Just thinking about paperwork and dealing with public agencies makes many business owners and suppliers tremble. Processes, bureaucracy, paperwork... For others, this fear is exacerbated by their lack of knowledge about the digital world. But the truth is that electronic invoicing is now essential in commercial transactions with the public administration, and FACE plays a leading role in this. Below is a guide on how to issue electronic invoices through FACE step by step. We analyze the entire process and look at how to use the platform effectively, as well as the legal implications involved.
First of all, what is FACE?
If we are going to talk about FACE, the first thing we must make clear is what FACE is. For us, from our position as a technology and accounting company specializing in issuing e-invoices or electronic invoices, it is a very familiar term. Currently, it encompasses numerous functions (and will cover even more). That is why we have devoted time to a specific article on what FACE actually is.
Regardless of its definition, we would like to reiterate that this acronym is now a crucial reality in the national business fabric. FACE refers to the Electronic Invoicing of the Central Administration of the Government of Spain. Likewise, it was created as an initiative that sought to promote electronic invoicing in all commercial transactions between suppliers and the central administration. Now it has gone from being an initiative to being practically mandatory.
Likewise, the FACE platform allows its suppliers to send electronic invoices to Central Government agencies securely and efficiently. It also facilitates the management and processing of these invoices by the administration, streamlining procedures and improving management efficiency.
In this regard, electronic invoicing through FACE seeks to reduce bureaucracy, simplify processes, and save costs, both for suppliers and for the Public Administration. Therefore, issuing invoices through FACE represents a step forward for companies that have relationships with public bodies, although it will also soon be the case for any large company, SME, or self-employed person.
Issuing invoices via FACE: What are the steps to follow?
Due to the advantages of digital invoicing, any transaction with the Public Administration is now mandatory in Spain and will soon also be mandatory for transactions between private companies. Therefore, knowing how to issue invoices via FACE is becoming a necessity for any type of organization.
However, there are still many businesses and companies that are not only not digitized, but are also terrified of having to deal with electronic processes, especially when it comes to government agencies. To help them, at easyap we offer step-by-step instructions on how to send invoices via FACE.
1. Obtain your digital certificate
Obtain a valid digital certificate, such as the Digital Certificate for Individuals or the Digital Certificate for Legal Entity Representatives. With either of these, you can electronically sign every invoice you issue.
2. Access FACE
Access the FACE platform via the official website provided by the Spanish government for this purpose. To do so, you will also need to register as a supplier on FACE, for which the website provides the necessary instructions.
3. Gather the information for your digital invoice
Prepare the necessary information for issuing your electronic invoice. Here you can find out what billing information that you must include on it.
4. Create the invoice
To create your invoice you have two options. On the one hand, you can use the tool or application provided by FACE. On the other hand, you can rely on good invoicing software such as easyap. Fill in the required fields and make sure that the invoice complies with the established standards and formats.
5. Sign electronically
Use the digital certificate we mentioned in the first step of the process to electronically sign the invoice. This step guarantees the authenticity and integrity of the invoice in the eyes of the relevant administration.
6. Send the invoice
Once you have signed electronically, send the invoice through the FACE platform. To do this, you can follow the specific instructions provided on the platform itself. Or, using our software will be even more convenient and faster.
7. Confirmation and follow-up
Check whether the invoice has been received and whether it has been accepted by the recipient. You can use the platform to track its status.
Remember that these steps are a general guide and that, just in case, it is best to consult the instructions and resources provided by the FACE platform and the Spanish government. There you will find specific and up-to-date details on how to issue an electronic invoice through this platform.
Or, as we said, you can also rely on a solution like ours. A system that is fully adapted to the technical requirements of the platform, where you can upload your invoices to FACE and avoid headaches.
Who can submit invoices via FACE?
On the other hand, we previously discussed who is required to use electronic invoicing. In this regard, there are business owners and financial directors who still have doubts about who can issue invoices through FACE.
In general, the platform is designed for suppliers of goods and services to submit their electronic invoices to Central Government agencies. Therefore, companies that conduct commercial transactions with any government agency can and should use FACE to issue their electronic invoices.
This includes individual suppliers, freelancers, companies, and other entities that provide services or supply goods of any kind to the administration. To do so, suppliers must comply with the requirements and procedures established by the Spanish Government and the platform in order to use this online invoicing system.
Where is FACE electronic invoicing carried out?
In turn, it may seem strange or absurd, but there are still those who are unclear that FACE is a computer system. Therefore, it is not surprising that certain companies ask the following question: Where is FACE electronic invoicing carried out? Is it possible to go to a physical to submit FACE invoices?
The answer is no. Electronic invoicing through the FACE platform is carried out exclusively online, using the infrastructure provided by the Spanish Government. It is not carried out in person or through other physical means.
Therefore, if you want to issue and view invoices through FACE you will need an Internet connection and a valid digital certificate to electronically sign each and every invoice. In other words, suppliers, in addition to being registered on the platform, must have the necessary technological resources to carry out the electronic invoicing process properly.
What are the legal implications of issuing invoices through FACE?
In addition, the issuance of invoices through FACE is also regulated. Therefore, it has certain legal implications, both for the government and the relevant agency, as well as for the supplier companies:
For the Government
- Regulatory compliance. By using FACE, the government ensures compliance with legal and regulatory requirements for digital invoicing.
- Receipt and processing. The Government is required to receive and process electronic invoices sent through FACE in accordance with established procedures and deadlines.
- Payment compliance. Upon receiving a valid electronic invoice through FACE, the government is legally obligated to comply with the payment deadlines established by current regulations.
For suppliers
- Compliance with requirements. Suppliers must comply with the requirements and standards established by the Government for issuing electronic invoices through FACE. This includes the use of valid digital certificates, compliance with established formats and standards, and following the platform's specific procedures.
- Responsibility and accuracy. Suppliers are responsible for ensuring the truthfulness and accuracy of the information contained in the electronic invoices issued by FACE. They must ensure that these invoices comply with all legal requirements and contain the necessary information.
- Retention of invoices. Suppliers are required to retain electronic invoices issued through FACE for the period established by current regulations on document retention.
These legal implications may vary and be subject to updates. Therefore, it is essential that both the government and suppliers keep up to date with regulations and guidelines regarding online invoicing.
In any case, we also guarantee that with easyap you will enjoy all the advantages of sending invoices via FACE and many more. Our solution adapts both to this official platform and to other accounting and business needs your company may have. That's why we digitize this key area of your company by developing an ideal, customized solution that will save you time, money, and headaches right from the start. If you want to know more, just contact us.
