Just thinking about procedures and operations with public bodies makes many entrepreneurs and suppliers tremble. Processes, bureaucracy, paperwork… For others, this fear is further exacerbated by their lack of knowledge of the digital world. But the truth is that e-invoicing is already fundamental in commercial transactions with the Public Administration, and FACE plays a leading role in them. Below, you have a guide on how to issue e-invoices through FACE step by step. We analyze the entire process and see how to use the platform effectively, in addition to the legal implications involved.
First of all, what is FACE?
If we are going to talk about FACE, the first thing we must make clear is what FACE is. For us, from our position as a technology and accounting company specialized in the issuance of e-invoices or electronic invoices, it is a more than familiar term. Currently, it encompasses numerous functions (and will encompass even more). That’s why we have dedicated time to a specific article on what FACE is exactly.
Aside from its definition, we emphasize again that these acronyms are already a crucial reality in the national business fabric. FACE refers to the platform for Electronic Invoicing of the Central Administration of the Government of Spain. Likewise, it was born as an initiative that sought to promote e-invoicing in all commercial transactions between suppliers and the central administration. Now it has practically transitioned from an initiative to a mandatory requirement.
Likewise, the FACE platform allows its suppliers to send e-invoices to the bodies of the Central State Administration securely and efficiently. It also facilitates the management and processing of these by the administration, streamlining procedures and improving management efficiency.
In this regard, e-invoicing through FACE aims to reduce bureaucracy, simplify processes, and save costs, both for suppliers and for the Public Administration. Therefore, issuing invoices via FACE represents a step forward for companies that have relationships with public bodies, and it will soon be essential for any large company, SME, or freelancer.
Issuing an Invoice via FACE: What are the steps?
Due to the advantages of digital invoicing, any operation with the Public Administration is already mandatory in Spain and will soon also be mandatory for those between private companies. For this reason, knowing how to issue invoices through FACE is becoming a necessity for any type of organization.
Nevertheless, many businesses and companies are not only undigitalized but also dread facing electronic processes, even more so when dealing with administrations. To assist them, easyap offers a step-by-step guide on how to send invoices via FACE.
1. Obtain Your Digital Certificate
Obtain a valid digital certificate, such as the Digital Certificate for Individuals or the Digital Certificate for Legal Entity Representatives. With either of these, you can electronically sign every invoice you issue.
2. Access FACE
Access the FACE platform through the official website provided by the Spanish Government for this purpose. To do so, you will also need to register as a supplier in FACE, for which the website provides you with the necessary instructions.
3. Gather the Information for Your Digital Invoice
Prepare the necessary information for issuing your electronic invoice. Here you can find the billing data that you must include in it.
4. Create the Invoice
To create your invoice you have two alternatives. On the one hand, you can use the tool or application provided by FACE. On the other hand, you can rely on a good invoicing software like easyap’s.Complete the required fields and ensure that the invoice complies with established standards and formats.
5. Sign Electronically
Use your digital certificate, which we referred to in the first point of the process, to electronically sign the invoice.This step guarantees the authenticity and integrity of the invoice in the eyes of the corresponding administration.
6. Send the Invoice
Once you have electronically signed, send the invoice through the FACE platform. To do this, you can follow the specific instructions provided on the platform itself. Or, using our software will make it even more convenient and faster for you.
7. Confirmation and Tracking
Verify if the invoice has been received correctly and if it has been accepted by the recipient. You can use the platform to track its status.
Remember that these steps are a general guide, and it is always advisable to consult the instructions and resources provided by the FACE platform and the Government of Spain. There you will find specific and updated details on how to issue an electronic invoice through this platform.
Or, as we mentioned, you can also rely on a solution like ours.A system fully adapted to the platform’s technical requirements, where you can upload your invoices for FACE and avoid headaches.
Who Can Submit Invoices via FACE?
On the other hand, we previously talked about who is obliged to use electronic invoicing.Along these lines, there are business owners and financial directors who still have doubts about who can issue invoices via FACE.
In general, the platform is designed for suppliers of goods and services to submit their electronic invoices to the bodies of the Central State Administration.Therefore, companies that conduct commercial transactions with any administration can and must use FACE to issue their electronic invoices.
This includes individual suppliers, freelancers, companies, and other entities that provide services or supply goods of any kind to the administration. To do so, suppliers must comply with the requirements and procedures established by the Government of Spain and the platform to use this online invoicing system.
How is FACE e-invoicing performed?
In turn, it may seem strange or absurd, but there are still those who are not clear that FACE is an IT system. Therefore, it is not uncommon for certain companies to ask the following question: How is FACE e-invoicing performed? Is it possible to go to a physical and public office to submit FACE invoices?
The answer is no.Electronic invoicing through the FACE platform is carried out exclusively online, using the infrastructure provided by the Government of Spain. It is not done in person or through other physical means.
Therefore, if you want to issue and consult invoices via FACE you will need an Internet connection and a valid digital certificate to electronically sign each and every invoice. This means that suppliers, in addition to being registered on the platform, must have the necessary technological resources to carry out the electronic invoicing process properly.
What are the legal implications of issuing invoices via FACE?
Additionally, issuing invoices through FACE is also regulated. Therefore, it carries certain legal implications, both for the Government and the corresponding body, and for supplier companies:
For the Government
- Regulatory compliance.By using FACE, the Government ensures compliance with legal and regulatory requirements concerning digital invoicing.
- Receipt and processing.The Government is obligated to receive and process electronic invoices submitted via FACE in accordance with established procedures and deadlines.
- Payment compliance.Upon receiving a valid electronic invoice through FACE, the Government is legally obliged to comply with the payment deadlines stipulated by current regulations.
For suppliers
- Compliance with requirements.Suppliers must comply with the requirements and standards set by the Government for issuing electronic invoices through FACE. This includes using valid digital certificates, adhering to established formats and standards, and following the platform’s specific procedures.
- Accountability and accuracy.Suppliers are responsible for ensuring the veracity and accuracy of the information contained in electronic invoices issued through FACE. They must ensure that these invoices comply with all legal requirements and contain the necessary information.
- Invoice retention.Suppliers are obliged to retain electronic invoices issued through FACE for the period established by current regulations concerning document retention.
These legal implications may vary and are subject to updates. Therefore, it is essential that both the Government and suppliers stay up-to-date with the regulations and guidelines regarding online invoicing.
However, what we also guarantee you is that with easyap, you will benefit from all the advantages of submitting invoices via FACE and many others.. Our solution adapts both to this official platform and to other accounting and business needs your company may have. For this reason, we digitize this key area of your company by developing an ideal and tailored solution that, right from the start, will save you time, money, and headaches. If you want to know more, you just have to contact us.
