Verifactu: With Manager or On My Own? Which is better for you?

#The dilemma of many self-employed with Verifactu

“My manager has told me that he is going to charge more for Verifactu.”

“Should I start invoicing myself?”

With the advent of the Computerized Invoicing Systems (CIS) regulation, many freelancers are asking themselves these questions. And it’s normal: the change in regulations is an opportunity to rethink how you manage your invoicing.

In this article we analyze the three main options, with real numbers, so you can decide which suits you best.

#How Verifactu affects your relationship with your manager

Verifactu changes some things in the way you work, but not all.

#What DOES change

• ✓Software must meet all SIF requirements (not just any program will do)
• ✓Invoices must include QR code and electronic signature (CSF)
• ✓Records must be unalterable, traceable and chained
• ✓You must choose between VERI*FACTU mode (automatic sending) or SIF without VERI*FACTU

#What does NOT change

• ✓Your tax obligations (forms 303, 130, etc.)
• ✓The need to keep accounting
• ✓The process of issuing invoices (data, concepts, amounts)
• ✓The relationship with your manager (if you want to maintain it)

#Why some managers charge more

With Verifactu, some managers have announced price increases. The usual reasons are:

1. Software investment: They must upgrade their tools to handle the new format
2. Training: Need to learn the new system
3. More work: Some argue that processing Verifactu invoices is more complex

#The three available options

#Option 1: Have the manager do it all

Your account manager takes care of issuing the invoices for you. You give him/her the data and he/she generates the invoices.

How it works:

1. You perform the service or sale
2. You communicate the data to the manager (customer, concept, amount)
3. The manager issues the invoice with your software
4. You receive a copy of the invoice for your customer

Estimated cost: Between 50€ and 150€/month additional to the manager’s base fee

• ✓Zero technical worries
• ✓No need to learn any software
• ✓Everything delegated to a professional

• ✗High cost (600€-1.800€/year extra)
• ✗Total dependence on the manager
• ✗Delay in issuing invoices
• ✗You don't see your billing in real time

For whom does it make sense:

• Very complex activities (multiple VAT rates, international operations)
• Companies with complex accounting
• People who want to learn absolutely nothing about invoicing

#Option 2: You invoice, the manager does the accounting

You issue the invoices with your own Verifactu compatible software. Your manager takes care of the accounting, tax declarations and advice.

How it works:

1. You issue invoices with software such as BeeL.es
2. Every month/quarter, you export a summary or give access to the manager
3. The manager makes the declarations (303, 130, etc.)
4. The manager advises you on tax issues

Estimated cost:

• Software: 4,90€/month (BeeL.es)
• Manager (accounting only): 30€-80€/month according to complexity

Total: 35€-85€/month (420€-1.020€/year)

• ✓Balance between autonomy and professional support
• ✓You see your billing in real time
• ✓You issue invoices when you want (you don't depend on the manager)
• ✓Intermediate cost
• ✓You keep professional tax advice

• ✗You need to spend some time on invoicing
• ✗You need to learn how to use the software (very easy)

For whom does it make sense:

• Most freelancers
• Professionals who want control of their invoicing
• Businesses with accounting that require a professional

#Option 3: Do it all yourself (no manager)

You take care of everything: issuing invoices, bookkeeping and filing tax returns.

How it works:

1. You issue invoices with Verifactu-compatible software
2. You do your own accounting
3. You file your own tax forms (303, 130, 390, etc.)
4. You answer to the tax authorities

Estimated cost:

• Software: 4,90€/month (BeeL.es)
• Manager: 0€

Total: 4,90€/month (58,80€/year)

• ✓Minimal cost
• ✓Total control of your business
• ✓You learn about taxation (useful in the long run)
• ✓You don't depend on anyone.

• ✗Requires time to learn
• ✗Risk of errors in declarations
• ✗You have no professional advice
• ✗Total liability to the IRS

For whom does it make sense:

• Self-employed with very simple invoicing
• People with fiscal knowledge
• Who wants to minimize costs as much as possible
• Uncomplicated activities (only one VAT rate, domestic customers)

When it is a bad idea:

• If you have international operations
• If you handle multiple VAT rates
• If you don’t have time to learn taxation
• If mistakes make you very anxious

#Annual financial comparison

Let’s look at the actual numbers for a typical self-employed person:

#The break-even point

If your manager charges 50€/month extra for managing your invoices, you are paying 600€/year for something you could do for 58,80€/year.

