Invoice PDFs

Download an invoice PDF

1. 1Open the issued invoice from Invoices.
2. 2Click Download PDF at the top right. The PDF opens in a new browser tab.
3. 3Save or print it from your browser’s PDF viewer.

The file is named after the document and its number in the customer’s language, for example factura-2026-0021.pdf, invoice-2026-0021.pdf or factura-rectificativa-R2026-0001.pdf. The same PDF is attached when you email the invoice (Send an invoice by email).

Drafts have no PDF: an invoice only becomes a document once it is issued and numbered. To check the layout before issuing, preview your design under Settings → Design (Invoice design). Quotes get a PDF once you mark them as sent (Quotes).

What’s on the PDF

• •Header: your trade name (or your logo), the document title and number, the issue date, and the due date and service period if you set them.
• •From: your legal name, tax ID and VAT number, address, commercial registry details (companies), email and phone — from your business profile (Your business profile).
• •Bill to: the customer’s name, tax ID, VAT number and address.
• •Lines: description (with any discount noted), quantity, unit, unit price, VAT rate and amount.
• •Totals: the taxable base, the VAT for each rate (“21 % on …”), the invoice total, any IRPF withholding, and the total due.
• •Tax note: the reverse-charge, export or out-of-scope wording, when the invoice has one (Tax treatments and IRPF).
• •Notes, then Payment details with the bank details from your profile, and your invoice footer at the bottom.

If you aren’t VAT-registered, the VAT column and VAT lines are left out. On cross-border invoices the 0 % VAT lines are dropped too, since the tax note explains why no VAT is charged.

A corrective invoice is titled “Corrective invoice” and also states the number and date of the invoice it corrects, the correction method and the reason code (Corrective invoices and voiding).

The VERI*FACTU QR code

If the invoice was issued with VERI*FACTU on, a QR code is printed in the top right with “VERI*FACTU” and the legend “Factura verificable en la sede electrónica de la AEAT” underneath. Your customer can scan it to check the invoice on the Spanish tax agency’s website. The legend is always in Spanish, whatever the invoice language, because the law prescribes the wording.

Invoices issued in the VERI*FACTU sandbox also say “ENTORNO DE PRUEBAS” and have no legal effect. Invoices issued with VERI*FACTU off have no QR. More in VERI*FACTU records and the QR code.

Language and design

Every label on the PDF — headings, units, “Total due” — is in the customer’s Invoice language (English, Spanish, German, Italian or French), whatever language you use the app in. Set it on the customer before issuing (Customers). Your own text, such as line descriptions and notes, is printed as you typed it.

On the Plus and Ultimate plans you can add your logo and choose the colours and font under Settings → Design (Invoice design). On the Free plan invoices use the standard Invoice 14 look.

Why an issued PDF never changes

When you issue an invoice, everything on it is frozen: your details, the customer’s, the lines, the totals, the language and the design. The PDF is built from that frozen copy, so you get exactly the same document every time you download it — the one your customer received and the one the tax agency would see.

Changing your address, bank details, logo or the customer’s details later only affects invoices you issue from then on. If an issued invoice itself is wrong, correct it with a corrective invoice (Corrective invoices and voiding).