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Introduction to the new Electronic Invoicing Law
Energy billing in Spain is undergoing a significant transformation. In September 2022, the "Crea y Crece" Law established electronic invoicing as the only valid system for commercial relations between companies and freelancers in our country.
First, companies with an annual turnover of more than 8 million euros will have to adapt in the next 12 months, while those under that 8 million euros mark will have 24 months. In addition, the new system will include both private platforms and a public solution managed by the Spanish Tax Agency.
Energy companies must implement energy-efficient billing software, such as QUIXOTIC. This has been shown to increase the speed of new energy product development by 91% and reduce billing errors by 87%.
In this article, we will explore in detail the requirements, deadlines, and technological solutions available to help companies in the energy sector adapt to these new regulations effectively.
Fundamental Changes in Energy Billing
Energy billing computer systems are undergoing a major technical upgrade. The new requirements establish that these systems must ensure the integrity, preservation, accessibility, legibility, traceability, and unalterability of billing records.
Technical requirements for the new electronic invoice
Invoicing systems must incorporate automatic electronic issuance capabilities to the tax administration in a continuous, secure, and reliable manner. It is also necessary to implement a secure downloading and archiving procedure that allows exporting the records to external storage in a readable electronic format.
New mandatory elements in invoices
Each invoice must include specific verification elements. In particular, it is mandatory to incorporate a QR code and, for VERI*FACTU systems, the phrase "Invoice verifiable at the AEAT electronic office". In addition, electronic invoices intended for structured interchange between systems must include the URL contained in the QR code as a separate field.
TicketBAI system and its integration
The TicketBAI system represents a significant advance in the digitalization of the economy. This system generates a single file that is transmitted to the corresponding tax authorities when issuing each invoice. The implementation affects all devices capable of issuing invoices, including:
- Applications and computers.
- Cash registers and POS.
- Balances that issue invoices.
The integration with TicketBAI allows the automatic generation of XML in a specific format, digitally signed, which is submitted directly to the tax authorities. The system returns crucial information such as the identifier, QR code, and URL of each invoice, facilitating the verification and traceability of transactions.
Impact on the Energy Sector
The energy sector is facing a profound transformation in its billing systems. Electricity distribution companies must address specific challenges to maintain efficiency in their operations.
Marketers and distributors: new obligations
Electricity distributors must implement systems that ensure accurate consumption measurement and efficient management of the Unified Supply Point Code (CUPS). In addition, these companies need to establish mechanisms for continuous maintenance of the facilities and the immediate resolution of supply incidents.
Management of electrical networks under the new system
Red Eléctrica, as the backbone of the ecological transition in Spain, develops and maintains the electricity transmission grid to guarantee a quality supply. Consequently, the implementation of e-Invoicing streamlines sending and receiving processes, facilitating online tracking of the status of invoices and reducing collection and payment times.
Adaptation of internal processes
Companies in the energy sector must update their processes to:
- Automate the generation of periodic reports for the CNMC, MITECO, and AEAT.
- Implement integrated management systems with telemetry and remote management.
- Establish specific web portals for marketers and end users
- Integrate with the exchange systems of the Spanish Electricity Grid and the CNMC.
In particular, technological solutions must ensure free interconnection and interoperability between different platforms. Finally, the systems must facilitate the generation of invoices in PDF format and bank remittances, ensuring accessibility for all users.
E-Invoicing Benefits
The adoption of electronic invoicing presents significant benefits for companies in the energy sector.
Reduction of operating costs
The implementation of digital billing systems generates substantial savings in management costs. During the first half of 2024, Spanish companies saved more than 2.7 billion euros in operating costs through electronic invoicing. In addition, this change made it possible to recover the equivalent of 746 working years in productive time.
Improving traceability and control
Electronic invoicing significantly strengthens the control and follow-up of commercial operations. Digital systems allow companies to automatically validate and reconcile invoices against purchase orders and accounting records. In addition, automation considerably reduces human errors in data entry.
Positive environmental impact
The environmental benefit is remarkable. On average, a printed invoice consumes 7 grams of paper and creates 190 grams of CO2 emissions. In addition, each kilogram of paper requires more than 200 liters of water to be made. Consequently, the elimination of paper contributes directly to:
- Reduce deforestation
- Decrease water consumption
- Minimize CO2 emissions
- Eliminate chemical residues from printing
- Optimize administrative processes
Digitization substantially improves operational efficiency. Electronic systems streamline invoice processing and optimize financial management. Automation also allows personnel to focus on higher value-added tasks.
Electronic invoicing facilitates immediate access to historical information and improves financial analysis capabilities. Finally, this system significantly reduces collection times and strengthens commercial relations through more agile and transparent processes.
Implementation Guide for Energy Companies
To successfully implement e-invoicing, energy companies must follow a structured process to ensure a smooth transition to the new system.
Key Steps for Transition
First, companies should evaluate their current billing processes. It is essential to identify whether the existing methods (of billing energy, in this case) are manual or use obsolete systems. In addition, it is necessary to understand the regulatory requirements established by the Crea y Crece Law, which requires the issuance and receipt of invoices in Facturae format.The adoption of a Facturae-compliant ERP billing system is the next critical step. This system must guarantee:
- Total process automation
- Regulatory compliance
- Traceability and control of operations
Resources required
Companies can take advantage of the Digital Kit, a grant program that ends in October 2025. This program offers digital bonuses of up to:
- 12,000 euros for companies with 10 to 49 employees.
