B2B e-invoicing in Spain: what your ERP or online shop needs before 2027

B2B e-invoicing in Spain requires businesses to prepare a workflow covering invoice issuance, receipt and the reporting of specific invoice statuses. If you use an online shop, an ERP or a bespoke application, checking that your software can generate an electronic document is not enough. You also need to understand how it will work with the public solution or a private platform, and how payment information will be communicated.

On 5 October 2026, Spain’s Official State Gazette (BOE) published Order HAC/1028/2026, dated 2 October, regulating the public e-invoicing solution. The order came into force on 6 October, when the deadlines established under Royal Decree 238/2026 began to run.

What changes in your invoicing process

The Spanish Tax Agency (AEAT) manages a free public solution designed primarily for small businesses and professionals. It also serves as the mandatory repository for electronic invoices.

If you choose a private platform, you need to account for the requirement for these platforms to send a copy of each invoice to the public solution in UBL format, following the EN 16931 semantic model.

The process after issuance also changes. The buyer must communicate invoice rejections, the date of effective payment and the due date. Your system therefore needs to handle these statuses rather than simply generating an invoice and sending it.

This affects how you connect sales, invoicing and payment management. If different parts of your business use separate tools, it is worth checking how information will move between them.

When do you need to be ready?

The deadlines depend on the type of business or professional. According to the AEAT information, the timetable starts on 6 October 2026.

Do not wait until your deadline is approaching to review your systems. You need to identify the tools involved, the information they exchange and any changes that depend on external software providers.

What should you check in your ERP or online shop?

Start by mapping an invoice’s journey from the point of sale to the recording of payment. This will help you distinguish between functions your systems already support and those you need to add.

Check the following:

• Issuance: identify where invoices are generated and which data your invoicing software receives from your shop, ERP or sales application.
• Receipt: review how supplier invoices arrive and where they are recorded.
• Statuses: determine how you will record rejections, due dates and effective payment dates.
• Integrations: check whether your tools can exchange the necessary information without requiring manual duplicate entries.
• Traceability: decide where you will check an invoice’s status and how you will identify missing data.
• Dependencies: ask your software providers which changes they plan to support and which tasks you will need to handle yourself.

The priority is not to replace every tool you use. It is to establish whether your current system can be adapted or whether you need additional services connected to it.

What can you automate without making the system more complicated?

A well-designed integration can reduce the manual work involved in invoicing. The scope will depend on the capabilities of your software and the solution you select.

Consider three areas for automation.

1. Issuing invoices from your sales system. Your shop or ERP can act as the source of the data used to generate invoices, reducing the need to enter the same information more than once.

2. Invoice receipt and reconciliation. You can design a workflow to organise incoming invoices and make it easier to compare them with purchase and payment records. Automation needs to account for exceptions, not just cases that work correctly first time.

3. Payment monitoring. You can connect invoice statuses to internal alerts so that your team can identify approaching due dates or payments that have not yet been recorded. Before automating this process, define the data required and who should intervene when records do not match.

If you are considering AI agents, separate deterministic tasks from those requiring interpretation. Record creation, validation and notifications should rely on verifiable rules. An agent may be useful for supporting tasks, but it does not remove the need to control the data and invoicing workflow. For more on this distinction, read our guide to agent capability and reliability. To estimate what that part costs, see what an agent costs according to published prices.

How should you choose between the public solution and a private platform?

Your decision depends on your operational requirements, the tools you already use and the level of integration you need. Do not choose solely on the basis of the interface or initial cost.

If your invoicing process is straightforward, start by assessing the public solution. If you need to integrate several systems or preserve specific commercial workflows, compare the capabilities of private platforms as well.

Choosing the right software does not, by itself, solve the workflow design. Before commissioning development or signing up for a platform, establish which system is the source of each data point and how duplicate records will be avoided.

What decision should you make this week?

This week, identify which deadline applies to your business, document your invoice workflow and ask your ERP or online shop provider for a specific explanation of how it plans to support the changes. You can then decide whether configuring your existing software is sufficient, whether you need an additional platform or whether a bespoke integration makes more sense. This article provides general technical information rather than tax or legal advice; confirm the requirements that apply to your business with your adviser.

If you need to connect your shop, ERP or management software to a more automated invoicing workflow, tell us how your system works and which processes you want to integrate.