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Invoicing and getting paid

Invoices with Verifactu, payments chased automatically and clear accounts every month.

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BAI prepares each invoice from the customer's record, with its QR code and, with Verifactu switched on, sends its record to the tax agency by itself. If an invoice falls due unpaid your customer receives a reminder with the link to pay by card.

  • Getting paid by customers who don't pay or pay late

    When it falls due, your customer receives a reminder with the invoice and a link to pay by card.

  • Calculating payroll and keeping the accounts without mistakes

    The payslips come out calculated from each contract; you add the overtime and sign them off.

  • Making invoices properly and complying with e-invoicing

    Every invoice comes out of the customer's record, numbered, with its QR code and registered with the tax office.

  • Controlling my employees' hours and complying with the working-hours record

    Each person clocks in from their phone, and you download the month's record ready for the Labour Inspectorate.

What you get with invoicing

  • Invoices in order and payments that come in by themselves.

  • You know how the month is going without waiting for your accountant.

  • You collect what you've already earned without chasing anyone.

Problems solved by invoicing

Getting paid by customers who don't pay or pay late

Before

Invoices at thirty days. One invoice is three months overdue and nobody has chased it, because calling to ask for money is awkward.

After

When it falls due, your customer receives a reminder with the invoice and a link to pay by card.

How it removes it

  1. When an invoice falls due unpaid, your customer receives a reminder with the invoice and the link to pay.

  2. If they pay by card, the payment is entered by itself and the reminders stop.

You collect what you've already earned without calling anyone.

Making invoices properly and complying with e-invoicing

Before

You invoice in a spreadsheet and copy each customer's details by hand. You don't know whether you comply with Verifactu.

After

Every invoice comes out of the customer's record, numbered, with its QR code and registered with the tax office.

How it removes it

  1. Every invoice comes out of the customer's record, with its sequential number for the year.

  2. With Verifactu (Spain's invoice-verification system) switched on, it carries its QR code and its record is sent by itself to the tax agency.

Invoices in order without learning the rules.

I don't know how much comes in and how much goes out at the end of the month

Before

You keep receipts in a box and hand them to your accountant every quarter. You never know whether the month has gone well.

After

Every expense goes in at once, and the monthly summary shows you income, expenses and VAT.

How it removes it

  1. You paste the text of a receipt and artificial intelligence fills in the date, the amount and the category.

  2. Fixed expenses, like the premises and insurance, are entered by themselves, and the summary shows you the balance.

You know how the month is going before it ends.

I only find out about my tax obligations when they fall due

Before

You find out about the quarterly VAT when your accountant calls, with the deadline about to close.

After

You see in your calendar every tax of the quarter with its date, and the VAT to be paid already calculated.

How it removes it

  1. Every tax that applies to you goes into your calendar with its date and its form.

  2. When you mark it as paid, it's entered by itself as an expense.

No tax deadline catches you by surprise.

a small self-employed person is overwhelmed by inaccessible, cryptic language

Before

You work alone and try an invoicing program. Between journal entries and tax forms you understand nothing, and go back to the spreadsheet.

After

You invoice from each customer's record in your business's own words, and hand your accountant a tidy file.

How it removes it

  1. You invoice, get paid and record expenses in your business's own words, without journal entries.

  2. When the quarter ends, you export everything in one file for your accountant.

Your accounts in your language, and your accountant with everything in order.

How invoicing works, step by step

  1. You prepare the invoice from the customer's record, as a pro forma if you like, and close it as the final invoice.

  2. With Verifactu switched on, every invoice carries its QR code and its record is sent by itself to the tax agency.

  3. Every invoice carries its link to pay by card, and the payment is entered.

  4. If it falls due unpaid, your customer receives reminders on the days you choose, firmer each time.

  5. Every expense goes in at once: you paste the receipt and artificial intelligence fills it in.

  6. Fixed expenses are entered by themselves every month, and when you upload an invoice its income or expense is created.

  7. The monthly summary shows you income, expenses, balance and the VAT to be paid.

  8. Your taxes are in their calendar, and every quarter you export everything for your accountant.

What you need to get started with invoicing

  • Your tax ID (NIF) and your company's details.

  • Authorising BAI with the tax agency to send your invoices with Verifactu.

  • Your card-payment account, if you want people to pay online.

  • Your accountant, if you have one, to hand them the quarter's files.

Tools it includes

  • Invoicing
  • Verifactu
  • Payment reminders
  • Income and expenses
  • Monthly summary
  • Tax calendar

What it looks like in your business

Hospitality

Getting paid by customers who don't pay or pay late

Before

A restaurant supplies a company's catering, and the invoice has gone two months unpaid; the manager can't find the time to chase it.

After

When it falls due, the company receives the reminder with the invoice and the link to pay, firmer each time.

How it removes it

  1. When an invoice falls due unpaid, your customer receives a reminder with the invoice and the link to pay.

  2. If they pay by card, the payment is entered by itself and the reminders stop.

You collect what you've already earned without calling anyone.

Making invoices properly and complying with e-invoicing

Before

A bar makes its receipts on an old cash register and doesn't know whether it complies with Verifactu.

After

When a table pays, the simplified invoice comes out by itself and with Verifactu, without typing anything.

How it removes it

  1. Every invoice comes out of the customer's record, with its sequential number for the year.

  2. With Verifactu (Spain's invoice-verification system) switched on, it carries its QR code and its record is sent by itself to the tax agency.

Invoices in order without learning the rules.

I don't know how much comes in and how much goes out at the end of the month

Before

A restaurant knows what it takes each night, but not what's left after suppliers, rent and electricity.

After

Every expense goes in at once, and the monthly summary shows what comes in, what goes out and the VAT.

How it removes it

  1. You paste the text of a receipt and artificial intelligence fills in the date, the amount and the category.

  2. Fixed expenses, like the premises and insurance, are entered by themselves, and the summary shows you the balance.

You know how the month is going before it ends.

I only find out about my tax obligations when they fall due

Before

A bar owner finds out about the VAT payment when the bank has already taken it and they hadn't set the money aside.

After

The owner sees in their calendar every tax of the quarter, with the VAT to be paid already calculated.

How it removes it

  1. Every tax that applies to you goes into your calendar with its date and its form.

  2. When you mark it as paid, it's entered by itself as an expense.

No tax deadline catches you by surprise.

a small self-employed person is overwhelmed by inaccessible, cryptic language

Before

The owner of a café tries an accounting program and gives it up on day three, among accounts and journal entries.

After

They invoice and record expenses in their own words, and their accountant receives a tidy file every quarter.

How it removes it

  1. You invoice, get paid and record expenses in your business's own words, without journal entries.

  2. When the quarter ends, you export everything in one file for your accountant.

Your accounts in your language, and your accountant with everything in order.

Frequently asked questions about invoicing

Does it comply with Verifactu?

Yes, with the setting switched on: every invoice carries its fingerprint chained to the previous one, its QR code and its record sent to the tax agency.

Can I carry on with my accountant?

Yes. When the quarter ends you hand them a tidy file with your invoices, your income and your expenses.

What if they pay by bank transfer?

You note the payment on the invoice and the reminders stop.

How do I get paid by card?

Every invoice carries its payment link: the customer pays by card and the payment lands in your accounts.

Other solutions that work with invoicing

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