Invoicing as an expat in Spain
Running a business in Spain as an expat can feel like standing between two worlds. You may speak to clients in English, think about pricing in a familiar way, and then suddenly need to issue invoices under Spanish rules.
Why Spanish invoicing feels confusing
Spanish invoicing involves terminology that does not map directly to what most English speakers are used to. IVA is VAT, but it is managed differently. IRPF is a withholding tax that does not exist in the same form in the UK or US. The gestor is part accountant, part admin professional, part guide through the bureaucracy.
Add the Veri*Factu changes coming in 2027, and it can feel overwhelming. But it is more manageable than it looks once you understand the basics.
Autónomo vs SL — which are you?
Most expats starting a business in Spain choose between two structures. An autónomo is a self-employed individual — similar to a sole trader. An SL (sociedad limitada) is a limited company. Each has different tax treatment, social security obligations, and invoicing rules.
If you are not sure which structure you are operating under, ask your gestor. They can explain the implications for your invoicing, tax, and Veri*Factu compliance.
Working with a gestor
Most foreign business owners in Spain work with a gestor — an administrative and tax professional who handles quarterly IVA returns, income tax, social security, and business registration. Finding a gestor who speaks English and understands the needs of foreign-owned businesses makes a significant difference.
BillBee is designed to work well alongside your gestor. Clean monthly exports, organised invoice records, and structured data make the quarterly handover much easier.
IVA basics for expats
IVA is Spain's VAT. The standard rate is 21% for most services. You collect it from clients and pass it to AEAT quarterly through your gestor. If you buy goods or services for your business, you can often reclaim the IVA you paid — your gestor handles this through Modelo 303.
IRPF basics for expats
IRPF is a withholding tax that applies when you invoice certain Spanish business clients as an autónomo. Your client deducts a percentage from your invoice and pays it to AEAT on your behalf. It is not a loss — it is prepaid income tax credited against your annual return. The standard rate is 15%, with 7% in some cases during the first years of activity.
Invoice numbering for expats
Your invoices must run in a clear, unbroken sequence. If you are migrating from Excel or a previous system, you need to carry your numbering forward rather than restarting. BillBee helps you continue from your existing invoice number.
Veri*Factu preparation
Spain is introducing new rules for invoicing software by 2027. BillBee is built around these requirements from the start — so using BillBee means your records are already being prepared correctly.
Why English-first software matters
Using software in a language you are not fully confident in creates mistakes. A misunderstood field, a wrong tax rate, a confusing error message — these are all easier to avoid when the software explains things in your language.