Recapitulative invoice: what is it, how to do it and for what

Among the many types of invoices that exist, the recapitulative is one of the most useful for freelancers and entrepreneurs who operate with the same customers or suppliers regularly. In this article we will explain what it is, how it is done, what it is for and many other things.

What is a recapitulative invoice?

It is the one that groups several invoices of sales transactions or payment of services with one customer or supplier in the same invoice. These operations must have been done during the same natural month, since it is not possible to submit a recapitulative invoice including more than one month.

Do not confuse it with a recurring invoice, because in this case you do not have to gather only invoices of the same month.

What is a recapitulative invoice for?

The recapitulative invoices are very useful when you keep constant billing with the same recipient, since it greatly reduces the administrative effort at the moment of registering and declaring invoices, summarizing them in only one per month.

This saving of time and work is especially appreciated in companies with a large volume of commercial traffic.

Another benefit of recapitulative invoices is that it decreases the possibility of errors, which are more frequent when handling many invoices separately.

How is a recapitulative invoice made?

A recapitulative invoice has the same application as an ordinary invoice for tax and legal purposes, so the data that must appear are the following:

  • Number of invoice and series.
  • Date of the expedition of the invoice.
  • Identification of the issuer and receiver with names and surnames, fiscal address, and full corporate name.
  • Tax Identification Number (NIF) of the issuer and recipient of the invoice.
  • Description of the operations, with the concept well specified.
  • The VAT and the tax rate of the equivalence surcharge, if applicable.
  • The tax rate to be passed on.
  • The total amount to be paid.

It must be emphasizes that for each concept we must apply the corresponding VAT or Personal Income Tax (IRPF), depending on the tax rate that pertains to each invoice. Thus, they are applied in the same way as in ordinary invoices, without any special consideration.

In order to the recapitulative invoice to be legal, all invoices included in the recapitulative invoice must be annulled and appended. In addition, you must save them for the next 4 years, since the Tax Agency can request them.

If you need advice to make your invoices, contact GM Tax, a consultancy firm specialized in tax matter that will treat your case with total professionalism and proximity.

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