Question 1

What is Invoo and who is it for?

Accepted Answer

Invoo is invoicing software for freelancers and SMEs in Spain that includes connection with your accountant. Unlike ERPs that include CRM, inventory, and modules you'll never use, we only do invoicing. Invoice in seconds, your accountant sees everything instantly, automatic Verifactu and TicketBAI. Designed for those who want to invoice professionally without complications. If you have between 1 and 100 invoices per month and work with an accountant (or want to work with one), Invoo is for you.

Question 2

How long does it take to start with Invoo?

Accepted Answer

A few minutes. You create your account, add your tax details (tax ID, address), enter a couple of clients and you can invoice. No implementation, no weeks of training, no two-hour videos. On day one you're already invoicing faster than with Word or Excel.

Question 3

I'm coming from Excel/Word. Is it hard to migrate?

Accepted Answer

No — it's easier than what you use now. If you can use WhatsApp, you can use Invoo. You enter the client, the line item and the amount; Invoo calculates VAT and withholding automatically, generates the PDF and sends it in seconds. No formulas that break, no outdated templates. And there's a date in the calendar: if your invoicing runs on Excel, then from 1 January 2027 (companies) or 1 July 2027 (freelancers) that spreadsheet is an invoicing software system and must comply with the RRSIF — chaining records, generating the QR — which it does not do. Better to move now, without the rush.

Question 4

I already use Holded/Quipu. Why switch to Invoo?

Accepted Answer

Because you're paying for features you don't need. Other tools include CRM, inventory, and HR modules. If you're a freelancer, you use only a fraction of what you pay for. Invoo costs €10.90/month and gives you 100% of what you need to invoice: quotes that convert to invoices in 1 click, line-item discounts, automatic Verifactu and TicketBAI, European invoicing in euros, and your accountant connected for free. Plus, Invoo support responds in hours, not weeks. Migration takes 15 minutes. Try and compare.

Question 5

Do I have to leave my accountant to use Invoo?

Accepted Answer

No, quite the opposite. Your accountant stays with you and you actually make their life easier. With Invoo, your accountant accesses a free dashboard where they see all your invoices in real time. No emails, no attached PDFs, no WhatsApps at 11pm asking where November's invoice is. You invoice, they see it instantly. Many accountants recommend us to their clients because it saves them hours of manual work. If your accountant says they don't want you to use software, send them our website. When they see the free dashboard, they change their mind.

Question 6

Do I need technical knowledge to use Invoo?

Accepted Answer

No. If you use WhatsApp or Gmail, you can use Invoo. We designed the interface for Carmen, a 48-year-old freelancer who's been invoicing with Word for 8 years. No complicated menus, no modules to configure, no weird integrations. Open Invoo, enter client and concept, save. Done. Invoo calculates taxes, generates the PDF, and sends it. Our record is a freelancer who created her first invoice in 90 seconds without help. If you get stuck, human support responds in hours.

Question 7

Can I import my clients and old invoices?

Accepted Answer

There's no automatic data import yet. You enter your clients manually the first time — it's quick, with name, tax ID and email — and from then on they're saved. Old invoices are not imported: every piece of software uses a different format. That's fine for tax purposes, since your history remains valid wherever you keep it.

Question 8

What makes Invoo different from other invoicing software?

Accepted Answer

Three things. First, your accountant is already connected by default, free. Second, we only do invoicing. No CRM, no inventory, no modules you'll never use. You use 100% of what you pay for. Third, real speed. Invoice in seconds, quote to invoice in 1 click, setup in 5 minutes. With data stored in Europe with AES-256 encryption. €10.90/month, everything included.

Question 9

How does the connection with my accountant work?

Accepted Answer

Simple: you invoice, your accountant sees it instantly. Invite your accountant from your account (enter their email), they receive access to a free dashboard where they see all your invoices, expenses, and income in real time. No sending PDFs, no exporting Excel, no back-and-forth emails. Your accountant can filter by date, download what they need for tax returns, and see everything consolidated. They don't have to ask you for anything. You maintain control: you decide what they see and when. You can revoke access anytime. It's like collaborative Google Drive, but designed for invoicing.

Question 10

Does my accountant have to pay anything?

