Frequently asked questions
We answer the most common questions about invoicing, quotes and how the tool works.
Do I need to be self-employed to issue invoices
Generally, yes: to invoice on a regular basis you need to be registered as self-employed or have a company. Issuing invoices occasionally without being registered can have tax implications; check with an accountant if this applies to you.
Can I make an invoice without being a business
Individuals cannot strictly issue invoices; instead, other documents are used, such as a receipt or a sale contract, depending on the transaction.
What happens if I make a mistake on an invoice already sent
You shouldn't delete or directly modify it: you need to issue a corrective invoice that fixes the error, referencing the original invoice.
How long do I need to keep invoices
Regulations require keeping issued and received invoices for several years (usually 4 to 7 years, depending on the country and type of obligation). Always keep a copy as PDF or Excel.
Does PreFactur store my data on a server
No. Everything is processed in your own browser; no information is sent to or stored on our servers. You can read more in our Privacy Policy.
How much does it cost to use PreFactur
Nothing. PreFactur is 100% free, with no document limits and no need to sign up.
Can I customise the colour of my documents
Yes, on both the invoice and the quote you can choose between several preset colours or a custom colour to match your brand.
Can I use the same numbering for invoices and quotes
It's recommended to keep separate series (for example, "INV-" for invoices and "QUO-" for quotes), since they're different in nature. PreFactur already suggests different prefixes for each document type.
What is a delivery note (albarán) in Spain
In Spain, a delivery note (albarán) is the document that accompanies goods when they are delivered: it certifies what was delivered, in what quantity and condition, and is usually signed by the recipient. On its own it has no tax value, so it does not replace an invoice — one or more delivery notes are usually grouped later into a single periodic invoice. See the full explanation in what is a delivery note.
What does the word invoice mean
To invoice means to issue an invoice: the document that formally records a sale or the provision of a service, including all the details required by the tax authorities (issuer, recipient, taxable amount, VAT, date and numbering). Unlike a simple quote or receipt, invoicing creates tax obligations for both the issuer and the recipient.
What is an invoice with VAT and how is it calculated
An invoice with VAT is one where, in addition to the price of the goods or services (the taxable amount), the corresponding Value Added Tax is added. The calculation is simple: amount with VAT = taxable amount + (taxable amount × VAT rate). PreFactur calculates this automatically when you create your invoice. See the step-by-step detail in how to calculate VAT and examples in invoice with VAT.
How should a freelancer invoice in Spain
A freelancer (autónomo) must issue invoices with sequential numbering, their tax ID, the client's details, the applicable VAT and, in many cases, a personal income tax withholding if invoicing another business or professional. See the full detail, including examples and required fields, in invoice for freelancers and mandatory invoice details.
What is a receipt
A receipt is proof that a payment has been made and collected; it doesn't carry the same tax value as an invoice, and if the transaction is subject to VAT, a receipt doesn't replace it. It's usually used as extra proof that an already-issued invoice has been paid. See the full explanation in what is a receipt.
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