Adapt the software to VeriFactu It will be a necessary step for many companies that use computer systems to issue their invoices. After the postponement approved in December 2025, Corporate Tax taxpayers will need to have their systems adapted before January 1, 2027, while for the rest of the taxpayers the deadline extends until the July 1, 2027.
But adapting a company to VeriFactu isn't just about installing a new program.
The real question is what billing system the company currently uses, what version it has, how it is integrated with their ERP, and which adaptation option fits best with the way they work.
In this article, we go over what a company should consider to prepare its software for VeriFactu, what requirements the system must meet, and what options exist to handle the adaptation without having to change the entire management system.
What does it mean to adapt the software to VeriFactu?
VeriFactu is part of the Regulation that establishes the requirements for Billing Computer Systems (RRSIF), approved by the Royal Decree 1007/2023.
Therefore, we are not simply talking about installing an app called VeriFactu. The regulations set a series of requirements that computer systems used in billing processes must meet.
Among them are aspects related to the integrity, preservation, accessibility, legibility, traceability, and unalterability of billing recordsAlso, the systems must be able to send billing records to the tax authorities.
In practice, this means that a company should check if the software it currently uses for invoicing can be adapted to these requirements.
What should change in the billing system?
Depending on the solution used, the adaptation may involve:
- Update the software version.
- Install a specific extension or module.
- Adapt certain billing processes.
- Check integrations with other systems.
- Include the required QR code on the invoices.
- Correctly generate the billing records.
- Ensure the traceability and unchangeability of these records.
- Check the responsible declaration corresponding to the software.
- Run tests before starting to work with the adapted system.
That’s why, Not all companies need to approach VeriFactu in the same way.
When do you need to adapt the software to VeriFactu?
The current calendar sets two main dates.
| Type of taxpayer | Deadline |
|---|---|
| Corporate Taxpayers | January 1, 2027 |
| Other taxpayers included in the RRSIF | July 1, 2027 |
These dates were extended by the Royal Decree-Law 15/2025, which modified the initially planned schedule.
This makes 2026 a particularly important period for companies: The adaptation shouldn't start when the deadline arrives, but well in advance to identify problems, update the software, and run tests.
In addition, the Tax Agency itself has indicated that during 2025 and 2026, various services related to VeriFactu have been made available to companies and professionals, including record consultation, QR verification, and a billing app for certain users.
Which companies are required to adapt their software?
The regulation generally affects business owners and professionals based in Spain who issue invoices using computer billing systems and meet the conditions set out in the rules.
There are, however, specific situations that need to be analyzed.
For example, taxpayers who opted for SII (Immediate Supply of Information) they are excluded from the scope of the RRSIF in relation to their own invoices. The AEAT explicitly points out that SII and RRSIF are different obligations and that their scopes are mutually exclusive.
There are also particularities for certain VAT regimes and situations where invoicing is done exclusively manually.
That's why, before choosing a solution, it's a good idea to check if the company is actually within the scope of the RRSIF and how it currently does its billing.
What should software compatible with VeriFactu have?
One of the most important questions for a company is simple: How do I know if my billing software is ready for VeriFactu?
The answer shouldn't be limited to checking if the provider uses the word 'VeriFactu' on their website.
The system must meet the requirements set by the Regulation and its development rules.
Integrity and unalterability of records
Billing records should be generated in a way that any later changes are tracked and controlled by the system.
The regulations require the system to ensure the integrity and unalterability of the records and to detect and warn about certain alterations.
Traceability
The records must keep a relationship that allows following the billing sequence and detecting possible alterations.
This directly affects the way invoices are generated and managed within the ERP.
QR code
Invoices generated through the systems included in the regulation must include a QR code, with the specific details corresponding to the method used.
Export and transmission capacity
The systems must have the ability to export and send billing records.
Even in systems that operate in NO VERI*FACTU mode, the AEAT sets requirements related to the ability to transmit records when needed.
Responsible statement
Another important aspect is the responsible statement from the software producer.
The AEAT states that it is up to the producer or manufacturer of the system to certify through a responsible declaration that the product meets the established requirements. This declaration must be available to the customer and linked to the corresponding version of the product.
