Everhour keeps billable work organized while Spanish invoices require IVA, NIF details, and sequential numbering.
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To create full invoices for customers in Spain, you need compliant fields, correct IVA treatment, and a workflow that keeps billable work separate from admin cleanup. Spanish full invoices are regulated mainly by Royal Decree 1619/2012, so the document needs more than a logo, total, and bank details. The invoice has to identify the transaction, the parties, and the VAT treatment in a format that stands up to accounting review.
A practical invoice workflow starts before the invoice date. You need the customer's legal name, address, and NIF when required, the supplier's NIF, a sequential invoice number, and the service or goods description. You also need the issue date and the supply date if the supply or advance payment happened on a different date. Missing one of those details slows approval and creates correction work later.
Spanish invoices use IVA, with a 21% general rate, 10% reduced rate, and 4% super-reduced rate. Each line needs enough detail to determine the taxable base, including the unit price before tax and discounts not already included in that price. The invoice must separately show the VAT rate and VAT amount charged, rather than hiding tax inside a single total.
Special cases need explicit wording. An invoice may need to state an exemption, reverse charge treatment, cash-accounting regime, customer self-billing, or another special regime required by the invoicing regulation. Amounts may appear in any currency, but any VAT charged must be shown in euros. Invoices may use any language, although the tax administration can require a translation into Spanish or another official language in Spain during an audit.
Spanish invoice software should protect the numbering sequence and deadline discipline. A full invoice must have an invoice number and, where applicable, a series. Numbering inside each series must be sequential. Rectifying invoices and certain other cases require separate series, so one general numbering stream is not enough for every document type.
Issue timing also matters. Invoices generally must be issued when the transaction occurs. For a customer acting as a business or professional, the invoice must be issued before the 16th day of the month after the VAT accrual month. Commercial payment terms between businesses or with public administrations default to 30 calendar days after receipt of goods or services if no contract date is set, and agreed terms cannot exceed 60 calendar days.
A one-off invoice tool works for an occasional client invoice, a simple service sale, or a quick draft that accounting will review before sending. It is enough when the invoice has a small number of lines, no recurring work, and no need to reconcile uninvoiced time. Spain-specific fields still matter, but the workflow stays short.
A managed workflow becomes necessary when billable time, non-billable work, rates, and approvals feed the invoice. Everhour supports project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and reports for billable time, non-billable time, billable amount, and cost. That structure keeps the Spain invoice focused on the client-facing document while the billing record stays consistent behind it.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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Royal Decree 1619/2012 regulates Spanish invoicing obligations for full invoices. A compliant full invoice needs sequential numbering, issue date, supplier and customer identification, line details that establish the taxable base, VAT rate, and separately stated VAT amount. Extra wording applies for cases such as exemptions, reverse charge, cash accounting, self-billing, or special VAT regimes.
The customer's NIF is required for domestic taxable operations and specified cross-border or reverse-charge cases. The supplier's NIF belongs on the full invoice, along with the supplier's full name or business name and address. The invoice should also identify the customer by full name or business name and address.
Spanish invoice amounts may be stated in any currency, but any VAT charged must be expressed in euros. This matters when a client wants a dollar, pound, or other foreign-currency invoice. The commercial amount can follow the contract currency, while the IVA figure still needs the euro presentation required for Spanish VAT purposes.
For commercial transactions between businesses or with public administrations, the default payment period is 30 calendar days after receipt of goods or services if the contract does not set a date. The parties can agree a payment term, but it cannot exceed 60 calendar days. Invoice software should let you override the default only when the contract supports it.
Spain is phasing in mandatory B2B e-invoicing when the recipient is a business or professional established or resident in Spain, except most simplified invoices. Royal Decree 238/2026 sets timing after the implementing ministerial order: 12 months for businesses above €8 million annual turnover and 24 months for other businesses and professionals.
Everhour lets admins set project billing status, mark specific tasks as non-billable, use custom task rates, and set member-rate exceptions. Reports can separate billable time, non-billable time, billable amount, and cost, so the invoice total comes from approved billable work rather than a manual estimate.
Everhour Billing & Invoicing turns uninvoiced time and expenses into client invoices, calculates amounts from rates and billable expenses, and excludes non-billable work. Invoice data can be grouped by project, task, person, date, or other available breakdowns before export to QuickBooks Online, Xero, or FreshBooks.
Track billable and non-billable work before the invoice is drafted. Everhour keeps rates, task billing status, and billing reports connected, giving client invoices a cleaner source of truth.
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