Facturi App User Manual

1About Facturi

Facturi is a cloud-based invoicing and financial management software for freelancers, the self-employed and small and medium-sized businesses. With Facturi you can:

• Issue professional, digitally signed invoices compliant with Spain's VeriFactu regulations;
• Manage clients, products, suppliers, purchases and expenses;
• Automatically generate financial reports and worksheets for Spanish tax forms (Modelo 303, 130, 111, 390, 100);
• Connect your bank account and match transactions to invoices;
• Collect online payments from your clients through Stripe;
• Collaborate with your accountant online.

Addresses

• Main website and registration: facturi.net
• Client panel (the app): app.facturi.net

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2Getting Started: Registration and Login

Registration (creating a workspace)

1. Go to facturi.net and click Register.
2. Enter your company or business details (name, country and default currency).
3. Complete the admin account details (username, email and password).
4. Accept the Terms of Service and submit the form.
5. Open your inbox and click the email verification link. You cannot log in until your email is verified.

Login

1. On facturi.net, click Login.
2. Enter your username and password. To stay signed in, enable the "Remember me" option.
3. After logging in, you are redirected to the client panel at app.facturi.net.

Forgot your password

1. On the login page, click Forgot Password.
2. Enter your account email to receive a recovery link.
3. Click the link in the email and set a new password.

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3Dashboard

After logging in, the Dashboard page shows an overview of your business:

• Key metrics: total invoices, paid invoices, overdue invoices, current-month revenue, current-year revenue, number of clients and total outstanding receivables.
• Revenue chart for the last 12 months to track your sales trend.
• Latest invoices (the 8 most recent) with client name and status.
• Overdue invoices (the top 5) for quick follow-up on receivables.
• Wallet summary (paid and gift balances).

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4Managing Clients

From the Clients menu you can view your client list and search by name, company or email.

Adding a new client

1. Click New Client.
2. Choose the client type: 👤 End User, 🪪 Self-Employed or 🏢 Company.
3. Enter the details: name (required), company name, email, phone, address, country, city and postal code.
4. Enter the Tax ID / VAT number. For Spain, the CIF/NIF/NIE format is validated automatically.
5. If needed, set defaults: default IVA rate (applied to all invoice lines), default IRPF rate (self-employed/company only), currency and payment terms.
6. Click Save.

Tax ID lookup (VIES)

On the client page, the Verify Tax ID button lets you check a European client's VAT number against the EU's VIES database. The result (verified / not found) is stored along with the lookup date.

Client detail page

• Client statistics: number of invoices, total revenue and latest invoice.
• A list of the most recent invoices issued to this client.
• Buttons to edit, delete and generate a Client Portal link (Section 17).

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5Products and Services

In the Products menu, define your frequently sold goods and services so they can be added to an invoice with a single click.

1. Click New Product.
2. Choose the type: 📦 Product or 🔔 Service.
3. Fill in the fields: name (required), description, unit price (required), default tax rate (%), SKU and unit of measure (e.g. hrs, pcs, kg).
4. Click Save.

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6Invoices

The Invoices menu is the heart of Facturi. In the invoice list you can search by invoice number or client name and filter by status or client.

Invoice statuses

Issuing a new invoice

1. Click New Invoice.
2. Set the invoice details: client (required), status, issue date, due date, currency, purchase order (PO) number and invoice language (7 languages).
3. In the line items table, for each row: select a product from the dropdown or type the description manually; then enter the quantity, unit price, tax percentage and discount percentage. Each line total is calculated automatically. Use the Add line item button to add a new row.
4. If needed, add notes and terms and conditions (the default terms are pre-filled from your organization settings).
5. Review the totals panel (subtotal, tax, discount and final amount) — everything is calculated automatically.
6. Click Save.

Recurring invoices

In the invoice form, enable the Recurring option and set the repeat interval (weekly, monthly, yearly), the next invoice date and, optionally, an end date. Facturi automatically issues a new invoice each period — ideal for subscriptions and monthly contracts.

Invoice actions

On each invoice's view page, depending on your role, you have these buttons:

• Download PDF — download the invoice PDF with your logo, bank details and payment terms.
• Send by Email — send the invoice with the PDF attached to the client's email; the invoice status changes to "Sent".
• Duplicate — create a copy of the invoice with a new number and date.
• Sign — digitally sign the invoice (Section 7).
• Cancel Invoice — cancel the invoice (Manager/Admin only). The invoice is not deleted; it is voided and its record is preserved, which is required for VeriFactu compliance.
• Payment Link — create a Stripe online payment link for the client (Section 16).

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7Digital Signature and VeriFactu

Digitally signing an invoice

Users with the Manager or Admin role can sign an invoice with a digital certificate. The signature is stored along with the signer's details and a timestamp, and a signature mark is embedded in the invoice PDF. The signature's authenticity can be verified on the public page facturi.net/verify.

What is VeriFactu?

VeriFactu is the anti-fraud regulation of the Spanish tax agency (AEAT) for invoicing software. Facturi fully supports it: a digital fingerprint (huella) using SHA-384 hashing, an invoice hash chain, submission to AEAT and a verification QR code.

