Create and issue an invoice

Start a new invoice

An invoice starts as a draft. You can save and change a draft as often as you like; it only becomes a legal invoice, with a number, when you issue it.

1. 1Open Invoices in the top bar.
2. 2Click New invoice.
3. 3In Customer, start typing a name or VAT number and pick the customer. New customer? Choose Add customer at the bottom of the list (Customers).

Picking the customer fills in the tax treatment, the legal tax note and IRPF withholding from your tax settings and the customer’s defaults. Tax treatments and IRPF explains each one.

Dates and other details

• •Issue date: today by default. If VERI*FACTU is on, it has to stay today’s date (Spain time), because the record is sent to the AEAT the moment you issue.
• •Due date: optional. Set it if you agreed payment terms — an issued invoice that isn’t fully paid by then counts as overdue on the dashboard and in the receivables report.
• •Service period (free text): optional free text for when the work was done, such as “October 2026” or “Q3”. It’s printed under the dates.
• •IRPF withholding, Tax treatment and Tax note (printed on the invoice): prefilled for the customer; change them here if this invoice is different.

Add lines

Each row under Lines is one line on the invoice.

• •Description: type freely, or click the box to choose from your Products and services — picking one fills in the description, unit, price, VAT rate and the customer’s negotiated discount.
• •Qty and Unit: decimals are fine (1.5 days).
• •Price €: the unit price before tax. Use a comma or a point for decimals, but no thousands separator — type 1200 or 1200,50, because 1.200 is read as 1.2.
• •Discount: choose % for a percentage, or the currency symbol for a fixed amount off each unit.
• •VAT rate: set per line, so one invoice can mix rates (for example 21 % and 10 %).
• •Net: the line total after discount, before tax.

Click + Add line for another row, or ✕ at the end of a row to remove it. The totals panel updates as you type: Taxable base, the VAT for each rate, any IRPF withholding (subtracted), and Total due. Anything in Notes (printed on the invoice) is printed under the totals — handy for a project reference or payment terms.

Save a draft or issue the invoice

Save draft keeps your work without numbering it. Drafts show as (draft) in the list; open one to carry on, or click Delete draft to throw it away. Drafts are free — they don’t count towards your plan’s invoice allowance.

Issue invoice asks you to confirm, then saves the draft and turns it into a real invoice:

• •It gets the next number in your series (for example 2026-0022). Numbers are consecutive, never skipped and never reused; you set the series prefix under Settings → General (Your business profile).
• •Your business details, the customer’s details, the lines and the totals are frozen exactly as issued. Editing the customer or your profile later doesn’t change it.
• •The PDF can now be downloaded and emailed (Invoice PDFs, Send an invoice by email), and you can record payments against it (Payments and refunds).
• •If VERI*FACTU is on, the invoice record is sent to the AEAT straight away (VERI*FACTU records and the QR code).

An issued invoice can’t be edited or deleted — Spanish (and most EU) invoicing rules require issued invoices to stay exactly as sent. To fix one, issue a corrective invoice, or void it if it was issued by mistake: see Corrective invoices and voiding.

Numbers follow the order in which you issue. Spanish rules expect numbers and dates to run in the same order, so avoid issuing an invoice dated earlier than one you’ve already issued.

If the invoice won’t save or issue

Nothing is numbered until issuing succeeds, so you can fix the problem and try again. The message above the buttons tells you what is wrong:

• •Every line needs a description and a positive quantity: a line has an empty description, or a quantity of zero or less. Fill it in or remove the row.
• •Select a customer: pick a customer first.
• •Complete your business profile in Settings before issuing invoices: an invoice must show your legal name, tax ID and full address. Add the missing fields under Settings (Your business profile).
• •Cannot issue an invoice with no lines: add at least one line.
• •Reverse charge requires the customer’s VAT number or does not look like a valid VAT number: add or correct the VAT number on the customer, or change the tax treatment (Tax treatments and IRPF).
• •Your plan allows … invoices per year/month and you have used them all: upgrade in Billing (Plans and billing). Voided invoices count, because their number was used; corrective invoices don’t.
• •VERI*FACTU invoices must be issued with today’s date and other VERI*FACTU messages: see Set up VERI*FACTU and Troubleshooting.

What the statuses mean

• •draft: not issued yet, no number, freely editable.
• •issued: issued and not yet fully paid.
• •paid: payments recorded cover the amount due.
• •voided: cancelled after issue; the number stays used.
• •corrective: a corrective invoice that amends an earlier one.
• •AEAT: …: the state of the invoice’s VERI*FACTU record, such as accepted or pending (VERI*FACTU records and the QR code).

The list doesn’t have a separate overdue badge: an overdue invoice still shows as issued. Find overdue invoices on the dashboard or in the aged receivables report (Sales and receivables reports). The list’s Due column is the amount the customer has to pay (after any IRPF withholding), not what is still outstanding.