Your business profile

Open your business profile

Your business profile is the General section of Settings. Click the cog in the top bar to open it. It has five cards: language, your business details, invoice numbering, quote numbering, and payment instructions & footer. Fill them in once and Invoice 14 prints them on every invoice and quote.

Change what you need, then click Save settings at the bottom of the page. Each Settings section saves on its own, so save before you move to another section.

Only the workspace owner can save settings. Members can open the page but get an error when they save, and they don’t see your bank details. See Team members.

Fill in your business details

The card Your business (invoice issuer) holds the details that identify you as the issuer of the invoice. In Spain and most other countries an invoice is only valid if it shows them.

• •Legal name: your full name if you are self-employed, or the company’s registered name. Required.
• •Trade name (shown as heading): the name your customers know you by. It is printed as the heading of your invoices. If you leave it empty, the legal name is used.
• •Tax ID: your NIF in Spain. The label follows your country (for example VAT No. in the UK). Required.
• •Address line 1, Postal code and City: required. Address line 2 and province are optional.
• •Country: sets your tax names (IVA, VAT, TVA…), the tax ID label, the rate presets and which reports are shown first. You can only pick one country per workspace.
• •Email and Phone: optional contact details. Your business email is also the default reply-to address for invoice emails (see Email sending).

Until legal name, tax ID, address line 1, postal code and city are all filled in, the dashboard shows Finish setting up your business profile and Invoice 14 refuses to issue invoices. You can still save drafts.

Choose your legal form

Under Legal form, choose Natural person (self-employed / sole trader) or Company (SL, SA, Ltd…). In Spain, Invoice 14 guesses it from your NIF as you type: a NIF starting with a number or with K, L, M, X, Y or Z belongs to a person, and one starting with a letter such as B (SL) or A (SA) belongs to a company. Once you pick a legal form yourself, the guess stops.

• •Choosing Company (SL, SA, Ltd…) shows an extra field, Commercial registry inscription. Spanish companies must print their Registro Mercantil details on every invoice, for example “Inscrita en el Registro Mercantil de Madrid, Tomo 1234, Folio 56, Hoja M-78901”.
• •Switching the legal form also resets your IRPF default: on for a person, off for a company. Companies don’t normally have IRPF withheld from their invoices. You can change it again under Tax settings.

Add your intra-EU VAT number

VAT number (intra-EU) is the number EU business customers use to check you on VIES. In Spain it is ES followed by your NIF, and you only have one if you are registered in the ROI (Registro de Operadores Intracomunitarios). Leave it empty if you only invoice inside Spain.

If the number doesn’t match the usual format for your country, you see This does not look like a valid VAT number for this country under the field. It is only a warning, so you can still save. Check for a missing country prefix or a typo.

Set up invoice numbering

Spanish invoices must be numbered in an unbroken sequence. Invoice 14 handles this for you: an invoice only gets its number when you issue it, and numbers are never reused, not even when an invoice is voided. Drafts have no number.

Under Invoice numbering, the Series prefix is the part before the dash. With the prefix 2026, invoices are numbered 2026-0001, 2026-0002 and so on. The text next to the field shows the next number you will get. A prefix can be up to 20 characters: letters, numbers, dots, dashes and underscores.

• •Changing the prefix starts a new series from 1. If you have already issued invoices, the old series is closed and the new prefix starts again at 0001. Before you save, the preview next to the field still shows the current counter. Your first invoice in the new series will actually be 0001.
• •Starting a new year: the prefix doesn’t change by itself on 1 January. If you want a series per year, change 2026 to 2027 before you issue your first invoice of the new year.
• •Don’t go back to a prefix you have already used. Each prefix can only be used for one series.
• •Corrective invoices have their own series: R plus your prefix, for example R2026-0001. See Corrective invoices and voiding.

Quote numbering works the same way for quotes, with Quote series prefix (P2026 by default). Quotes aren’t tax documents, so their numbering is just for your own reference. See Quotes.

Add payment details and a footer

• •Bank details (printed on every invoice): how customers should pay you, for example “Transferencia bancaria” and your IBAN. It is printed on every invoice.
• •Invoice footer: any text you want at the bottom of every invoice, such as payment terms or a thank-you line.

Issued invoices keep the details they were issued with. If you change your address or bank account later, only invoices you issue from then on show the new details.

If VERI*FACTU is on

Your invoice records are registered with the AEAT under your NIF. While VERI*FACTU is on, you can’t change your tax ID or country here. Saving a change gives the error “Disable VERI*FACTU before changing…”. To make the change, switch VERI*FACTU off first. See Set up VERI*FACTU.