Still don't know what Verifactu is? Discover how this new Verifactu system affects logistics and how your billing software guarantees total compliance in the transportation sector.

What is Verifactu? The Definitive Guide

If you manage a transportation or logistics company, you have surely heard of Verifactu. But what is Verifactu exactly?

Verifactu is the name given to the new mandatory billing regulation in Spain, promoted by the Tax Agency (AEAT) under Royal Decree 1007/2023.

This regulation, part of the "Anti-Fraud Law", establishes that all entrepreneurs and professionals must use a Verifactu system (or SIF, Computerized Billing System) that meets very strict technical requirements.

The main objective of this Verifactu system is to guarantee the unalterability, conservation, traceability and accessibility of all billing records. In summary, the AEAT wants to ensure that the software that issues invoices does not allow their manipulation, deletion or alteration, thus combating tax fraud.

For the logistics sector, the impact of Verifactu in transportation is direct. Invoicing is intrinsically linked to CMRs, delivery notes and loading orders, which means that your management software (TMS) must be 100% adapted to this new reality.

Official Links of Interest:

The Modalities of the Verifactu System

The Tax Agency has defined two main, and equally valid, modalities so that any Verifactu system can comply with the regulations. The choice of one or the other depends on the characteristics of the software and the operations of the company.

According to official information from the AEAT, these modalities are:

1. VERI*FACTU Modality (Immediate Submission)

This is the modality that gives the law its popular name. Systems that operate under this modality not only generate the invoice and its registration records, but send said records to the AEAT Electronic Headquarters immediately (or almost immediately) after their production.

  • Advantage: The invoices issued are "verifiable" in real time. The end customer can scan the QR code of the invoice and check on the AEAT website that the invoice has been registered correctly.
  • Identification: They will bear the inscription "VERI*FACTU".

2. NO VERI*FACTU Modality (No Immediate Submission)

This modality does not require the automatic sending of billing records to the AEAT. However, to compensate for this lack of immediate forwarding, it requires additional security requirements to ensure data integrity locally.

QR: These invoices will also incorporate a QR code, although this will not allow verification in the Electronic Office (since the record has not been sent).

Additional Requirements: The software must use electronic signature to ensure authenticity and must maintain a detailed “Event Log” of all operations performed.

When does Verifactu come into force? Key Dates

This is the crucial question for the planning of any transportation company. The deadline that you must mark in red on your calendar is January 1, 2027 for companies and July 1, 2027 for self-employed workers.

From that day on, all companies and self-employed workers that issue invoices in Spanish territory (with exceptions such as the SII or regional regimes) must ensure that their billing software meets the requirements of the Verifactu system.

Kargo: Your Solution for Verifactu in Transportation

At Kargo, we understand the specific challenges of Verifactu in transportation. Bureaucracy should not stop your operation. That's why we've integrated all the requirements of the new Verifactu system directly into the core of our transportation management software.

Kargo is not only your tool to manage delivery notes, digital signature and invoices; It is your trusted Computerized Billing System (SIF), 100% adapted to the law.

This is how we guarantee your compliance:

  1. Total Traceability: The regulations require traceability, and so does logistics. In Kargo, each invoice is natively linked to its freight orders, delivery notes (CMRs) and services. We comply with the “traceability” requirement of Verifactu in transport by definition.
  2. Guaranteed Inalterability: Our platform is designed as a robust Verifactu system. Once an invoice is generated, Kargo ensures that the records cannot be modified or deleted, creating the corresponding registration record as required by law.
  3. Automatic QR Generation: You won't have to worry about the technical details. Kargo will automatically generate and insert the mandatory QR code on all your invoices, with the information required by the AEAT.
  4. Flexibility of Modality: Kargo is prepared to adapt to the modalities required by law, either generating records for subsequent sending or integrating with the referral systems that the AEAT enables.
  5. Registration and Conservation: We ensure the conservation of all billing records and associated events during the required legal period, protecting your company from any inspection.

With Kargo, adaptation to Verifactu is not an extra module or a problem to solve; It is a guarantee included in your daily management tool.

Conclusion

More and more companies in the sector adopt specialized software for transportation such as Kargo which includes document control modules, electronic delivery notes, digital signature, electronic invoicing and eCMR. Automating tasks such as document expiration allows you to focus time on what is important: moving merchandise efficiently and safely.

The deadline (January 1, 2027) is approaching. Don't let ignorance about what Verifactu is or the lack of adapted software put your operations at risk or lead to sanctions.

Ensure your compliance with Verifactu in transportation and digitize your logistics with a tool that understands transportation and taxation.

You can also contact us by email at info@kargotr.com or by phone at 644 15 40 01 (call or whatsapp)