How to invoice international clients from Spain as a freelancer

Author

Emma

Professional Development Specialist

As a freelancer, the dream of working remotely from Spain is an enticing one. Though the mountain of paperwork and admin can feel a little daunting. 

The upside is the freedom to choose your projects and collaborate with clients from anywhere. And despite paperwork hurdles, working with global clients while based in Spain is very achievable. The key? Be prepared for the admin! 

This guide walks through the process – from working with global clients to the legalities of freelancing in Spain. Plus tips for managing and invoicing international clients. 

Legal requirements for freelancers

If you become a freelancer in Spain and want to work with clients globally, you must register as self-employed. This is known locally as “Autónomo” status. 

Autónomo status is open to both EU and non-EU residents. Though it’s worth noting, non-EU residents also need a self-employed work permit. 

Let’s look at the autónomo registration process: 

Spanish self-employed registration

The first step is to register with Spanish social security. This allows you to work legally as a freelancer in Spain and access your NIE (Número de Identidad de Extranjero).

Once you have received your NIF (tax identification number) from the Spanish tax authorities, you can register as Autónomo with the Agencia Tributaria.  

Spain VAT guide for freelancers

VAT requirements in Spain vary based on your clients’ status and location. Here’s a simple overview of the rules (based on the provision of services, not the sale of goods):

Domestic clients (Spain):

• You must charge VAT on invoices to Spanish clients. 
• VAT must be declared quarterly and annually using forms 303 and 390. 

International clients outside the EU:

• VAT is not applied to invoices. 
• Declare this income in quarterly and annual forms (303 and 390) with a 0% VAT rate. 

Clients in the EU with intra-EU VAT number

• VAT is not applied to invoices. 
• Be sure to mention on the invoice the transaction is VAT-exempt (the client pays VAT in their own country).  
• Declare this income on forms 303, 390, and, if applicable, form 349 with a 0% VAT rate. 

Clients in the EU without intra-EU VAT number

• Charge Spanish VAT.  
• VAT must be declared quarterly and annually using forms 303 and 390. 

Invoicing international freelance clients

Now we’ve covered the legal aspects, let’s look at invoicing best practice for global clients. 

Here’s a rundown of the information every invoice needs to ensure your compliance as a consultant in Spain: 

Your tax details

At the top of every invoice raised you must include: 

• Name and surname or company name
• Tax Identification Number (NIF)
• Full address
• Contact details (telephone, email)

Client details

You must also include the key information for your clients: 

• Name and surname or company name
• Tax Identification Number (NIF) or VAT ID (if you are an EU customer)
• Full address
• Contact details (telephone, email)

Invoice number

To keep invoices organised, give each one a unique number in sequential order. You can also add prefixes for different clients – just be sure to stick to a clear sequence to avoid confusion!

Invoice date

This is the date the invoice is issued, not the date the work was completed. Accurate invoice dates are vital for your quarterly and annual declarations.

Description of services

The services provided should be described clearly. Including the units and the total, e.g. hours worked or articles written.

Unit and total price

Make sure to include the gross price for each product or service. Also, calculate the gross total, which is the total amount before tax. This makes it easier to understand the total costs involved.

VAT rate and percentage applied

Next, you need to apply the appropriate VAT rate, as required, based on the guidelines we covered earlier. To recap: VAT generally only applies to clients based in Spain. It doesn’t apply to international clients based inside or outside the EU. 

Total amount including VAT

After calculating all the charges and adding VAT (if it applies), make sure the final total amount is clearly stated on the invoice. This makes it easy for clients to see what they owe for your services. 

Payment method and deadline

Clearly state how you want to be paid on your invoice. Bank transfers are common, and you can include details like the IBAN for international payments. 

If there’s a payment deadline add this to the invoice too – something simple like “Payment due within 45 days.” It’s worth agreeing these details earlier in the freelance project to avoid any confusion later.

Tools for invoicing international clients

Now we’ve covered the invoicing basics, you’re ready to start billing international clients! 

To save time (you have freelance projects to focus on after all), there are some great tools designed to simplify the process and help you stay organised.  

Let’s look at a few:  

Invoicing software

Search for custom invoicing tools for freelancers that help you:  

• Create invoices for international clients
• Automatically handle VAT requirements
• Keep your receipts organised

Once everything is set up, you can export your invoices in whatever format works best for you. Super simple! 

Electronic invoices

There are many e-invoicing solutions tailored for sending invoices to international clients. These tools ensure your invoices comply with different country-specific regulations. Plus, taxes or fees that apply are calculated and added automatically, saving you heaps of time and headspace. 

Online payment platforms

Online platforms like PayPal or Stripe make it simple and secure for global clients to pay their invoices. These platforms are recognised worldwide and offer faster, more convenient alternatives to bank payments. 

Tips for invoicing international clients as a freelancer in Spain

Here are the key points to keep in mind when invoicing global clients from Spain: 

Consider tax laws of the destination country

Although we outlined rules around VAT and foreign clients above, it’s always a good idea to double-check the tax rules in your client’s country. This helps avoid any hiccups or surprises later on and keeps everything running smoothly. 

Hire a tax specialist if necessary

When in doubt, hiring a tax advisor or accountant will give you solid guidance and peace of mind. A good advisor can review your invoices every quarter, ensuring everything is accurate and compliant, so you stay focused on growing your self-employed business. 

Using an e-invoicing tool

Tapping into electronic invoicing software can help you stay on top of international rules and regulations. It also minimises errors and makes collecting payments faster and easier. Plus, these tools are secure, efficient, and sync seamlessly with other accounting tools you might be using.

Keep copies of invoices and related documents

It’s essential to hold onto the invoices you issue for at least four years, in case the Tax Agency ever needs to review them. Organising your records by year and quarter should be pretty straightforward, especially if you’re using custom software. 

Don’t forget, when invoicing international clients as a freelancer in Spain it’s vital to keep accounts in order and stay up to date with your quarterly or annual tax filings.

How Hightekers simplifies international invoicing for freelancers

If you’re an independent consultant or contractor and invoicing international clients still feels overwhelming, don’t worry – Hightekers is here to help. 

We understand staying on top of invoicing, local tax regulations, and client communications can be time-consuming and stressful. That’s why we offer tailored solutions to make life easier for freelancers around the globe.  

Here’s why more and more independent consultants are choosing to partner with Hightekers: 

Seamless invoicing

We help you issue invoices and collect payments securely, without stress.

No more admin headaches

We handle legalities, payroll, taxes, and compliance, freeing you up to focus on your projects.

Freedom and security

You enjoy the flexibility of choosing clients while benefiting from permanent contractor status, including national insurance contributions and healthcare.

Invoicing with confidence as a freelancer

Managing international invoicing as a consultant in Spain is no mean feat. With legal obligations, VAT requirements, and quarterly declarations to juggle, it can take time and energy away from what you love doing. 

Hightekers are here to make your life simpler. You can leave the paperwork to us and focus on your craft, whether programming, writing, designing, or another specialist skill. 

Best of all, you have complete peace of mind knowing our team of experts will manage your global invoicing and compliance. 

No stress, no hassle – just the freedom to do what you do best.

Ready to breeze a freelance career in Spain? 

Simplify your international invoicing with Hightekers

Author

Emma

Professional Development Specialist

A seasoned career development specialist based in Bristol, where she helps international professionals manage the complexities of establishing their independent careers in the UK. With over a decade of experience in talent management and professional mobility, she leads initiatives to support freelancers and independent consultants across various high-skilled sectors. When she's not advising professionals on their career journeys, you might find Emma exploring Bristol's street art scene or cheering on her beloved Bristol City FC!