What a Valid Invoice Must Include?
If your activity makes you issue invoices and you don’t really know what these must include to be completely valid, we will explain next what are the requirements that must be included in any invoice and their copies.
1) Number and, if applicable, correlative batches, and you may issue invoices through separate batches when there are reasons that justify it.
2) The issue date.
3) Name and surname, name or full company name, both the one obliged to issue the invoice and the recipient of operations.
4) Tax Identification Number with which the one obliged to issue the invoice performed the operations. It is also mandatory to indicate the recipient’s Tax Identification Number in the following situations:
– Delivery of goods destined for another member state which is exempt in accordance with article 25 of the VAT law.
– Operation which recipient is the corresponding VAT taxpayer.
– Operations that are carried out in the VAT application territory, and the businessman or professional obliged to issue the invoice has to be established in that territory.
5) Place of residence, both of the one obliged to issue invoice as well as the recipient of the operations. If they have several fixed business locations, the location of the activity’s main office or establishment to which they refer should be indicated when that reference is relevant to determine the corresponding tax scheme.
When the recipient of the operations is a person who doesn’t act as a businessman or professional, his/her home appropriation will not be mandatory.
6) Description of operations, all the data required to determine the VAT base is reflected.
7) The type or types of taxes, if any, applicable to the operations.
8) The tax rate which, if any, will have an impact, and should be registered separately.
9) And the date on which the operations were documented or in which, if applicable, the advance payment has been received, provided it is a different date than the invoice issue date.
Typically, in the case of companies and professionals, they are obliged to issue and deliver invoices for each operation they carry out. However, all operations carried out for the same recipient can be included in a single invoice, although they must be issued, at the latest, on the last day of the calendar month on which the operations were carried out.
If the recipient of these operations is a businessman or professional acting as such, the expedition must be made within a period of one month from that day. In any case, these invoices must be issued before the 16th of the month after the VAT settlement period, during which the operations are completed.
Finally, it is very important that the original invoices or substitute documents are forwarded by those obliged to dispatch them, or on their behalf, to the recipients of the operations that they are documenting.