Enabling VeriFactu (Admin only)

1. Go to Organization → Edit.
2. In the VeriFactu section, enable the Enable VeriFactu option.
3. Enter your NIF (Spanish tax ID).
4. Choose the environment: Pruebas (testing) for trials or Producción (production) for real submissions.
5. Upload your digital certificate (a .pfx or .p12 file) and its password.

Submitting an invoice to AEAT

1. On the invoice page, click VeriFactu Prepare to generate the fingerprint (huella).
2. Click VeriFactu Submit to send the invoice to AEAT over a secure connection (mTLS).
3. Track the submission status: Pendiente (pending) → Enviado (sent) → Aceptado (accepted) or Rechazado (rejected).
4. Once accepted, a QR code is added to the invoice; scanning it verifies the invoice's authenticity on the AEAT website. The submitted XML file can also be downloaded for auditing.

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8Suppliers and Purchases

Suppliers

In the Suppliers menu, register the vendors and service providers you buy from: name (required), company, email, phone, address, tax ID, currency and notes. Each supplier's page shows their total purchases and related expenses.

Recording a purchase

1. Go to Purchases and click New Purchase.
2. Smart receipt scanning: upload a receipt image (JPG/PNG/WEBP/GIF) or a PDF file (up to 12 MB) and the AI extracts the supplier, line items and amounts, filling in the form automatically.
3. Or fill in the form manually: supplier (required), purchase number (automatic or manual), purchase date, due date, reference number and currency.
4. Enter the purchase line items just like an invoice (description, quantity, unit price, tax, discount).
5. Save it as a draft with Save as Draft, or record its receipt with Mark as Received.

Purchase statuses: Draft, Received, Paid, Overdue and Cancelled. The receipt image is attached to the purchase and can be downloaded at any time.

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9Expenses

Record miscellaneous expenses (without a formal purchase invoice) in the Expenses menu:

1. Click New Expense.
2. Enter the description (required), date, category, supplier (optional), amount, tax percentage and currency.
3. Choose the payment method: Cash, Bank Transfer or Card.
4. Click Save.

At the top of the expense list, the totals for the current month, current year and all time are displayed, and you can filter by category, supplier, date range and payment method.

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10Payroll (Spain)

The Payrolls module is designed to calculate employee payslips according to Spanish rules.

1. Click New Payroll.
2. Enter the employee's details: name (required), NIF, social security number (NSS), position and department.
3. Select the pay period (month and year).
4. Enter the salary components: base salary (required), agreed allowances, commuting allowance, meal allowance, other benefits, extraordinary pay and overtime.
5. Review the rates: IRPF (default around 15%), employee social security contribution (default 6.35%) and employer social security contribution (default 29.90%).
6. After saving, the payslip shows the gross salary, deductions (IRPF and social security), net salary and total employer cost.

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11Bank Connections and Transactions

Connecting a bank account (Admin only)

In the Bank Connections menu, register your bank accounts with the bank name, account name and account number. Connecting via Plaid or Open Banking enables automatic transaction syncing.

Analyzing bank transactions

In the Bank Movements menu:

• Metrics: total deposits, total withdrawals, net flow and number of transactions.
• A monthly inflow/outflow/net chart and an expense category chart (top 10 categories).
• Filter by date range, bank account, type (deposit/withdrawal) and search across descriptions or counterparties.

Importing transactions from a CSV file

1. Click Import CSV.
2. Upload the export file from your bank.
3. Transactions are saved after validation and, when the amounts match, are linked to the corresponding invoice or purchase.

You can also use the Sync button to fetch the latest transactions from your connected bank.

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12Reports

The Reports menu has four tabs:

All reports can be exported to CSV or PDF using the Export button.

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13Spanish Tax Forms (Modelo)

In the Forms menu, Facturi aggregates the data from your invoices, purchases and expenses and generates ready-made worksheets for the Spanish tax forms:

On every form you can select the year/period, refresh the data with the Recalculate button, add notes, and print or save a PDF copy.

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14Organization Settings

In the Organization menu (Admin only) you can see the current plan status and the number of invoices and members used out of the plan's limits. Click Edit to edit these sections:

• Company information: organization name (required), legal name, email, phone and website.
• Address: street address, city, province/state, postal code and country.
• Tax information: Tax ID / VAT number and registration number.
• Invoice settings: invoice number prefix (e.g. INV or FA), default currency, default tax rate and default payment terms.
• Bank details: bank name, account holder name, account number, IBAN and SWIFT code — these details appear on the PDF invoices.
• Logo: upload an image (JPG/PNG/GIF/WEBP/SVG, up to 4 MB) to display on your invoices.
• VeriFactu: activation, NIF, testing/production environment (Section 7).
• Email: enable automatic email delivery when sending invoices.

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15Team Management and Roles

In the Team / Users menu (Admin only), add and manage your team members.

User roles

Adding a new user

1. Click New User (if your plan still has capacity).
2. Enter the username, first name, last name and email.
3. Set a password (at least 8 characters, including an uppercase letter and a number).
4. Choose the user's role and, if needed, set a commission percentage and a maximum allowed discount.
5. Click Create.