Accepted Answer

No, nothing. The accountant dashboard is free for your accountant, included in your plan. Some competitors charge extra for the accounting connection. We include it because we understand that freelancer + accountant = team. Your accountant only needs an email to access. If they manage 50 clients with Invoo, they access all 50 from a single panel. No licenses, no hidden costs. Win-win: you pay less, your accountant saves time, we gain happy customers.

Question 11

What exactly does my accountant see in their dashboard?

Accepted Answer

Your accountant sees all your issued invoices (with their status: paid, pending, overdue) and all your recorded expenses, with the taxable base, VAT and IRPF withholding on each line. They can download the PDFs and export a quarterly CSV, ready to load into their software to prepare the 303 and the 130. They cannot see your password, and they cannot edit or delete your invoices; on expenses, they can approve or reject them. Access is all or nothing: if you connect them, they see your invoices and expenses — and you can revoke it whenever you want.

Question 12

Can I use Invoo if my accountant doesn't want to use it?

Accepted Answer

Yes, but you'll be losing half the value. Invoo works without a connected accountant: you can invoice, export PDFs, and email them as always. But you lose the magic: zero emails, zero waiting, zero 'I'm missing invoice 0234'. Our experience: many accountants who are initially skeptical change their mind when they see the free dashboard. Send your accountant our website or ask them to contact us. If they really don't want to, you can still use Invoo and export manually. But we recommend insisting. Many freelancers have switched accountants because of this: if your accountant refuses to use tools that make your life easier, maybe they're not the right accountant.

Question 13

Does Invoo support multiple users?

Accepted Answer

Currently Invoo is for a single user at €10.90/month. The multi-user feature — so that multiple team or SME members can invoice from the same account and your accountant sees everything consolidated — is in development and coming soon. If your business needs this now, get in touch so we can notify you as soon as it's available.

Question 14

What happens if I change accountants?

Accepted Answer

Revoke access from the old accountant and invite the new one. It's instant. Your invoices remain yours, they don't depend on who views them. The new accountant accesses the complete history since you started using Invoo. No migration, no data loss. This is another advantage of Invoo: your data isn't on your accountant's computer like with proprietary accounting software or Excel they control. It's in your Invoo account. You decide who has access. Changing accountants is already stressful enough. With Invoo, at least the technical part is trivial.

Question 15

What is Verifactu and why does it affect me?

Accepted Answer

Verifactu is the AEAT regulation (RD 1007/2023, amended by RDL 15/2025) governing the software you invoice with. From 1 January 2027 (companies) and 1 July 2027 (freelancers), if you issue invoices using an invoicing software system (SIF), it must comply with the RRSIF: a QR code on every invoice, records chained with SHA-256 hashes and, if you choose the VERI*FACTU mode, sent to AEAT in real time. Compliance is declared by the software maker via a responsible declaration; AEAT does not issue any official certification. Two common misconceptions: Verifactu is not about 'electronic invoicing' — it regulates the system you invoice with, even if you print the invoice on paper — and it does not apply to everyone. Those already under SII (VAT groups, REDEME, large companies) are out, as are taxpayers under foral rules: the Basque Country and Navarre, which have TicketBAI and Batuz. Invoo complies with the RRSIF.

Question 16

Is Invoo ready for Verifactu?

Accepted Answer

Yes. Invoo generates the RRSIF-compliant invoicing record, with its QR, and sends invoices to AEAT through our approved provider. You switch submission on from your settings (see the next question); once it's on, every invoice goes out on its own and you can see its status: sent, accepted or rejected. When the obligation arrives — 1 January 2027 for companies, 1 July 2027 for freelancers — you won't have to change tools or migrate anything.

Question 17

Can I continue using Excel or Word to invoice?

Accepted Answer

It depends how you use them. The RRSIF only binds you if you invoice with a software system. If you write invoices by hand or use a receipt book, it doesn't apply to you. And if you use Word or Excel purely to type an invoice, print it and file it, AEAT itself says it doesn't apply either. The problem starts the moment your spreadsheet stops being a loose document and becomes the thing that runs your invoicing: at that point it is a SIF, and it must comply with the RRSIF — chaining records with hashes, generating the QR, guaranteeing integrity — which a spreadsheet does not do. The deadlines are 1 January 2027 for companies and 1 July 2027 for freelancers. With Invoo that's handled out of the box, and VAT and withholding are calculated for you.