Potential savings: 541€/year (keeping the manager for accounting)

#Important conversations with your manager

#Questions to ask your manager

Before you decide, talk to your manager and ask questions:

• ✓Are you going to raise the price for Verifactu, how much exactly?
• ✓What does your current service include, what would it include next?
• ✓Can I invoice with my software and you just do the accounting?
• ✓What format do you need to receive my invoices in?
• ✓Can I give you access to my billing software?

#Alarm signals

Be wary if your manager:

• ✗Raises the price more than 30-40€/month without clear justification
• ✗Tells you that you can only use THEIR software
• ✗Doesn't explain to you what services the increase includes
• ✗Pressures you to decide fast
• ✗Doesn't answer your questions clearly

#How to negotiate

If your manager raises the price too much:

1. Ask for breakdown: Let him/her explain exactly what costs more and why
2. Alternative proposal: “What if I bill with my software and you just do the bookkeeping?”
3. Compare: Check prices of other gestorías
4. Decide with data: Don’t be pressured

#Case studies

#Case 1: Simple self-employed who can bill alone

Profile: Freelance consultant, 20 invoices/month to domestic clients, same VAT rate always.

Current situation:

• Manager charging 80€/month for everything
• Manager advertises +40€/month for Verifactu
• New total: 120€/month = 1.440€/year

Recommended alternative:

• Billing with BeeL.es: 4,90€/month
• Manager for declarations only: 40€/month
• New total: 44,90€/month = 539€/year

Savings: 901€/year

#Case 2: SME with complex accounting

Profile: Small business, international operations, various VAT rates, 80 invoices/month.

Current situation:

• Specialized manager: 200€/month
• Manager advertises +50€/month by Verifactu
• New total: 250€/month = 3.000€/year

Recommendation:

• Maintain manager (complexity justifies it)
• Negotiate the increment
• Maybe bill you with software and have manager just process

Alternative: Invoice you + manager only accounting

• Software: 4,90€/month
• Reduced manager: 150€/month
• Total: 154,90€/month = 1.859€/year

Potential savings: 1.141€/year

#Case 3: Freelancer with many deductible expenses

Profile: Self-employed doctor, 30 bills/month, many professional expenses, wants to maximize deductions.

Current situation:

• Specialized manager: 100€/month
• Manager advertises +30€/month by Verifactu
• New total: 130€/month = 1.560€/year

Recommendation:

• Keep the manager for tax advice (worth it to optimize)
• Invoice you with BeeL.es
• Let the manager focus on what brings value: advice and returns

Optimal configuration:

• Software: 4,90€/month
• Manager (consulting + declarations): 70€/month
• Total: 74,90€/month = 899€/year

Savings: 661€/year (maintaining quality advice)

#What data does your manager need if you invoice you?

If you decide to do your own invoicing and keep a bookkeeper, here’s what you will typically need:

#Option A: Access to your software

Many software (including BeeL.es) allow you to create read-only access for your manager.

Advantages:

• The manager sees everything in real time
• You don’t have to export anything manually
• Less communication errors

#Option B: Periodic export

Every month or quarter, you export a file with your invoices and send it to the manager.

Typical formats:

• Excel/CSV with list of invoices
• PDF of each invoice
• XML file (technical format)

#Option C: Manual summary

You send a summary with:

• Total invoiced in the period
• Breakdown of output VAT
• List of customers

#Frequently asked questions

#Conclusion: There is no single answer

The best option depends on your situation:

#Choose “all manager” if:

• Your activity is very complex
• You don’t have the time or the desire to learn
• You don’t mind the extra cost

#Choose “hybrid” (you invoices + manager) if:

• You want balance between autonomy and support
• Your accounting needs a professional
• You want to save money without losing advice

This is the most recommended option for the majority.

#Choose “all yourself” if:

• Your billing is very simple
• You have fiscal knowledge or time to learn it
• You want to minimize costs as much as possible

#Your next step

#Related resources

• What is Verifactu and how does it work - Understand the system before you decide
• Free Verifactu software: does it exist? - Economical options
• 5 common mistakes when implementing Verifactu - Avoid problems