Electronic invoicing

Have you already created electronic invoices with the platform, but have entered some incorrect information? To fix it all you have to do is the following:

1. Go to the top left of the side menu.
2. Click on the “My data” drop-down menu.
3. When the submenu is displayed, click on “My company”.
4. Once in “My company,” several fields will be opened and the information filled in with current invoicing information. Modify this information as needed and click Save.

Still having problems modifying some information? Contact our customer service team, we’re always happy to help.

The format you choose through Docuten’s e-invoicing software depends on if you are sending your invoices to public or private sector clients, and your specific preferences.

The e-invoicing format can be:

• e-Invoice v3.2 and v3.1: Standard format available through Docuten’s e-invoicing software 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 Docuten’s e-invoicing software only supports 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.

Configure the e-invoicing format that will be sent to clients under the sending preferences of each client in the “Manage” > “Clients” section. Access a specific client and click on “Sending Preferences” in the upper right corner. Once modified, click “Save”..

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 here the information they need to provide you with.

Currently Docuten is integrated with the following General Entry Points for invoices in public administration offices:

• FACe: General Entry Point for Electronic Invoices for the General State Administration
• e.FACT: Open Administration of Catalunya
• Electronic Invoicing Service of the La Rioja Government 
• Platform for the Regional Communities Board of Castilla-La Mancha
• General Entry Point for País Vasco
• General Entry Point for Galicia
• EsPublico Platform (sedeelectronica.es)

The General Entry Points integrated with FACe are:

• GE Invoicing Generalitat Valenciana
• PUEF Andalucía
• Canarias, pending
• Castilla León

Docuten is an eInvoicing Conformant Solution in the EU. Feel free to contact us if you have further questions about e-invoicing if your client is in the public sector.

With Docuten you can schedule a recurring invoice 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.

To create a recurring or periodic invoice, you must have at least one series with automatic numbering configured. You can create series through “Preferences” > “Series and numbering”.

If you want the invoice to be sent directly on the scheduled date, you must have delegated signature turned on in your preferences. If you prefer to leave the created invoice in drafts and send it manually yourself later, this last preference is not necessary (you can sign with your own certificate). Modify this option under “Preferences”> “Invoice Format.”

To create the invoice, click “Create Invoice” under “My Invoices”> “Recurring Invoices” in the side menu.

Then select the client you want to send it to. The invoice form will open up, indicating that it is a recurring invoice at the top. You will need to indicate how often the invoice should be sent (at what intervals), the start date, the number of invoices (this could be infinite), etc. Fill in the rest of the invoice data as usual and click “Save”.

You created a recurring invoice.

Feel free to contact us if you have further questions.

Learn more about how Docuten is an eInvoicing Conformant Solution in the EU.

Invoices receive status updates throughout processing. Through Docuten you can follow all the status updates to an invoices sent to both public and private sector clients.

The different status updates are described below:

Invoice Status updates associated with sending invoices to public administration offices (General Entry Points)

• Sent: The invoice has been sent correctly.
• Registered: The invoice has been registered with a General Entry Point and assigned a registration number.
• Cancellation requested: The sender requests cancellation of the invoice.
• Cancellation accepted: The client accepts the cancellation.
• Rejected: The client or processing unit rejects the invoice, indicating the motivation for doing so.
• Forwarded: When forwarding the invoice..
• Accepted: The client accepts the invoice via his or her GEP for invoices.
• Collected: As sender, you can mark your invoices as “collected” within the platform.

Invoice status updates associated with sending invoices to private clients

• Sent: The invoice has been sent correctly.
• Received: The client has received the invoice.
• Open: The client has opened the invoice from the email automatically generated by the platform.
• Paid: The client marks the invoice as paid on the platform.
• Collected: As sender, you can mark your invoices as “collected” within the platform to stay organised.

We’d be happy to answer any additional questions you may have, so feel free to contact us.

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

You can also find out the status and review the history of your e-invoices by clicking “View history” in the upper right corner for each invoice.

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:

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

Feel free to contact us if you have further questions.

Learn more about how Docuten is an eInvoicing Conformant Solution in the EU.

With Docuten you can stay on top of the invoice status of your electronic invoices at all times:

• If it has been registered in FACe, eFact, etc.
• If it has been rejected or not by the client.
• If it has been opened.
• If it has been paid, etc.

You are able to see the evolution of the invoice status in the processing history of each invoice sent. Simply open the e-invoice in question and click on “View history” in the upper right corner.

Feel free to contact us if you have further questions.

Learn more about how Docuten is an eInvoicing Conformant Solution in the EU.

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

This way, your invoices will remain on the platform during the contract period and if you deactivate your account, but later want to reactivate the service, you will have access to your invoice history again.

To introduce client information on the platform:

Log on to your Docuten account, go to “Administrator” in the side menu and select “Clients.” From there you can modify saved information or add new details. 

To edit the information, click on the tax ID or the edit icon (the pencil) to access their data. Make your modifications and click “Save”.

To add clients select the “Add” tab in the upper right corner. Fill in the information requested and click “Save.” The client will be saved to the platform.

Feel free to contact us if you have further questions.

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

On the Docuten platform you can choose which method you would like to use to sign an invoice by either activating the delegated signature option or by uploading your own certificate. As you can see below, you can manage this option in “Preferences” > “Invoice format”.

Both signature methods are equally valid from a technical or legal standpoint.

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. 

Below is an image of how they appear on the Docuten invoice form. The “proposing entity” is not mandatory, but is used in some public administration offices.

Docuten is an eInvoicing Conformant Solution in the EU. Feel free to contact us if you have further questions about sending e-invoices to public administration offices, or how the process works (for example, the necessary alphanumeric codes).

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?

Once you know which GEP the office uses and their DIR3 codes, the steps to follow to send an invoice are the same as for a private client, except you need to indicate the following additional information in your client’s sending preferences:

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

Feel free to contact us if you have further questions.

Learn more about how Docuten is an eInvoicing Conformant Solution in the EU.

Creating an electronic invoice through the Docuten platform is simple:

1. First, add your client. To do this, click on “Manage > Clients” on the side menu and then on “Add” in the upper right corner. Fill in your client’s data and click “Save and configure”. Then fill in sending preferences for your client and click “Save”.
2. Once your client has been created, click on “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 for that invoice. Fill in the required fields on the new electronic invoice (they will have a red asterisk).
3. 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 electronic invoice will be sent to its recipient in the required format.

Feel free to contact us if you have further questions.

Learn more about how Docuten is an eInvoicing Conformant Solution in the EU.

A delegated signature is a type of digital 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 invoices. The invoice is signed by a certificate issued by the “Certification Authority” to Docuten.

This type of signature is fully legal. Article 5.3 of Royal Decree 1496/2003 of November 28 indicates the possibility of outsourcing invoice issuance to a third party.

Allowing Docuten to sign your electronic invoices means you don’t need an electronic certificate in the name of the company. It is a fully valid and secure option for your company, and you avoid the expense of purchasing an electronic certificate. It also saves a lot of time since the signature is done automatically at the time of sending without needing any further action. What’s more, the use of a delegated signature is compatible with any browser (Chrome, Firefox, Edge, Safari, etc.). In contrast, signing with your own certificate can only be done via Explorer.

To use it, check “Yes” in the Delegated signature option under “Preferences” > “Invoice format”. The invoice will be signed automatically without needing to take any further action.

All of the solutions offered by Docuten comply with the eIDAS Regulation, along with other international regulations on digital signature. Feel free to contact us if you have further questions.