Question 18

What are the penalties for not complying with Verifactu?

Accepted Answer

Article 201 bis LGT (introduced by Ley 11/2021) sets fixed fines, not graduated ones — so it isn't 'up to', it's that amount. If you use an invoicing system that does not comply with the RRSIF: a fixed fine of €50,000 per financial year (Art. 201 bis.2). For those who produce or sell non-compliant software: a fixed fine of €150,000 for each year with sales and for each type of system (Art. 201 bis.1), or €1,000 per system sold where what is missing is the certificate. All are serious infringements, and they include keeping your invoicing in systems that allow double records, omit transactions or leave no audit trail. The easy way not to think about this: invoice with software that complies with the RRSIF, like Invoo.

Question 19

Do I have to do anything special to comply with Verifactu?

Accepted Answer

A little, and only once. For Invoo to submit your invoices to AEAT on your behalf, you need to sign the representation document with your own digital certificate (Autofirma, FNMT or DNIe) and upload it: Invoo generates it, you sign it and attach it. From then on you switch submission on in your settings and every invoice goes out on its own, with its QR, and you see its status. No plugins to install, no APIs to configure, no technical regulation to understand. In the Basque Country, TicketBAI is enabled automatically.

Question 20

If I invoice with Invoo, does my accountant have less work on tax returns?

Accepted Answer

Yes, much less. Your accountant accesses all your Verifactu invoices from their dashboard, downloads CSV with totals of income, expenses, VAT, and withholding tax already calculated. No asking for invoices via WhatsApp, no consolidating PDFs, no manually typing data. For quarterly tax returns, they export everything in one click. This reduces errors (data comes directly from your approved software) and saves time (fewer hours of data entry = lower cost for you). Many accountants reduce fees if the client uses well-integrated software. Ask your accountant: they'll probably say yes, Invoo makes their life easier.

Question 21

Does Invoo support TicketBAI (Basque Country)?

Accepted Answer

Yes. TicketBAI is mandatory in the Basque Country, with a different timetable per province: Álava since 2022, Gipuzkoa since July 2022 (mandatory for everyone from June 2023) and Bizkaia through the phased rollout of Batuz, completed on 1 January 2026. Invoo generates the TicketBAI XML file, signs each invoice and sends it to the relevant Hacienda Foral. Watch out for a very common confusion: it is not about where your client is, but which tax authority you file with. If you file under foral rules, you are outside Verifactu and inside TicketBAI for all your invoices — including the ones you issue to a client in Madrid.

Question 22

How much does Invoo cost?

Accepted Answer

One plan: €10.90/month (or €9.17/month with annual billing, €109.99/year — saves 17%). Everything included: unlimited invoices, quotes, expenses, Verifactu and TicketBAI, discounts, free accountant dashboard, human support. No hidden costs, no charges for 'extra modules', no invoice limits. The plan is for one user. Multi-user management is in development. Compared to other tools (€29+/month without connected accountant) or online accountants (€30+/month without personal relationship), Invoo is cheaper and more complete. Fixed price, no surprises. Cancel whenever you want.

Question 23

€10.90/month seems expensive for a freelancer. Is it worth it?

Accepted Answer

It depends how much you value your time. If you issue 10 invoices a month in Word at 10 minutes each, that's nearly an hour and a half gone. With Invoo it's a few minutes a month. If your hour is worth €30, you make it back in the first week. You also reduce VAT errors, your accountant sees everything instantly — fewer emails, less friction — and you invoice with a system that complies with the RRSIF, which reduces your exposure to the Art. 201 bis LGT infringement for using a non-compliant system.

Question 24

Is there a free plan or trial period?

Accepted Answer

Yes. You can get started free for 14 days without a credit card. Create your account, invoice, test everything (including the accountant dashboard), and decide if you stay. No commitment. If you're not convinced, cancel and pay nothing. Our bet is that after creating your first invoice and seeing how your accountant accesses without emails, you won't want to go back to Word.

Question 25

Can I cancel whenever I want?

Accepted Answer

Yes, with no penalties and no awkward questions. You cancel from your panel in seconds. Your subscription ends at the end of the period you have already paid for (cancel on 15 January having paid until 1 February, and you keep access until 1 February). You can download your invoices as PDFs, and request a full export by writing to support@invoo.es. Your data is yours. No lock-in, no forced annual contracts, no retention calls.

