is discovered after issuing, you won’t be able to amend the original document. Instead, a corrective invoice must be created, which will reference the original. This entire workflow, including advances and corrections, is now completely transparent and trackable thanks to hashing and QR codes.
Risks of non-compliance and choosing the right software
Failure to comply with the new regulations risks more than just fines from the tax authority. Even greater issues can arise: account cancellations, VAT payment claims, and payment delays from B2B clients who will simply refuse to accept a document that can’t be verified. Using uncertified software, or sticking to the old ways that allow invoice editing, exposes you to major violations and the potential need to redo past reports and pay penalties. The key to a smooth transition is choosing the right software. It should not only be approved by the tax office, but also integrate with your property management system (PMS), support multiple numbering series for different properties or legal entities, and properly handle advance and corrective invoices.