- 6,000 euros for companies with 3 to 9 employees.
- 2,000 euros for micro-enterprises and self-employed.
Staff training is equally crucial. Teams must understand both the benefits of electronic invoicing and the efficient use of the new tools.
Recommended adaptation schedule
The implementation schedule establishes specific dates according to the size of the company. SMEs and medium-sized companies must complete their adaptation before January 1, 2026. In the meantime, the self-employed have a deadline of July 1, 2026.
During 2025, companies must:
- Evaluate and select the appropriate energy billing software
- Apply for the Digital Kit grants before October
- Implement systems and train personnel
- Conduct pilot tests of the new system
69% of the self-employed and 45% of micro-SMEs continue to invoice manually. This situation causes losses of more than 3.6 billion euros per year for the self-employed. Anticipation and progressive adaptation are essential to avoid last-minute problems.
Technological solutions: QUIXOTIC
QUIXOTIC represents a comprehensive solution for process automation in the energy sector. This modular platform, designed specifically for energy traders, currently manages more than 800,000 consumption points.
Main software features
The platform stands out for its Multi-tenant architecture, which keeps regulatory changes up to date without additional costs or processing delays. In addition, the system operates entirely in the cloud, eliminating the need for local installations and allowing access from any device.
Competitive advantages
QUIXOTIC has demonstrated outstanding results in the energy market. In particular, the platform has reduced billing errors by 87%. It has also accelerated the development of new energy products by 91 %.
With the Integrated AI model the company has developed, clients can execute queries and answer day-to-day questions while operating their system, solving tickets at a record pace and streamlining operations.
Integration and migration process
QUIXOTIC integration is characterized by its flexibility and adaptability. The platform facilitates the connection with more than 250 distributors, allowing:
- Complete automation of ATR processes
- Integration with existing CRM and ERP energy systems
- Centralized management of energy data
- Invoicing of complex products and subscriptions
ROI and specific benefits
The return on investment in QUIXOTIC is reflected in multiple operational aspects. Measuring ROI involves the evaluation of quantifiable objectives, including increased revenue and reduced operating costs.
The energy billing app has demonstrated exceptional operational efficiency, maintaining 99.1% uptime thanks to its infrastructure on AWS. In particular, marketers can significantly reduce the time spent on switching from 35 hours per week to just minutes in managing files with distributors.
The automation of the invoicing process allows a quick return on investment by eliminating the costs of manual management. As a result, companies see tangible economic improvements such as the optimization of financial resources and increased business profitability.
Regulatory compliance and best practices
Spanish regulations establish specific requirements for the handling and storage of electronic invoices in the energy sector.
Invoice retention requirements
Entrepreneurs and professionals in the energy sector must keep invoices and supporting documents related to their tax obligations for a limitation period of four years. In addition, this obligation includes maintaining the original, orderly, and accessible content of:
- Invoices received
- Copies or matrices of invoices issued
- Accounting supporting documents
- Receipts supporting the special regime
When the invoices refer to acquisitions with VAT quotas subject to regularization, the retention period extends for the entire regularization period plus an additional four years.
Security and data protection
Data protection in the energy sector requires specific measures to safeguard confidential information. Companies must also implement secure access control systems to prevent unauthorized access to computer systems.
Sensitive data on electronic invoices include banking information, names, postal addresses, and details of products purchased. Consequently, the information must be properly encrypted to comply with the General Data Protection Regulation.
Key security measures include:
- Regular updating of passwords
- Performing periodic backups
- Secure cloud storage
- Staff training on confidential data management
Required certifications
Energy companies must use software certified by the Tax Agency for the issuance of electronic invoices. In particular, these systems must guarantee:
- The authenticity of the origin of the invoice
- The integrity of the content
- Human readability
Certified billing systems must allow secure and accessible storage for at least four years. In addition, they must make it easier to obtain copies at no cost to the tax inspectorate and the recipients of the invoices.
The conservation by electronic means in third countries requires prior communication to the State Agency of Tax Administration. Finally, the systems must ensure online access to the data and its remote upload to the tax administration without delay.
Conclusions and next steps
Electronic invoicing represents a fundamental change in the Spanish energy sector. The proven benefits, from an 87% reduction in billing errors to savings of €2.7 billion in operating costs, justify this digital transformation.
Energy companies must consider three essential aspects. First, the selection of certified software such as QUIXOTIC ensures regulatory compliance and operational efficiency. Second, taking advantage of the Digital Kit, with bonuses of up to 12,000 euros, significantly eases the transition. Third, staff training is crucial to maximize the benefits of the new system.
The timetable establishes specific deadlines: January 2026 for SMEs and July 2026 for the self-employed. This digital transformation not only improves business efficiency but also contributes positively to the environment, eliminating paper consumption and reducing overall carbon emissions.
Spanish energy companies now have the opportunity to modernize their operations, improve their competitiveness, and prepare for a more sustainable and efficient digital future. The resources and tools available, together with the established deadlines, allow for an orderly transition to this new billing model.
Omar Sequera
Technology Consultant specialized in energy
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