Question 26

Does Invoo have a team plan?

Accepted Answer

Not yet as an active feature. Currently Invoo is for a single user at €10.90/month. Multi-user management (so that multiple team or SME members can invoice from the same account) is in development and coming soon. If you'd like to be notified when it's available, get in touch.

Question 27

How much does it cost to collect invoice payments online?

Accepted Answer

The plan still costs €10.90/month, unchanged. Online payments are an optional feature: if you switch it on, Invoo charges a 0.5% fee on each payment successfully collected, plus applicable taxes. It is only charged on completed payments — if a payment does not go through, you pay nothing. It is the only per-transaction fee Invoo charges.

Question 28

How long does it take to create an invoice with Invoo?

Accepted Answer

Seconds if the client is already registered. Open Invoo, select client, enter concept and amount, save. Done. Invoo calculates VAT and withholding tax automatically, generates PDF with Verifactu QR, and sends by email if you want. No learning curve, no complex menus. Compared to Word (10 minutes: open template, update data, calculate taxes, save PDF, send) or Excel (5-8 minutes), Invoo is significantly faster. Real speed, verifiable. Time it yourself.

Question 29

Does Invoo support invoicing to European countries?

Accepted Answer

Yes. Invoo issues invoices in euros and applies VAT rules according to the country and the type of client. To EU businesses with a valid VAT number in VIES (and with you registered in the ROI): the invoice carries no VAT under the reverse charge, and the transaction goes on form 349. To EU consumers: VAT is charged — Spanish VAT or the destination country's via OSS, depending on the case. Outside the EU: supplies of goods are exempt as exports, and services are usually out of scope under place-of-supply rules. You pick the country and the type of client, and Invoo applies the rule and adds the correct legal wording.

Question 30

Can I automate recurring invoices?

Accepted Answer

Not yet, but it's on our roadmap. For now you create each invoice fresh — with your clients and catalogue already saved, it takes seconds.

Question 31

How do quotes work? Can I convert them to invoices?

Accepted Answer

Yes, in one click. You create the quote with client, line items and discounts, and send it. When your client confirms it, you open the quote in Invoo and hit 'Convert to invoice'. Done: no retyping, no copy-paste, no errors. Automatic numbering, updated date, and the status becomes an issued invoice.

Question 32

Can I apply discounts on invoices?

Accepted Answer

Yes, per line item. Enter product/service €100, apply a 10% line-item discount, Invoo shows €90 and calculates VAT on €90. Useful for promotions, VIP clients, negotiations. Compared to Word (calculate discount manually = errors) or software that charges for a 'discount module', Invoo includes it free. Line-item discounts are part of professional invoicing, not an extra. They're there, use them when you want.

Question 33

If I have a team (SME), how do I know who created each invoice?

Accepted Answer

Not yet. Today Invoo is single-user: one account, one business. Multi-user management — with roles and a record of who created each invoice — is in development, and it's one of the things SMBs ask us for most.

Question 34

Does Invoo calculate VAT and withholding tax automatically?

Accepted Answer

Yes, always. Enter gross amount (€1,000), Invoo adds 21% VAT (€210) and applies 15% withholding tax (-€150) if applicable. Result: invoice total €1,060. You enter €1,000, Invoo does the rest. No calculator, no Excel formulas, no errors. Invoo supports VAT (mainland Spain and Balearic Islands), IGIC (Canary Islands) and IPSI (Ceuta and Melilla). If invoicing professional services: 15% withholding (7% if you're a new freelancer). If selling products: VAT/IGIC/IPSI with no withholding. If exporting outside EU: no indirect tax, no withholding. All according to current AEAT regulations. Impossible to make mistakes. Carmen, 48, invoicing with Word since 2015, had to pay €300 to the tax authority for a VAT error. With Invoo: zero errors.

Question 35

Can I record expenses in Invoo?