How to adapt a company to VeriFactu step by step?
The adaptation should be approached as a small project, especially when the billing is part of an ERP with years of customizations and integrations.
1. Identify what software you use for invoicing
The first step is to take inventory of the current system.
For example:
- ERP.
- Billing program.
- TPV.
- Complementary applications.
- Own developments.
- Integrations with online stores.
- Connectors with accounting.
- Tools that generate invoices automatically.
The invoice isn't always generated exclusively from the ERP.
A company can have Business Central as its main system and, at the same time, use another application for certain sales or billing processes.
2. Check the ERP version
The software version can determine what adaptation options exist.
It's not the same to work with a Updated ERP with current support with an old version that no longer gets updates.
For example, a company with an older version of Dynamics NAV may need to consider whether to adapt their current system, install a compatible extension, or take advantage of the project to upgrade to a newer version of Business Central.
The decision will depend on factors like the installed version, existing customizations, integrations, and how long the ERP will be used.
3. Check the customizations
This point is especially important in ERPs.
Let's imagine a company that has been working for years with a management system that has been adapted to its internal processes.
It can have:
- Customized invoices.
- Specific numbering series.
- Own reports.
- Additional fields.
- Automatic processes.
- Integrations with other apps.
- Custom developments.
Before installing any VeriFactu module, you need to check how the adaptation affects these processes.
Regulations shouldn’t be treated as an isolated change if billing is part of the company’s everyday operations.
4. Check the integrations
Another point that often goes unnoticed is integrations.
For example:
A company receives orders from its online store, processes them in the ERP, and automatically generates the invoice.
In this scenario, it's not enough to just visually adapt the invoice.
You have to check that the complete process of generating the billing record It works correctly with the new solution.
The same can happen with POS systems, e-commerce platforms, industry-specific apps, or custom developments.
5. Choose the adaptation mode
Once the system has been analyzed, the most important decision comes: How am I going to adapt my company to VeriFactu?
There are different alternatives.
Update the current software
If the manufacturer has a compatible version, just updating the system might be enough.
It's a particularly interesting option when the ERP is relatively up-to-date and has support.
Install a VeriFactu module or extension
In certain ERPs, it's possible to add a specific extension that adapts the billing process to regulatory requirements.
This allows you to keep the existing management system without having to replace the entire ERP.
Use an external platform
Another possibility is to use an external solution that allows you to manage billing adaptation without directly modifying the main ERP.
This alternative might be interesting for companies with old systems or with specific adaptation needs.
Which VeriFactu option does a company need?
There isn't a single solution that works for all organizations.
The right alternative will mainly depend on the ERP, the version used, and the way invoices are currently generated.
For example:
| Company situation | Possible alternative |
|---|---|
| Modern and upgradeable ERP | Compatible update or extension |
| Business Central compatible | VeriFactu Extension |
| Old version of ERP | Analyze external module or solution |
| Very personalized system | Preliminary compatibility study |
| Different billing systems | Check each flow |
| Own software | Adaptation and corresponding certification |
The goal should be to get compliance without making unnecessary changes to the company's daily processes.
VeriFactu Solutions for Companies According to Their ERP
At ABD Consulting and IT Solutions We have proposed different options to adapt companies to VeriFactu based on the management system they use.
1. VeriFactu Web: external and universal solution
The web version of VeriFactu is an external platform designed to integrate with any business management system, regardless of the ERP you use.
It does not require installation within the system itself, and maintenance is included, ensuring that it is always kept up to date with regulatory changes.
Main advantages:
- Compatible with any ERP or accounting system.
- Automatic updates included.
- Online access from any device.
- Full compliance.
- Ideal for companies seeking a fast, secure solution with no technical integration required.
2. VeriFactu Extension Module (perpetual license)
This option is ideal for companies working with versions prior to Business Central 14 or later, and who prefer a perpetual license.
It includes the installation, user manual, and configuration of the first company, allowing for a controlled implementation with no recurring subscription costs.
Includes:
- Complete installation of the module.
- Detailed user manual.
- Initial configuration of the first company.
