Enable and use Verifactu in Teamleader Focus


If you have a Spanish company entity in Teamleader Focus you need to comply with Verifactu, Spain’s anti-fraud law, by digitally signing an identification document for your company. Once signed and uploaded, Verifactu is enabled and all invoices and credit notes for that entity include a QR code. Learn all about enabling Verifactu and setting up the QR code on your documents in this article.
 

Verifactu

Verifactu is Spain’s invoicing anti-fraud law under Ley 11/2021 and Real Decreto 1007/2023. Compliance becomes mandatory from 01/01/2027 onwards. It requires businesses to use certified invoicing software that applies a unique QR code to each invoice, ensuring data can’t be changed or deleted. The goal is to improve transparency and prevent tax fraud.

In Teamleader Focus, the process is as follows:

  1. Enable Verifactu
  2. Sign the Verifactu identification document
  3. Put the shortcode for the QR code on your invoice template
  4. Book invoices or credit notes for this company entity in Teamleader Focus
  5. As soon as an invoice or credit note is booked, we send this information to AEAT (The Spanish Tax Administration Agency). 
  6. AEAT checks the ‘Verifactu status’ and if approved, they return a QR code that is generated on your invoice/credit note
  7. Now you can send your invoice/credit note to your customer
     

Requirements

Verifactu legislation needs to be followed when:

  • You have a company entity in your account with the country 'Spain' and if;
  • Your company entity ZIP code does not start with “01” (Álava), “20” (Gipuzkoa) , “31” (Navarra) or “48” (Bizkaia)
    • If your ZIP code is empty we treat your entity as Verifactu required.
       

Note that even though you as a Spanish entity send invoices to other countries or companies that are not in the ‘Verifactu region’, you still need to comply with the law and the QR code will be generated on your invoice.
 

Enable Verifactu

Every user with access to Settings can enable Verifactu. 

Note that if you don’t enable Verifactu when you’re actually obliged to according to your ZIP code, then you won’t be able to book an invoice for this company entity starting from 01/01/2027 until you enable it.

Follow these steps to enable Verifactu:

  • Go to Settings > Company information 
  • Click on Enable Verifactu next to your company entity

     
  • Fill out your NIF number and ZIP code if you haven’t already, or check if the information is correct. We will show the corresponding province as visual confirmation.
  • Fill out the needed company and representative information
  • Click on Continue. 
    Your registration status will now be checked and the identification process will follow.
     
  • In the next screen, you have to click on Download to download the identification document:
  • Now you need to sign the document to get you verified. 
     

Digital signing of documents in Spain

In Spain, digital signing of documents is mainly done through a personal digital certificate (certificado digital), usually issued by the FNMT (Fábrica Nacional de Moneda y Timbre). This allows you to sign documents with full legal validity.

Here are the main steps to sign a document in Spain with your personal certificate:

1. Check if your certificate is valid

  • You need to have a personal certificate installed on your computer (in Windows, macOS, or Linux), usually in your browser or operating system.
  • You may also have the certificate stored on your DNI electrónico or on a smart card/USB token.

     

2. Choose software for signing

In Spain, the most common tools are:

  • AutoFirma (free software provided by the Spanish government, works on Windows, Mac, and Linux). With this you can sign local files like PDFs, Word documents, etc.
  • Some online portals from government bodies (e.g. Agencia Tributaria, Seguridad Social, DGT) also provide web-based signing with AutoFirma or browser plugins.
     

3. Digitally sign a document with AutoFirma

  1. Install AutoFirma (if you haven’t already) and open it. 
  2. Select the document you want to sign (e.g. PDF).
  3. Choose your personal certificate (you’ll get a list of the certificates installed on your computer).
  4. AutoFirma creates a new file with your digital signature (usually ending with _signed.pdf or .xsig).
     

After your document is signed, you can upload it to Teamleader Focus (only PDF upload is allowed). 


Verifactu is now enabled in your account! After enabling Verifactu you won’t be able to adapt your ZIP code or your NIF number anymore.

 

QR code on invoices and credit notes

After enabling Verifactu and uploading your signed document, you’ll still need to adapt your invoice template. If the QR code is missing from your template, you won’t be able to book an invoice or credit note for this entity. 

Follow these steps to add the Verifactu QR code on your template:

  1. Go to Settings > Document layout
  2. Click on ‘Invoices’ for your Spanish company entity
  3. Click on View shortcodes
  4. Look for ‘QR’ and here you’ll find the shortcode $ANTI_FRAUD_QR_CODE$. Copy paste it.

     
  5. Download your current template and paste the shortcode on the document. The QR code should always be placed at the top of the invoice. In a vertical layout, you should position it close to the top edge, preferably in the centre or in the top-left corner. In a horizontal layout, you should place the QR code on the left side, also near the top edge.
  6. Re-upload your template.
  7. The QR code will now be generated on every invoice sent from this company entity. 

 

Verifactu status

Once you book an invoice or credit note, it’s automatically sent to AEAT (the Spanish Tax Administration Agency). AEAT then processes the document and returns its Verifactu status, which you can check on the invoice or credit note detail page in Teamleader Focus. 

 

The possible Verifactu statuses are:

  • Approved: AEAT accepted the document. 
  • Pending: AEAT’s verification is still in progress.
  • Rejected: 
    • AEAT did not accept the document. 
    • You’ll receive a reason for the rejection as well, both in-app in Teamleader Focus and via email (sent to the person that booked the invoice). In the activity log of the invoice you can also consult this reason.
       

AEAT also returns a QR code, which is automatically added to your invoice or credit note.
When the status is Approved, you can download the official PDF and send it to your customer.

Find an example of such an invoice with the QR code here:

If the status is Rejected, you’ll need to issue a credit note for that invoice and recreate it with the correct information. Sent invoices can no longer be edited or deleted.

 

Subscriptions

Subscriptions created under your Spanish company entity must also comply with Verifactu requirements. This means that every invoice generated from those subscriptions will automatically follow the Verifactu process: once booked, it is sent to AEAT and receives a Verifactu status. If approved, the invoice will automatically include the mandatory QR code. This ensures that all recurring invoices and related credit notes also meet Spain’s anti-fraud legislation.

 

Note: Declaration of responsibility

Here you can find our declaration of responsibility.

docx
Responsible declaration Verifactu.pdf
(100 KB)

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