Imagine getting a tax audit and the first question being: “What software do you use to issue your invoices?”
If the answer is Word, Excel, or any other non-approved tool, you could face a fine of up to 50,000 euros per fiscal year.
This isn’t just a hypothetical threat. It’s what VeriFactu mandates—the new invoicing regulation set to take effect in 2027 for self-employed individuals, which will require the use of certified software to ensure the integrity and traceability of all invoices issued.
If you're a psychologist, physical therapist, nutritionist, osteopath, or any other independent professional who works on your own, this article is for you.
What exactly is VeriFactu?
VeriFactu is not the same as an electronic invoice—although the two are often confused. VeriFactu establishes the requirements that invoicing systems must meet to ensure the integrity and traceability of records from a tax perspective.
In other words: it doesn't change the content of your invoices, but rather the way you generate and store them.
Once the regulation takes effect, every invoice you issue must include three new mandatory items:
- A QR code that can be verified by the IRS
- A unique digital fingerprint (hash) that ensures the invoice has not been altered
- The caption: “Invoice verifiable via VeriFactu in accordance with Law 11/2021”
The practical result is simple: companies and professionals who still use Word or Excel to issue invoices will no longer be able to do so, as these programs do not meet the technical requirements of the regulations.
When does this affect you as a self-employed person?
The requirement for self-employed individuals takes effect on July 1, 2027.
You have time, but less than it seems: adapting involves choosing approved software, migrating existing data, learning how to use the system, and, if you have administrative staff, training them.
Professionals who wait until the last minute often end up with errors in their first invoices, chaotic transition periods, and, in some cases, problems with the tax authorities.
The recommendation is clear:
If you adapt now, you can turn a challenge into an opportunity.
If you wait, you turn a routine task into a crisis.
What are the penalties if I don't comply?
The financial consequences of using uncertified software or failing to properly maintain billing records are significant for a self-employed individual:
Fines of up to 50,000 euros per fiscal year for using non-compliant software
In addition, if a company or self-employed individual alters billing records or fails to retain data in accordance with the regulations, the penalty may reach this maximum amount for each fiscal year inspected.
This is not just a theoretical risk: The tax authorities will have direct, real-time access to the billing records of all professionals.
Any irregularities will be much more noticeable than before.
The hidden opportunity behind the obligation
Adapting to VeriFactu is not just about complying with regulations.
This is the final push you need to digitize your business’s invoicing once and for all..
Many healthcare professionals we spoke with:
- schedule appointments via WhatsApp
- They accept payment in cash or by bank transfer without requiring registration
- issue invoices manually at the end of the month
Each of these steps is time wasted that you could be spending with patients.
An integrated digital system automates the entire process:
The patient makes a reservation, pays online, receives the invoice automatically, and the record is sent to the tax authorities without you having to do anything.
The result is not just regulatory compliance, but:
- hours recovered each week
- a much more professional image in the eyes of your patients
How can I adapt? The three options
Option 1 — Certified cloud-based software
The most practical solution for most self-employed individuals.
There are several certified cloud-based invoicing platforms that automatically generate invoices containing all the required elements (QR code, hash, and footer).
Some examples include Odoo.com, Holded, Contasimple y Alegra.
Option 2 — Free tool from the AEAT
The Tax Agency has already made a free invoicing app available to self-employed individuals and professionals, allowing them to generate electronic invoices and send the records directly to the tax authorities.
This is the free option, ideal if your monthly billing volume is low and you don't need advanced management features.
Option 3 — Integrated proprietary platform
For professionals who want to stop “patching together tools” and start operating as a true digital business, the best solution is an integrated proprietary platform.
We're not talking about adding yet another app.
We're talking about centralizing your entire business in a single system designed just for you.
To that end, at Veltis Digital Consulting we have created Praxis—the all-in-one platform for healthcare professionals who want to automate their practices, comply with VeriFactu, and stop giving up a portion of their fees to third-party platforms.
What exactly is included?
Praxis is a custom Odoo-based platform that integrates:
-
A Professional Website
Where patients understand your services, build trust, and book appointments directly. -
Automated Appointment Management
Synchronized calendar, automatic reminders, and fewer cancellations. -
Integrated online payment
The patient pays before the session → fewer unpaid bills, more cash flow. -
Billing integrated with Veri*Factu
Automatically generated invoices that meet all legal requirements. Mandatory starting in July 2027. With Praxis, you’re all set.
What actually changes in your daily life?
You go from this:
- WhatsApp for scheduling appointments
- Excel or Word for invoices
- Unregulated transfers
- Hours of administration per week
To this:
- The patient books an appointment online on your website
- The patient pays at the time of purchase
- They receive their bill automatically
- And the record is submitted instantly in compliance with VeriFactu
Without any manual intervention.
No hidden costs (and this is key)
❌ Without paying for 3–5 different tools
❌ No fees per session
❌Without relying on external platforms like Betterhelp or Doctoralia, which simply list you as just another entry in their directory
It's all yours: the system, the data, and the patient relationship.
Unlike closed marketplace or SaaS platforms:
- Your patients' data belongs to you
- You can customize workflows to suit your work style
- You don't pay a commission for every session you work
- You can scale without changing systems
It's not just about complying with VeriFactu
It involves using the obligation as leverage to:
- Professionalize Your Practice
- Save 5–10 hours a week on administrative tasks
- Improving the patient experience
- Increase revenue (fewer vacancies, fewer delinquencies)
Who is this option for?
This solution makes sense if:
- You want to stop working as a “manual” freelancer
- You have a moderate number of patients, or you are looking to expand
- You are concerned about your professional image
- You don't want to rely on external tools in the long run
The next step
If you're considering this option, what matters isn't the tool itself, but how well it fits your specific situation.
👉 Learn about Praxis and request your free assessment
During a diagnostic session, we’ll work with you to analyze:
- How you are currently managing your practice
- How much you are losing in fees or in hours spent on manual processing
- If Praxis makes sense to you
No strings attached, no pressure.
At Veltis Digital Consulting, we make your custom platform a reality
We design and implement custom digital solutions for mental health professionals: from websites to payment systems, including appointment scheduling and secure video calls. No technical jargon, and no impact on your consultation time.