Accepted Answer

Yes. Record expenses (concept, amount, VAT, category: supplies, software, transport), upload receipt photo or received invoice PDF. Your accountant sees your expenses in their dashboard, exports them for quarterly deductions. Useful for: keeping monthly track of spending, having centralized receipts (goodbye phone photo folder), facilitating your accountant's work (they see expense + receipt in same place). It's not full accounting (that's what your accountant with their software is for), but it's sufficient recording for freelancers. David records 8-12 expenses per month (Notion, Figma, client coffees), his accountant downloads them in seconds. No WhatsApps, no lost photos.

Question 36

Can my clients pay the invoice online?

Accepted Answer

Yes. You connect your own Stripe account and add payment to the invoice: your client pays by card, Bizum, Apple Pay, Google Pay or SEPA direct debit without leaving it. It is optional — you switch it on, and the money is paid directly into your Stripe account. Invoo never holds the funds. Invoo charges a 0.5% fee on each payment successfully collected; if a payment does not complete, there is no fee.

Question 37

How can my accountant manage multiple clients with Invoo?

Accepted Answer

Your accountant accesses a single panel where they see all their clients who use Invoo. They can filter by client, download consolidated invoices, export CSV by quarter, manage Verifactu for everyone in one place. If your accountant has 50 clients on Invoo, they see all 50 from one dashboard. No logging into 50 different accounts, no chasing documents via WhatsApp. Each client invites the accountant from their account, the accountant accepts once, and has perpetual access (until the client revokes). This allows small accounting firms (2-5 employees) to compete with online services offering technology + personal relationship. Ana, accounting firm owner in Valencia with 200 clients, manages 3x more clients without hiring thanks to Invoo.

Question 38

Will my clients have to pay to use Invoo?

Accepted Answer

Invoo costs €10.90/month for freelancers and SMBs. Much less than they'd pay for similar tools, and you as their accountant access everything for free. You can recommend Invoo as part of your service: your clients get professional invoicing with automatic compliance, you access their data without chasing emails. Invoo isn't competition, it's an ally for your firm.

Question 39

Does Invoo offer white-label for accountants?

Accepted Answer

Not yet, but it's on our roadmap. If you're an accounting firm interested in white-label, get in touch so we can understand your needs and design it with you.

Question 40

Will my clients (traditional freelancers) know how to use Invoo?

Accepted Answer

Yes. We designed Invoo with Carmen in mind: 48, eight years invoicing in Word, technology is not her thing. If Carmen can, your clients can. An interface with no complicated menus, only the essentials. Many firms do onboarding in a ten-minute video call: the first invoice together, and that's it. If they get stuck, our support answers — or you help them, if you'd rather keep control. And there's a date: 1 January 2027 for companies and 1 July 2027 for freelancers. Better to bring them along now, without the pressure.

Question 41

Does Invoo replace my accounting software?

Accepted Answer

No, it complements it. Professional accounting software is for complete accounting, filing tax returns, multi-company management. Invoo is for client invoicing. Your workflow: client invoices in Invoo → you see invoices in Invoo dashboard → export CSV → import to your accounting software for formal accounting. Invoo doesn't replace your internal ERP, it facilitates client data capture. Without Invoo, you receive invoices via WhatsApp/email, type them manually into your system. With Invoo, you download clean CSV, import automatically. Save 2-3 hours per client per quarter. That scales: 100 clients = 200-300h saved/quarter. You can manage more clients or lower price and win volume.

Question 42

How does Invoo compete with online accountant services?

Accepted Answer

Invoo doesn't compete with you, it helps you modernize. Online accountant services offer technology but without a personal relationship. You offer trust and knowledge of your client's business. Invoo gives you the technology layer: your clients invoice with automatic compliance, you see everything in real time. You modernize your service without losing what makes you valuable.

Question 43

Where is my data stored?

Accepted Answer

On AWS servers in the European Union (Ireland), GDPR compliant. The connection is always encrypted (HTTPS/TLS), and the receipts you upload and our backups are stored encrypted with AES-256. We don't sell your data, we don't market with your information, and we don't share it with anyone except your accountant, if you authorise it. We take automatic daily backups.

Question 44

Who can see my invoices and expenses?

Accepted Answer

In the app, only you and your accountant (if you have invited them). Nobody else. The Invoo team only accesses your data if you open a support ticket and authorise it, to resolve the technical issue. No third-party access and no integrations that leak information. If you revoke your accountant's access, they lose it instantly. You are in control.

Question 45

Can I export my data?

