How to Optimize Your Online Store to Reduce Billing Incidents with Verifactu or TicketBAI

The entry into force of Verifactu and TicketBAI has marked a before-and-after in billing requirements in Spain. With this new invoicing system, the Tax Agency (Hacienda) demands strict control over the traceability and integrity of sales records, which means that:

• It is not possible to issue a full invoice if you do not have all the customer's data.
• An invoice must be issued for every sale made at the time of the transaction.

The goal of this article is to help you adapt your sales process without friction and issue your invoices without incidents with the help of Quaderno.

The Key to Optimization: Leveraging the Simplified Invoice

Billing regulations allow you to use simplified invoices (what we call receipts in Quaderno) for most sales to individuals. This type of invoice is your great ally for simplifying the process.

The great advantage of using the simplified invoice is that it is not mandatory to include the buyer's NIF (Tax ID), name, or address. This drastically reduces the mandatory fields in your sales form and, therefore, the risk of billing errors.

Recommended Strategy: Segment Your Sales Form

To reduce billing incidents, the key is to adapt your sales form to the type of invoice you need to issue.

🎯 Scenario A: Most of your sales are B2C and under €400

If your main audience is final consumers and your average ticket is low, we recommend:

• Do not request the NIF from the customer during the sale. Quaderno will automatically issue a receipt for almost all your transactions.
• If a specific customer needs a full invoice to deduct VAT, Quaderno allows you to easily convert an already issued receipt into a full invoice, requesting the NIF and other necessary details at that moment.

🎯 Scenario B: Most of your sales are B2B or over €400

If you mainly sell to companies or professionals (B2B) or many of your sales exceed €400, you are obliged to issue a full invoice with all the customer's data. In this case:

• Display the NIF field on the sales form.
• Make the NIF field mandatory only for customers in Spain. For other countries, billing is governed by other rules, and the field can be optional.
• Extra Tip: Include a real-time format validator for the NIF, so that typing errors are minimized and Quaderno receives correct data.

Quick Summary with Quaderno

By aligning your sales form with the legal limit for the simplified invoice, you can optimize the user experience and, at the same time, ensure total compliance with Verifactu and TicketBAI automatically.