Invoicing
Invoicing automation for freelancers and small businesses
Less copying data. More time for your business.
Preparing an invoice should be the next step after a sale, not another afternoon of admin. We connect your orders, appointments or completed jobs with your invoicing process so the information is ready, you can review it and the paperwork moves forward. We assess your software and its integrations, paying particular attention to Spain's invoicing system requirements and VERI*FACTU.
I want to automate my invoicingFrom the completed job to payment
- 01
We review how you invoice
We identify where your data comes from, which software you use, who reviews each document and how your accountant receives it. We check the available integrations and agree which tasks need your approval.
- 02
We prepare the information
When a service is completed or an order is confirmed, the workflow can prepare the customer details, line items and amounts in your software. If information is missing or something differs, it asks you to review it before issuing.
- 03
The invoice moves forward
Invoices and tax records are generated in the selected invoicing software. The workflow can then send the document to the customer, organise a copy and update its status in your CRM, depending on your tools' capabilities.
- 04
We track due dates and paperwork
Reminders follow the agreed due dates and stop once payment is recorded. We can also prepare the handover to your accountant and flag documents or information that need review.
Less admin between one sale and the next
Avoid typing the same information again
Data already recorded in an order, appointment or job report can be used to prepare invoicing.
Keep track of outstanding tasks
See which documents need review and which due dates require attention without checking every folder separately.
You choose when to approve
We define checks before issuing and the cases that need a person, using the invoicing criteria agreed with your accountant.
VERI*FACTU
VERI*FACTU: prepare your process in advance
If your business falls within the rules, you must use an adapted invoicing system. VERI*FACTU is one mode that sends records to Spain's Tax Agency; another mode retains them without transmission and requires additional controls.
Under the current timetable, businesses within scope subject to Spanish Corporate Income Tax must adapt before 1 January 2027; other businesses within scope must adapt before 1 July 2027. Exemptions include SII, alongside territorial and activity-specific rules.
We check the software documentation and integration scope. The producer's declaration of compliance relates to a specific version; an extension may require another declaration. We agree invoicing criteria with your accountant. Information checked on 3 October 2026.
Official AEAT guidance
Examples for small businesses
Professionals with appointments
Marking a session as completed prepares its details for invoicing. You can review them before issuing and avoid retyping information from your calendar.
Maintenance businesses
An approved job report prepares the invoice information, organises the corresponding document and updates the customer record.
Services with monthly fees
The workflow organises recurring invoicing, identifies outstanding payments and prepares the due date reminders you have agreed.
Frequently asked questions
Do I need to change my invoicing software?
We first assess what you already use. If it offers the required features, integrations and adaptation, we can work with it. If something is missing, we explain what you need and the options.
Can invoices be prepared without issuing them automatically?
Yes. We can prepare drafts, validate information and request your approval before issuing. You and your accountant define the invoicing criteria.
Does Ardeiro.AI offer software approved by Spain's Tax Agency?
Our service assesses and connects your process. Software compliance is documented through the producer's declaration, rather than an approval issued by the AEAT.
Can invoicing be connected with n8n or Make?
We can assess these connections. Invoice issuance and tax recording must use a system and integration that meet the applicable requirements. We check the scope and documentation before implementation.
Tell us how you invoice
Let us know which software you use and where you lose the most time. We will propose automation that fits your business and your tools' capabilities.
Tell us about your business