VeriFactu for accounting firms: managing hundreds of clients

Spain has between 65,000 and 82,000 gestorías (accounting and tax advisory firms). Each one manages, on average, between 50 and 200 clients. If you are an advisor, VeriFactu is not one client’s problem: it is a problem of scale.

The problem: many certificates and configurations

Each client has its own digital certificate (.p12), its own invoice series, its own tax details and its own AEAT environment (sandbox or production). Managing this by hand for 100 clients is not viable.

Certificates also expire every 2-3 years. Without an alert system, you can reach the renewal date without noticing, leaving your client unable to issue VeriFactu invoices.

The solution: a native multi-client panel

The difference between a solution built for accounting firms and a generic one is native multi-tenancy. In a solution built for you:

• ✅ Each client has its own isolated organisation (data, invoices, certificate)
• ✅ You can switch between clients in one click from your session
• ✅ An aggregate panel shows the status of all your clients: accepted and rejected invoices, certificates about to expire
• ✅ Certificates are managed centrally: you upload, you renew, and your clients don’t need to know what a .p12 is

Alerts before it becomes a problem

A good management system for accounting firms should notify you proactively:

• 🔔 30 days before any client’s certificate expires
• 🔔 When the AEAT rejects an invoice
• 🔔 When a client is close to their monthly invoice limit
• 🔔 When there are submission errors waiting to be retried

Roles and access control

In an accounting firm not everyone on the team needs the same level of access. A suitable system lets you assign roles: the lead advisor has full control, accountants can create and send invoices, and assistants can only view.

What tools exist for accounting firms?

There are three types of solutions on the market:

1. General accounting software (A3, Sage 50, Contaplus): add VeriFactu as an extra module, priced per client. Expensive and complex to scale.
2. Generic invoicing SaaS (Holded, Billin): built for the end user, not for accounting firms. No real multi-client panel.
3. Compliance-first SaaS for accounting firms (such as Cofactu): designed from scratch for this use case, with native multi-tenancy, centralised certificates and one-click filing of the 7 AEAT tax forms — including Modelo 111 (quarterly withholdings) and Modelo 190 (annual summary). To migrate from an existing solution, see our guides by program.

Keep reading

• Cofactu for accounting firms — portfolio panel, certificate vault and cross-client tax forms.
• Magic onboarding — set up a new client from their Modelo 036 and latest invoices.
• VeriFactu responsible declaration — what your clients should check about their software.
• Full VeriFactu guide.

Official sources

• BOE · Royal Decree 1007/2023 — VeriFactu Regulation.
• BOE · Order HAC/1177/2024 — Technical specification.
• AEAT · Social collaboration and power of representation — Framework for firms acting on behalf of their clients.
• Consejo General de Gestores Administrativos — Professional association with informative material.