- Guaranteed compliance with the VeriFactu regulations.
3. VeriFactu Extension Module (annual subscription)
Designed for Business Central SaaS or BC14 and later versions, this option offers an annual subscription with maintenance included.
It is the perfect choice for those seeking a constantly updated, secure solution with continuous support.
Includes:
- Initial configuration of the first company.
- Annual maintenance.
- Full compatibility with Business Central SaaS.
- Ongoing adaptation to legal or technical changes.
Common services for all modalities
Additionally, at ABD Consultoría we offer additional services that complement any of the three VeriFactu solutions:
- Additional configuration for more companies.
- Custom sales invoice design.
- Sales credit memo design tailored to your needs.
This way, you can customize the VeriFactu experience according to your company's specific needs and ensure a functional, visually consistent, and fully compliant integration.
How long does it take to adapt an ERP to VeriFactu?
There isn't a universal deadline.
A company that uses a standard and up-to-date billing program can have a relatively simple process.
On the other hand, adaptation may require more work when there are:
- Old versions.
- Customizations.
- Integrations.
- Several billing systems.
- Own developments.
- Automatic processes.
- Billing from different applications.
That’s why, The deadline shouldn't be calculated just thinking about installing the software.
You need to set aside time to analyze, configure, test, and deploy the solution.
Practical example of adaptation to VeriFactu
Let's imagine a company that uses Business Central to manage sales and accounting.
Currently the process is:
Order → Delivery Note → Invoice → Accounting
The company wants to keep this flow after the adaptation.
Before implementing the VeriFactu solution, you should check:
- Which version of Business Central do you use?
- How invoices are currently generated.
- Which customizations affect billing.
- Which extensions are installed.
- Which integrations generate invoices.
- What type of compliance is going to be used.
- How billing records are generated.
- How to incorporate the QR.
- Check the responsible declaration corresponding to the software.
- How the testing will be done before going to production.
The goal is that, once the adaptation is complete, the user can continue working from Business Central with as little impact as possible on their operations.
What happens if I use old software?
This is one of those cases that you should look at as soon as possible.
An old program might not have an update that is compatible with current requirements.
In that scenario, the company might come across three possibilities:
Update the ERP: take advantage of the adaptation to move to a newer version.
Adapt the existing system: as long as there is a technically feasible and compatible solution.
Use an external solution: to add a platform that can handle the invoicing needs without immediately replacing the entire management system.
The best alternative will depend on the specific situation.
That's why, if the ERP hasn't been updated in years, VeriFactu could be a good time to also review the company's technology strategy, although it doesn’t necessarily mean changing the ERP.
Checklist to Get Your Business Ready for VeriFactu
Before considering the adaptation finished, it's a good idea to check these points:
- Identify all the systems that generate invoices.
- Confirm if the company is within the scope of the RRSIF.
- Check the ERP version.
- Check customizations and developments.
- Check integrations with other systems.
- Choose the adaptation solution.
- Confirm that the software meets the regulatory requirements.
- Check the responsible declaration.
- Set up the solution.
- Run billing tests.
- Check the QR code.
- Check the corrective invoices and other special cases.
- Train the users.
- Plan the production rollout.
This last point is important: Meeting VeriFactu requirements shouldn't be limited to installing an update the day before the deadline.
Conclusion: get your software ready for VeriFactu before 2027
Adapting to VeriFactu shouldn't be seen just as a tax obligation with a deadline.
For many companies, it will be necessary check the ERP, the software version, the customizations, the integrations, and the process through which the invoices are generated.
The good news is that not all companies have to tackle the change the same way. Depending on the system used, it might be possible to update the software, add a VeriFactu extension, or use an external platform.
At ABD Consulting and IT Solutions We analyze the environment of each company and offer different adaptation options: VeriFactu Web, extension module with a perpetual license or module through annual subscription for certain environments of Business Central.
If you haven't checked out how to adapt your ERP to VeriFactu yet, Now is a good time to check what your company needs and plan the adaptation ahead of time.
Do you want to know which VeriFactu option fits your ERP? Get in touch with ABD and we check your system.