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how to validate invoices in E-Fatura

Have you been to E-Fatura? See how to validate your pending invoices step by step. Learn how to query, correct and enter expenses manually.

You have until February 25 to validate your invoices in E-Fatura and guarantee all the deductions to which you are entitled, thus making your IRS reimbursement profitable.

Although most expenses are already reported automatically according to the respective sector of activity, there are others that have to be validated manually. This happens when the expense was communicated by a trader with more than one economic activity. In this case, the taxpayer will have to indicate to the Tax Authority (AT) the sector in which that expense falls.

It may also happen that there are invoices that have not been registered by the marketing entity or that are incorrect, so it is advisable to check that all have been communicated to the AT and if there is any error to be corrected.

Invoices that remain outstanding after the validation deadline are not considered in the correct category of deduction to the IRS, and as a result, you may be missing out on an opportunity to increase your deductions.

Validate invoices in E-Fatura: step by step

Consult, validate, correct and register: these are the four steps that we are going to explain to you, so that nothing goes wrong with your IRS deductions.

How to query invoices

Before knowing how to validate invoices in E-Fatura, you must learn how to consult them.

1. To do so, simply access the E-Invoice page

two. At the bottom of the page, click on “Consumer”.


3. You are then asked to enter your tax number and access password, which is the same as for accessing the Finance Portal.


4. On the next screen you will find the value of the provisional IRS deductions that you have already accumulated, as well as the respective distribution by category.

IRS Deductions by Expense Category

5. To consult the invoices communicated to AT to date, click on “verify invoices” at the bottom of the page.


6. The search can be done in several ways: by the merchant’s NIF, by the date of issue, and also by the state / situation in which they are.


You will also be able to consult the invoices according to the sender of activity of the issuer.


Or by invoice type.


If you are self-employed, you can also check whether or not it is an invoice that affects your professional activity.


How to validate invoices

1. If you have pending invoices, when entering the E-Fatura portal you will find this indication (right at the top of the page). To validate the invoices, click on “Complementar Invoice Information”.

validate invoices

two. This happens when the expense was communicated by a trader with more than one economic activity. In this case, the taxpayer will have to indicate to the AT which sector that expense falls within. In the case of self-employed workers, invoices are also pending until they indicate whether or not they are engaged in professional activity (partially or fully).


3. If you are self-employed, you must indicate whether the expense was incurred as part of your professional activity, in whole or in part. Otherwise, choose the “No” option.


4. Repeat the process for all pending invoices. Finally, click on the “Save” button at the bottom of the page.


How to fix an invoice error

In order to be able to identify any errors, it is important to always keep paper invoices, as this is a way of confirming that the information in the E-Invoice is correct. Only then does it become safer to dispense with them.

When confirming that the data on the invoices are correct, check for discrepancies, such as those that can sometimes occur in the purchase price. This way, you will be able to correct any errors that exist in time.

1. To do so, simply enter the invoice in question and, at the bottom of the page, click on the “Change” button.

change invoice data

two. Change the necessary fields, where you observe an error, and click on save.

save invoice data

How to register an invoice

Invoices issued are communicated by economic agents to AT by the 12th of the month following their issue and made available on the personal page of each consumer. If, after that date, he does not find his expense in the E-Fatura, the consumer must enter it manually.

1. In the top menu, click on “Invoices” and, in the “Consumer” section, select “Register Invoices”.

register invoice

two. Then enter the invoice identification elements: Merchant’s VAT number, type of invoice and respective number.

invoice identification data

3. In the “Invoice Data” field, enter the date, control code, value and corresponding VAT rate.

put invoice data

O control code refers to the set of four characters before “Processed by certified program”. If the invoice does not have this code, then you do not need to fill in this field.

In case it is an invoice with products with different VAT rates, you can insert each item in a specific line.

What should you know besides how to validate invoices in E-Fatura?


How long should paper invoices be kept?

You should keep paper invoices until you verify that the invoice appears on your personal page. From then on, it will no longer be necessary to have them with you.

In cases where the economic agents have not communicated the invoice and the consumer has to register them manually, they must keep them for a period of four years.


Are all invoices tax deductible?

Do not. Only invoices with NIF can be deductible by the IRS. Companies are required to issue and communicate them to the Tax and Customs Authority by the 12th of the month following the month of purchase.

Only invoices with NIF allow the taxpayer to recover part of the VAT paid on catering and accommodation expenses, hairdressers or car repairs, for example. That is why consumers should always demand an invoice with a tax number for all purchases they make.


How to add prescription health expenses?

the taxpayer you can deduct 15% of health expenses up to a limit of 1,000 euros, but it should not be forgotten that expenses at the normal VAT rate (23%) must be duly justified with a medical prescription. These expenses will also always have to be validated in the E-Fatura.

If you access your page and there is an expense that needs to be added to income, it will appear right away on the home page. First click on the “Associate recipe” option, then on the “Yes” icon, and only then must you indicate the value of the goods or services purchased at the normal rate that appear in that recipe.

Associate revenue to health bill

See too
E-invoice: how to associate the prescription to the health invoice


How to register an expense made abroad?

If a taxpayer incurs an education or health expense in another country, he can also report it to the IRS. However, you will have to register it manually. For this, you must have an invoice or equivalent document that proves the expense.

Afterwards, you should go to your personal E-Fatura page, click on “Register invoices”, and within this area select the option to register invoices issued abroad to enter the requested data, such as the merchant’s NIF, the country where it was made, the invoice number, the amount of the expense, the VAT amount and the nature of the expense.

Important measures not to be forgotten

Always ask for an invoice with NIF

This is a way to enjoy IRS deductions and benefits. If you don’t ask for invoices with a tax number, you lose the opportunity to lower your IRS invoice by hundreds of euros.

This happens because the aforementioned expense will end up not being accounted for in your E-Invoice, since there is also no possibility of placing it manually in the Tax Authorities’ system.

Ask your kids for a password

The tax number of the mother, father or children can be placed on the invoices, but it is best to choose to include the TIN of your descendants.

However, whenever their NIF is used for expenses, you should check that the invoices were also communicated to the Tax Authorities. To do this, you will have to ask for a password to access the Finance Portal for each of your children and also validate the invoices for them.

If you are in a divorce situation with joint custody, the invoices issued with the children’s NIF will be shared according to the percentage that each one is responsible for sharing expenses, defined in the agreement regulating parental responsibilities. If there is no agreement, or the percentages are not properly indicated by both parents until February 15 at the Finance Portalthe amount of deductions is divided into equal parts.

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