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16Integrations and Getting Paid

The Integrations menu offers the following services (configuration by the Admin only):

Stripe Connect — accepting online payments

1. On the integrations page, click Stripe Connect.
2. You are redirected to Stripe; connect or create your account and grant access.
3. Once connected, the Payment Link button becomes available on each invoice page: create a payment link and send it to your client so they can pay the invoice online by card. When the payment succeeds, the invoice status automatically changes to "Paid".

Wise and Revolut

For multi-currency accounts, enter your Wise or Revolut API key on the corresponding page, test the connection with the Test Connection button and disconnect it whenever needed.

Bank connection

Connect via Plaid / Open Banking to fetch transactions automatically (Section 11).

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17Client Portal

The Client Portal is a secure page that requires no registration; your client accesses it via a dedicated link and can:

• See a list of all their invoices (total count, paid, outstanding and overdue);
• View each invoice and download its PDF;
• If Stripe is connected, pay the invoice online directly.

Creating a portal link

1. Go to the desired client's page.
2. Click Generate Portal Link to create a dedicated link (based on a secure token).
3. Copy the link and send it to the client.
4. Revoke access at any time with the Revoke button.

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18Working with Your Accountant

Facturi has a dedicated accountant portal. You can invite your accountant into your workspace so they can handle your tax matters with read-only access to your invoices, purchases, expenses, bank transactions, reports and tax forms.

Inviting an accountant (Manager/Admin)

1. Go to the Accountants menu.
2. Select the accountant you want and click Invite; an invitation is sent to their email.
3. The accountant accepts the invitation from their own dashboard and gains (read-only) access to your organization's data.
4. Cut off access at any time with the Revoke button.

Accountant services and payment

• Accountants can define service plans (e.g. preparing a quarterly return).
• You can pay for these services directly from within Facturi, via Stripe or your wallet balance.
• After working together, you can give the accountant a 1-to-5-star rating and a review.

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19Wallet

In the Wallet menu, your account balance is shown in two parts:

• Paid balance: funds you have topped up yourself; usable for in-app services and paying accountants.
• Gift balance: credit granted by Facturi; for in-app services only.

Topping up the wallet

1. Click Top up.
2. Enter the amount (minimum 5, maximum 10,000).
3. You are redirected to the secure Stripe checkout to complete the payment; your balance is updated immediately.

The full history of wallet transactions (date, source, description and amount) is available on the same page.

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20Referral Program

In the Referrals menu:

• Copy your personal referral code and sharing link (containing ?ref=CODE).
• Anyone who signs up through your link is registered as your referral.
• See your statistics: number of referrals, pending commissions, paid commissions and total earnings.

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21Audit Log

The Audit Log menu (Manager/Admin/Accountant) records every operation performed in the organization: creating/editing/deleting invoices, clients, products, purchases, expenses and users, user logins and logouts, organization settings changes and integration connections.

Each record includes the time, the type of operation, the user who performed it, the record type and ID and a summary of the changes, and you can filter by operation, user and date range. This history matters for legal compliance (including VeriFactu).

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22Profile and Password Change

• In the Profile menu, edit your first name, last name, email and username.
• To change your password, first enter your current password, then the new password (at least 8 characters, including an uppercase letter and a number) and its confirmation.

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23Changing the App Language

From the language selector (at the top of the page), choose one of the 7 languages: English, Español, Français, Deutsch, Português, العربية and فارسی. Selecting Persian or Arabic switches the entire interface to right-to-left.

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24Plans and Subscription

The monthly invoice limit and the number of team members depend on your subscription plan. In the Organization menu:

• See your current plan, the trial end date and your usage (invoices and users).
• Compare and upgrade plans with the Upgrade button; payment is processed through the secure Stripe checkout.
• If you have a discount code, enter it at checkout.

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25Support

Open a ticket from the Support menu:

1. Click New Ticket.
2. Write the subject, priority and a description of the issue, then submit it.
3. The support team's reply appears in the same ticket, and you can continue the conversation there.

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26Frequently Asked Questions

Can I delete an invoice after it has been sent?

No. For legal compliance (especially VeriFactu), sent invoices can only be cancelled, and their record is preserved.

How can my client verify an invoice's authenticity?

By scanning the QR code on the invoice (for VeriFactu invoices, on the AEAT website) or via the public page facturi.net/verify.

Are multiple currencies supported?

Yes. Euro, US dollar, pound sterling, Canadian and Australian dollars, yen, Swiss franc, Saudi riyal, UAE dirham and several others. The currency can be set individually for each invoice and each client.

An invoice sent by email never reached my client — what should I do?

First verify the client's email address in their profile and ask the client to check their Spam folder. You can also download the invoice PDF and send it manually, or send them the Client Portal link.

Is my data secure?

Facturi uses RSA-2048 digital signatures, an invoice hash chain and encrypted connections, and every operation is recorded in the Audit Log.

Does Facturi file my tax return?

No. Facturi prepares Modelo form worksheets from your data, but the final return must be filed on the AEAT portal by you or your accountant. VeriFactu submission of invoices to AEAT (Section 7) is separate from filing the return.

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