Electronic invoicing

General information

The invoicing format you choose depends on if you are sending your invoices to public or private sector clients, and your specific preferences.

The format can be:

– e-Invoice v3.2 and v3.1: Standard format for sending invoices to public administration offices. XML document that follows the layout established by the Ministry of Industry. It includes electronic signature to ensure its authenticity and integrity.
– Signed PDF: Format typically used for billing private sector clients.
– Paper invoice: Format to be printed from your computer and delivered by hand.
– e-Invoice (v3.2.2). Currently we only support this format for invoices sent via FACeB2B. In the future we will allow e-Invoice 3.2.2 to be sent through other channels as well.

Click “See more” to learn how to modify the sending format in Docuten.

With Docuten you can schedule the creation of recurring e-invoices to be sent in a specific billing period.

The system lets you to choose whether or not the invoice is configured in drafts before being sent.

You can create recurring invoices from the side menu, under “My invoices” > “Recurring invoices.”

Click “View more” for step-by-step screenshots of the platform.

Invoices receive status updates throughout processing. Through Docuten you can follow all the status updates for invoices sent to both public and private sector clients.
The different status updates include: sent, received, opened, paid, collected, etc.
Click on “See more” to find out all the possible status updates and what each one means.

In your list of invoices—both sent and received—you can see a summary of each invoice which includes the current status.

An amended invoice is sent to correct errors on an original invoice. You have to add the correct information as well as the reason for the revision.

To create an amended invoice, follow these steps:

– Select “New Invoice” from the side menu.
– Choose “Amended invoice”.
– Fill in the required fields so that the invoice is sent correctly.

Your client needs to indicate the channel you should use to send an e-invoice. If your client is in the public sector, we explain in the complete answer the information they need to provide you with.

You are able to review the processing history of each invoice sent by opening the invoice and clicking on “View history” in the upper right corner.

Your invoices are kept completely securely with backups. Access to your account is done securely using encrypted SSL connections.

To introduce client information on the platform:

Log on to your Docuten account, go to “Administrator” in the side menu and select “Clients.”

Check “No” for the Delegated signature option under “Preferences” > “Invoice format.”

In order to sign with a digital certificate, you must have an electronic certificate issued by a “Certificate Authority” installed on your computer. You will need to use Internet Explorer and have the latest version of Java installed.

The digital certificate is uploaded when the invoice is sent, once the user clicks “Submit”. An applet or java application will pop up before this that allows the certificate to be loaded.

The delegated signature is a type of signature in which a third party is authorised to digitally sign for the original signatory.

Docuten offers clients the possibility of authorising the platform to digitally sign their invoices. The invoice is signed by a certificate issued by the “Certification Authority” to Docuten.

Click “See more” to find out how to activate it.

An invoice must be signed either by your own certificate or by a delegated signature (a third party signature).

The DIR3 are three alphanumeric codes necessary to correctly send e-invoices to public administration offices. DIR3 is the “Directory of Organic Units and Registry Offices for the Public Administration.” The information provided by DIR3 corresponds to the accounting office, the managing body and the processing unit of a public administration office. These three codes are mandatory to issue an invoice.

If your client is part of the public administration, you should ask which General Entry Point (GEP) for invoices they use and what their DIR3 codes are. See: What are DIR3 codes?

The steps to follow to send an invoice to a public administration office are the same as for a private client, except you need to indicate the following additional information in your client’s sending preferences:

– The GEP your client uses and the sending method. (GEP is the General Entry Point used by public administration offices to receive invoices).
– The type of e-invoice, which will be the v 3.2 format in this case.

Creating an electronic invoice through the Docuten platform is simple:

– First, add your client’s data through “Manage > Clients”.
– Click “New Invoice” located on the side menu. If you have more than one client in the system, you will be asked to select the client.
– Fill in the required fields on the new invoice (they will have a red asterisk).

Once you have filled in the required fields, follow the instructions on the platform. Review any possible errors by clicking on “Check errors”, then click “Save”. The invoice will be saved as a draft in the “Pending invoices” folder. When you are ready, click “Submit” and your invoice will be sent to its recipient in the required format.

FACeB2B

DIRe is a system similar to DIR3 coding. While the latter is exclusively aimed at organising public administration entities in a common registry, DIRe coding is geared towards both public and private entities that can act under private law.

In order to issue an invoice to FACeB2B, you must indicate the DIRe in your client’s preferences.
Click on “See more”.

DIRe is an alphanumeric code that uniquely identifies each company receiving invoices and each “Billing Service Company”. Its structure is as follows:

– Country code in ISO3166-1 alpha-2 format.
– Entity ID (NIF).
– 4-digit code with numbers and consonants.

The company receiving invoices must be registered in the “Directory of Entities” (DIRe) to then be able to register in FACeB2B. You must authorise a “Billing Services Company” to connect on your behalf to FACeB2B to download the invoices sent to your DIRe.

Click See more for a video of the step-by-step process.

The only thing needed to send invoices through FACeB2B is to use a “Billing Services Company” with electronic invoicing services, such as Docuten.

The sending and receiving of invoices must be done through the e-invoicing services of a “Billing Services Company” like Docuten, since there is no web portal from the Ministry itself that allows for sending and receiving invoices, or managing statements.

The electronic invoicing format supported by FACeB2B is e-invoice (XML) in versions 3.2, 3.2.1 and 3.2.2, with a specific extension for invoices sent through this platform.

All invoices issued after July 1, 2018 by vendors of public administration contractors are affected, provided the contract was signed after March 1 (the entry into force of Law 9/2017 on Public Sector Contracts).

It became mandatory on July 1, 2018. This affects all invoices issued after that date by vendors of public administration contractors in contracts signed after March 1, the date Law 9/2017 on Public Sector Contracts entered into force.

It is an e-invoice distribution platform for the remittance of invoices between subcontractors and public sector contractors.