Do you know how to send invoices via FACE?

If you are an entrepreneur, work in an accounting team, or manage a finance department, and the answer to the question in the title of this article is no, you have a problem. In fact, if you have ever sold a product or service to the public administration, you are sure to know what FACE is. The reason is that electronic invoicing in Spain and Europe is mandatory.

Likewise, in our country, FACE is the platform through which all these operations involving public companies are carried out. In any case, don't worry, as in this article we explain in detail what it is and how to send invoices via FACE to avoid errors, problems, and misunderstandings.

What is FACE and what are its objectives? 

Before getting into how to submit invoices via FACE, let's get to the root of the issue. In other words, let's explain what this term means, although we have already touched on it in the introduction. It is the acronym for Facturae Electronic Certification Agency. In turn, it is a platform developed by the Ministry of Finance for the issuance and receipt of electronic invoices in the public sector. 

This tool offers companies and suppliers the ability to send and receive digital invoices securely. In addition, it guarantees the authenticity, integrity, and preservation of the information contained in these types of documents for the time required by regulations. It even offers electronic certification services for other types of documents such as contracts or files. 

At easyap, we already talked about what FACE is. However, its importance and popularity have grown in recent years because its use has been mandatory for all companies that carry out transactions with the Public Administration in our country since January 15, 2015. 

At that time, FACE, or Facturae, as many call invoices in FACE, was created with two main objectives:  

1. Improving efficiency and productivity in the business sector, starting with companies belonging to the public administration.
2. Reducing the costs associated with managing paper invoices and also promote the transition to a digital economy in the country.

Today, it has been proven that the use of FACE offers other additional benefits. We are referring, for example, to lower environmental impact achieved by electronic invoices and better control and traceability of fiscal and tax aspects throughout the national industry.

How to send an electronic invoice via FACE? 

Now that we have defined what it is, let's see how to send invoices via FACE. At easyap, we have been developing electronic invoicing solutions for Spanish companies in various sectors for more than two decades, ensuring they comply with regulations. Therefore, we are fully familiar with the process for sending any type of invoice on this platform: 

1. Register with FACE. If you do not yet have a FACE account, you must register your company on the platform via its website. To do this, you must enter your company information, as well as various details such as an email address and a phone number.
2. Prepare the invoice. Once the transaction is underway, you will need to generate the electronic invoice. This must be in XML format, following the standards defined by the digital invoicing regulations in Spain. You can generate this invoice using the invoicing software you have installed in your company (such as the one we developed at easyap) or use an online electronic invoicing service that generates it in the correct format.
3. Access the platform. After creating the invoice, you will need to log in to FACE with your user account and click on the "Send invoice" option in the corresponding section.
4. Complete the information. Once you are logged in, on the invoice submission screen you will need to provide the necessary information to identify it. That is, provide an invoice number, the date of issue, and the total amount. You must also indicate who the recipient is, which may be a public administration or a private company.
5. Attach the XML invoice. Finally, you will need to attach the XML file of the electronic invoice you have previously generated. Once you have completed all the fields and attached the file, you can send the electronic invoice via the FACE platform.

Looking at how FACE works, we could say that it acts as a portal for issuers and suppliers. It all transactions carried out by the Public Administration are recorded and stored. This provides a digital space where all electronic invoices showing the transactions of public companies can be consulted. 

What information must be included on invoices sent through FACE? 

As for the electronic invoice itself, you should be aware of its importance. These documents are very important because of the information they contain. Above all, because they serve as a guarantee and proof of every transaction. In fact, Spanish regulations specify what information any invoice must contain. 

Now, if you are going to send your invoices through FACE, you may be wondering what specific information they must include. Invoices sent through the FACE platform must comply with the requirements of the electronic invoicing regulations. These requirements are as follows: 

1. The invoice number and series. Series numbers change annually in most cases, although this is not mandatory. 
2. The date on which the invoice is issued.
3. Information about the issuer. That is, the name, surname, or company name, tax identification number, address, etc.
4. The same identification data, but in this case, for the recipient.
5. A description as detailed as possible of the goods or services that have been traded in the transaction. That is, their unit price and quantity.
6. The total amount, including the taxes corresponding to the transaction.
7. The delivery date of the products listed on the invoice or of the provision of services, if this differs from the date of issue.
8. The accounting record number, if applicable.

 It is important that the information you include on your invoices is correct and complete, as this will facilitate the validation and processing of the invoice by your customer. Otherwise, whether you send it via FACE or not, you will have to issue a corrective invoice later on. 

Also, don't forget that the invoice must be accompanied by your digital signature. It is also advisable to keep a copy of the electronic invoice and the acknowledgment of receipt sent by the FACE platform. Both documents will serve as proof of the issuance and receipt of the invoice.

Why is it beneficial to have a service like Easyap? 

At this point in the article, you may be wondering what connection FACE could have with a service such as easyap for submitting electronic invoices. And we answer: a lot. 

At easyap, we help all types of companies with their digital transformation. To do this, we develop customized electronic invoicing solutions for each brand. With software like ours, you can generate your electronic invoices in the format required by FACE and upload them to the platform quickly and easily. 

But the best thing about a service like easyap is that we go much further. With our software, you have a system where you can also record each and every transaction you make. Whether it's with private companies or public administration entities, you can store them in the cloud system we have designed for you. In addition, you will have access to them whenever you want for as long as required by current legislation. 

However, we want to go further. For this reason, easyap software is much more than just a solution for creating and managing electronic invoices. With our solution, you will also have a supplier portal, who can check the status of their invoices at any time. A real improvement for your relationship and communication. 

On the other hand, you will also enjoy a space in which to record all employee expenses incurred in the day-to-day running of your business. Per diems, travel, additional purchases... Your company's employees will be able to conveniently add all this information to the software, which will be extremely useful for the accounting and financial analysis of your business. 

Even when it comes to tax matters, easyap software can be a great ally. It allows you to communicate and file taxes to the appropriate authority. SILICIE, SII, TicketBAI... And all of this is tailored to your business, your turnover, and the regulations you must comply with based on your location and activity. So if you want, we can tell you much more and help you move forward into the new digital world.