Spain’s e‑invoicing clock is ticking - every small company will need certified billing software soon. This 2025 guide explains why, then compares the leading platforms so you can switch with confidence.
Many owners still copy‑paste invoices in Word. That habit risks fines, late payments, and nights spent hunting VAT numbers. Good billing software fixes all three: it creates legal invoices in seconds, chases debtors, and syncs every sale to your books. Let’s see how.
Quick Q&A
Q: Do all Spanish SMEs need billing software?
Yes. Within two years of the final ministerial order, every business - down to the last freelancer - must issue Verifactu‑ready e‑invoices.
Q: What makes a tool “Verifactu‑ready”?
It generates an immutable Facturae 3.2.2 XML file (UBL optional), stamps a QR code, embeds a unique CSV hash, and can send the record to AEAT in real time.
Q: Are free plans enough?
Often yes for micro‑firms that send under 25 invoices a month, but paid tiers are often required once you need Modelo 303/390 filing. Above that you need paid tiers to unlock VAT filings and extra users.
Billing software for small businesses: why it matters in 2025
New e‑invoicing law: companies with more than €8 million turnover must switch one year after publication of the ministerial order, while everyone else has two years. Paper or PDF workflows expose SMEs to fines and manual errors. Billing software automates VAT, IRPF, and payment‑status reporting.
Best billing platforms - feature snapshot & price
- renn - The only tool with a free tier that covers 25 invoices per month plus AI tax prep. Verifactu‑ready on day one.
- Holded - Cloud ERP with invoicing, CRM, and inventory. Plans start at €25 per month. Working toward AEAT approval.
- Cuéntica - Spanish‑first accounting and invoicing at €15 per month. Built for Modelo 303 and 130.
- Quipu - Starts at €14 per month and bundles access to certified tax advisors.
- Sage 50cloud - Hybrid desktop‑cloud suite with strong inventory and VAT tools.
- Zoho Invoice - Global app, free up to five invoices a month - a gentle test drive for micro‑firms.
- STEL Order - Murcia‑based, offers a free e‑invoice module for quick Crea y Crece compliance.
- QuickBooks Online - Real-time sync between invoices, payments, and books, with pricing on monthly subscription tiers.
Billing and accounting software for SMEs - all‑in‑one options
Integrated suites such as Holded, Sage 50cloud, and QuickBooks cut double entry: every sale posts straight into ledgers and VAT reports. Cloud access lets outside accountants log in without file transfers. According to Wolters Kluwer’s Advisory Barometer 2025, 71 % of Spanish advisory firms have already adopted new invoicing and compliance software to stay ahead of upcoming e-invoicing rules.
Look for features like bank‑feed reconciliation, payroll add‑ons, and multi‑entity support if you sell across borders. AI automations - OCR expense capture and anomaly flags - now come as standard in most mid‑tier plans, so include them when you calculate ROI.
Billing platforms for SMEs - Spanish market leaders
Holded
AEAT‑approved invoicing plus CRM, inventory, and HR in one dashboard. Integrates with Shopify, Stripe, and Zapier for end‑to‑end operations.
Quipu
Verifactu‑compatible invoicing, digital receipts, and IRPF tracking. Access a marketplace of human tax advisors when needed.
Cuéntica
Straightforward interface with rich cash‑flow dashboards - ideal for service‑based SMEs.
STEL Order
Free version already meets the law for e‑invoicing. Built for trades and field services that rely on mobile apps.
Contasol
Long‑running desktop tool. Core is free; €24 per month unlocks cloud updates and integrations with Microsoft Office.
Accounting and invoicing software for small businesses - cost and ROI
Entry‑level cloud tools range from €10 to €30 per month. Free tiers exist but often cap invoices or drop VAT filings. A typical SME saves six to eight admin hours each month once invoicing and bank feeds automate reconciliation. Avoid hidden costs: extra users, advanced reports, and advisor add‑ons can double the headline price - check plan limits closely.
Using non-compliant billing software can cost up to €50 000 per year of use (and €150 000 for developers/distributors), so field-validation tools pay for themselves quickly.
Verifactu‑ready billing software - compliance checklist
- Generates an immutable Facturae 3.2.2 XML file (UBL optional).
- Embeds a QR code on every invoice.
- Sends a copy to AEAT instantly.
- Holds an AEAT homologation letter.
- Generates a unique CSV for each invoice.
Current certified options: renn, Holded, Quipu, Cuéntica, STEL Order, plus AEAT’s upcoming free portal.
Plan migration early - vendors need weeks to map legacy data into new structures and train staff.
For full legal text see the Agencia Tributaria site.
Integrations and automation - connecting your stack
Priority connections: bank feeds (BBVA API, CaixaBank), payment gateways (Stripe, PayPal), CRM, and e‑commerce.
Automation ideas: auto‑chase unpaid invoices via WhatsApp, push paid invoices to Google Drive, and feed cash‑flow data into your BI tool. Check for open REST or Zapier/N8N connectors - closed ecosystems create manual work later.
Need a wider view of accounting platforms? See our online accounting platform guide for freelancers and small businesses.
Bottom line
Start with a short list based on compliance, price, and integrations. Run a 30‑day pilot before migrating fully. Investing now avoids the last‑minute 2026 rush and sets your business up for faster payments and cleaner books.