Accepted Answer

Yes. You can request a full data export by emailing support@invoo.es. You'll receive your invoices as PDFs and a CSV with the complete listing. Your data is yours, we comply with GDPR portability rights.

Question 46

What happens to my invoices if I cancel my account?

Accepted Answer

When you cancel your account, your access is deactivated at the end of the current billing cycle. You have a limited period to request data download at support@invoo.es. After that period, Invoo proceeds to delete data according to our Privacy Policy and applicable legal retention obligations. Remember that Spanish tax law requires keeping invoices for at least 4 years (Art. 66 LGT). Request the export before cancelling.

Question 47

How does Invoo protect my data?

Accepted Answer

Your data sits on European servers, the connection is always encrypted (HTTPS/TLS), and receipts and backups are stored encrypted with AES-256. Account access is handled by Keycloak, the open identity standard, with encrypted passwords. We comply with GDPR and apply technical and organisational measures to protect your tax information.

Frequently Asked Questions

Getting Started with Invoo

What is Invoo and who is it for?

What is Invoo and who is it for?

How long does it take to start with Invoo?

How long does it take to start with Invoo?

I'm coming from Excel/Word. Is it hard to migrate?

I'm coming from Excel/Word. Is it hard to migrate?

I already use Holded/Quipu. Why switch to Invoo?

I already use Holded/Quipu. Why switch to Invoo?

Do I have to leave my accountant to use Invoo?

Do I have to leave my accountant to use Invoo?

Do I need technical knowledge to use Invoo?

Do I need technical knowledge to use Invoo?

Can I import my clients and old invoices?

Can I import my clients and old invoices?

What makes Invoo different from other invoicing software?

What makes Invoo different from other invoicing software?

Accountant Collaboration

How does the connection with my accountant work?

How does the connection with my accountant work?

Does my accountant have to pay anything?

Does my accountant have to pay anything?

What exactly does my accountant see in their dashboard?

What exactly does my accountant see in their dashboard?

Can I use Invoo if my accountant doesn't want to use it?

Can I use Invoo if my accountant doesn't want to use it?

Does Invoo support multiple users?

Does Invoo support multiple users?

What happens if I change accountants?

What happens if I change accountants?

Verifactu & Compliance

What is Verifactu and why does it affect me?

What is Verifactu and why does it affect me?

Is Invoo ready for Verifactu?

Is Invoo ready for Verifactu?

Can I continue using Excel or Word to invoice?

Can I continue using Excel or Word to invoice?

What are the penalties for not complying with Verifactu?

What are the penalties for not complying with Verifactu?

Do I have to do anything special to comply with Verifactu?

Do I have to do anything special to comply with Verifactu?

If I invoice with Invoo, does my accountant have less work on tax returns?

If I invoice with Invoo, does my accountant have less work on tax returns?

Does Invoo support TicketBAI (Basque Country)?

Does Invoo support TicketBAI (Basque Country)?

Pricing & Plans

How much does Invoo cost?

How much does Invoo cost?

€10.90/month seems expensive for a freelancer. Is it worth it?

€10.90/month seems expensive for a freelancer. Is it worth it?

Is there a free plan or trial period?

Is there a free plan or trial period?

Can I cancel whenever I want?

Can I cancel whenever I want?

Does Invoo have a team plan?

Does Invoo have a team plan?

How much does it cost to collect invoice payments online?

How much does it cost to collect invoice payments online?

Invoicing Features

How long does it take to create an invoice with Invoo?

How long does it take to create an invoice with Invoo?

Does Invoo support invoicing to European countries?

Does Invoo support invoicing to European countries?

Can I automate recurring invoices?

Can I automate recurring invoices?

How do quotes work? Can I convert them to invoices?

How do quotes work? Can I convert them to invoices?

Can I apply discounts on invoices?

Can I apply discounts on invoices?

If I have a team (SME), how do I know who created each invoice?

If I have a team (SME), how do I know who created each invoice?

Does Invoo calculate VAT and withholding tax automatically?

Does Invoo calculate VAT and withholding tax automatically?

Can I record expenses in Invoo?

Can I record expenses in Invoo?

Can my clients pay the invoice online?

Can my clients pay the invoice online?

For Accountants & Advisors

How can my accountant manage multiple clients with Invoo?