Before invoicing: the basics
Before issuing your first invoice you need to be registered so that you are allowed to invoice. Broadly speaking, that means:
- Having your foreigner identification number (NIE) or, if it is a company, its tax number (NIF).
- Being registered with the Spanish Tax Agency (alta censal en Hacienda) for the activity you are going to carry out.
- If you work as a freelancer (autónomo), also being registered with Social Security (Seguridad Social).
- Having a bank account for the business.
The exact requirements depend on your nationality, your residence permit and the type of activity. That is why it is a good idea to start with an accountant who knows your situation.
Choosing Holded and signing up
Holded is cloud management software designed for small businesses and freelancers in Spain: invoices, expenses, bank accounts, accounting and taxes in one place. You can try it for free before buying a licence. If you want to know more, start with What is Holded?.
From 9 to 30 November 2026, Holded is running a promotion for companies signing up for the first time. We explain it in Holded Black Friday 2026.
Setting up your company in Holded
A good initial setup saves you corrections later. The key points:
- Company tax details: name or registered name, NIF or NIE and address, exactly as registered with the Tax Agency.
- Invoice numbering series: invoices must be numbered consecutively.
- Default taxes: the VAT (IVA) that applies to your activity. Confirm it with your accountant.
- Bank accounts: connect them to see your transactions and match payments in and out.
- Your regular customers and suppliers, with their full tax details.
Invoices: what must be included
An invoice in Spain must include, among other details: number and date, your tax details and your customer’s, a description of what you sell, the taxable amount, the VAT rate applied and its amount, and the total. Holded guides you through these fields when you create the invoice and keeps the numbering by series.
There are special cases (customers in other EU countries, VAT-exempt operations, withholdings for professionals) where the invoice changes. Do not improvise: ask your accountant the first time and keep a sample invoice.
VAT and quarters: the general idea
In very short: on your sales you charge VAT to your customers (IVA repercutido), and on your purchases you pay it to your suppliers (IVA soportado). Periodically you file a return with the difference. Which returns apply to you, and how often, depends on your activity and your legal form.
Holded calculates the amounts from the invoices and expenses you record, so the more up to date you keep it, the easier each closing will be. Filing and reviewing are best done with your accountant.
This guide is informative and general. It is not tax advice: the VAT rates, returns and deadlines that apply to you must be confirmed by a professional.
Expenses and bank accounts, up to date
Upload your receipts and supplier invoices to Holded as soon as you have them, also from your phone. Connect your bank to see your transactions and match them with invoices and expenses. That way there will be no box of paperwork waiting for you at the end of the quarter.
Ask in your language
If Spanish is not your first language, connect your Holded to ChatGPT or Claude with isaak.pro and ask in your language: how much you have invoiced, who owes you money, how much is in the bank. The first company is free. We explain it in Holded in your language.