Do you know how to send invoices via FACE?

If you are an entrepreneur, work in an accounting team, or manage a financial department, and the answer to the question with which we title this article is no, you have a problem. In fact, you surely know what FACE is if you have commercialized any product or service with the Public Administration. The reason is that e-invoicing in Spain and Europe is mandatory.

Likewise, in our country, FACE is the platform through which all these operations involving public companies are carried out. Anyway, don’t worry, because in these lines we explain in detail what it is and how to send invoices via FACE to avoid errors, problems, and misunderstandings.

What is FACE and what are its objectives? 

Before we delve into how to submit invoices via FACE, let’s get to the root of the matter. That is, let’s explain what this term is, although we have already mentioned it in the introduction. It is the acronym for Facturae Electronic Certification Agency. It is a platform that has been developed by the Ministry of Finance for the issuance and reception of electronic invoices in the public sector. 

This tool offers companies and suppliers the possibility to securely send and receive digital invoices. Furthermore, it guarantees the authenticity, integrity, and preservation of the information contained in these types of documents for the time required by regulations. It even offers electronic certification services for other types of documents such as contracts or files. 

At easyap, we already discussed in due course what FACE is. However, its importance and popularity have grown in recent years because its use has been mandatory for all companies conducting transactions with the Public Administration in our country since January 15, 2015. 

At that time, FACE, or Facturae, as many call invoices in FACE, was born with two main objectives:  

1. Improve efficiency and productivity within the business sector, starting with companies in the Public Administration.
2. Reduce costs associated with paper invoice management and also promote the transition towards a digital economy in the country.

As of today, it has been proven that the use of FACE offers, in addition to these, other additional benefits. We are referring, for example, to the lower environmental impact achieved by electronic invoices or the better control and traceability of fiscal and tax aspects across the entire national industry.

How to send an electronic invoice via FACE? 

Once we have defined what it is, let’s see how to send invoices via FACE.At easyap, we have been developing electronic invoicing solutions for Spanish companies across various sectors for over two decades, all adapted to regulations. Therefore, we know exactly how the process is to send any type of invoice on this platform: 

1. Register with FACE.If you don’t have an account with FACE yet, you will need to register your company on the platform through its website.To do this, you must enter your company information, as well as various details such as an email address and a phone number.
2. Prepare the invoice.With the operation in progress, you will need to generate the electronic invoice. This must be in XML format,following the standards defined by digital invoicing regulations in Spain. You can generate this invoice using your company’s own invoicing software (like the one we develop at easyap) or use an online electronic invoicing service that generates it in the correct format.
3. Access the platform.After creating the invoice, you will need to access FACE with your user account and click on the option “Send invoice” in the corresponding section.
4. Complete the information.Once inside, on the invoice submission screen, you will need to provide the necessary information to identify it. This includes supplying an invoice number, the issue date, and the total amount. You must also indicate the recipient, which can be a Public Administration or a private company.
5. Attach the XML invoice. Finally, you will need to attach the XML file of the electronic invoice that you have previously generated. Once you have completed all the fields and attached the file, you can send the electronic invoice through the FACE platform.

Observing how FACE works, we can say that it acts as a portal for issuers and providers. In it all operations carried out by the Public Administration are registered and stored. In this way, there is a digital space where all electronic invoices detailing the transactions of public entities can be consulted.

What data must invoices sent via FACE include? 

Regarding the electronic invoice itself, you should be aware of its relevance. They are very important documents due to the information they contain. Especially because they serve as a guarantee and proof of every operation. In fact, Spanish regulations stipulate what data any invoice must contain. 

However, if you are going to send your invoices through FACE, you might wonder what specific information they should include. Invoices sent through the FACE platformmust comply with the requirements of the electronic invoicing regulations. These establish the following: 

1. The invoice number and series. Invoice series typically change annually in most cases, though this is not mandatory.
2. The date the invoice is issued.
3. Information about the issuer. That is, the name, surname or company name, the tax identification number, its address, etc.
4. The same identification details, but, in this instance, for the recipient.
5. A comprehensive description of the goods or services involved in the transaction. That is, its unit price and quantity.
6. The total amount, including the taxes corresponding to the transaction.
7. The delivery date of the products listed on the invoice or of the provision of services, in the event that it is different from the issue date.
8. The accounting registration number, if applicable.

 It is important that the data you include in your invoices is correct and complete, which will facilitate the validation and processing of the invoice by your client. Otherwise, whether you send it via FACE or not, you will have to create a corrective invoice later on. 

Furthermore, don’t forget that the invoice must include your digital signature. It is also advisable to keep a copy of that electronic invoice and the acknowledgment of receipt sent by the FACE platform. Both documents will serve as proof of the invoice’s issuance and reception.

Why is it beneficial to have a service like Easyap’s? 

At this point in the article, you might be wondering what relationship FACE might have with a service like easyap’s for submitting electronic invoices. And we respond: a lot. 

At easyap, we help all types of companies with their digital transformation. To achieve this, we develop customized electronic invoicing solutions for each brand. With software like ours you will be able to generate your electronic invoices in the format required by FACE and upload them to the platform conveniently and quickly. 

But the best part of a service like easyap’s is that we go much further. With our software, you have a system where you can also record each and every operation you carry out. Whether with private companies or with public administration entities, you will be able to store them in the cloud system we designed for you. Additionally, you will have access to them whenever you wish for the duration determined by current legislation. 

However, we want to go further. For this reason, easyap’s software is much more than a solution for creating and managing electronic invoices. With our solution, you will also have a supplier portal, where they can check the status of their invoices at any time. A complete improvement for your relationship and communication. 

Furthermore, you will also enjoy a space to account for all employee expenses that arise in the day-to-day operations of your commercial activity. Per diems, travel, additional purchases… Your company’s employees will be able to conveniently add all this information to the software, which will be most useful for your business’s accounting and financial analysis. 

Even in tax matters, easyap’s software can be a great ally. It allows you to communicate and submit taxes to the relevant authority. SILICIE, SII, TicketBAI…And all of this adapted to your business, your billing volume, and the regulations you need to comply with based on your location and activity. So if you want, we tell you much more and we move forward with you into the new digital world.