E-Reporting in the Basque Country: Three provinces, three sets of rules
E-Invoicing

Ticket BAI – An E-Reporting Mandate for Invoices from the Basque Country

| | Product Manager SAP and Global E-Invoicing, SEEBURGER
Ticket BAI – An E-Reporting Mandate for Invoices from the Basque Country

One country, two tax authorities, three provincial councils. From 1st January 2022, the Basque country has been using Ticket BAI, a new system for e-reporting invoices. This system has some unique characteristics. Not only does the autonomous Basque Country maintain its own tax system alongside the Spanish tax authority, the three Basque provinces of Álava, Vizcaya and Guipúzcoa have also tailored the system to their own needs. Let’s take a closer look at the regulations for each province and when they come into force.

Ticket BAI is the new model for e-reporting invoices developed and now shared by the three Basque Provincial Councils of Álava, Vizcaya and Guipúzcoa and the Basque Government. The main objective of Ticket BAI is to prevent tax evasion and ensure a declaration of all sales transactions is completed by natural or legal persons conducting economic activities. In 2016, the Vizcaya region alone reported tax evasion in the previous year of 450 million euros.

  • The Basque tax authorities have now decreed that all companies falling under their umbrella are to use this special accounting software for their revenues from 1st January 2022.

This applies to all traders, regardless of their business area. The Spanish government published a draft law at the end of 2021, which was approved by the Spanish Parliament in a session on 24.02.2022. The law, which is currently (as of 15.03.2022) awaiting publication in the Official State Bulletin “Boletín Oficial del Estado” (BOE) requires all Spanish firms and sole contractors to send and receive e-invoices. The new Basque mandate is nevertheless still legally binding as there are two separate tax authorities for Spain. One specifically covers this northern autonomous region of the Basque Country while the other is responsible for the rest of Spain.

As this is a joint project between the three provinces of Álava, Guipúzcoa and Vizcaya, Ticket BAI will also be subject to the laws of each individual provincial council. This means that how the system works in practice will be different depending upon which provincial council is the reporting authority.

Who does the Basque e-invoicing mandate affect?

The mandate applies to

  • natural persons and
  • legal entities,

who are economically active in one of the three provinces of the Basque Government and who are subject to either personal income tax (Impuesto sobre la renta de las personas físicas (IPRF)) or corporate income tax.

Tax payers need to send the following to Ticket BAI:

  • simplified invoices that do not contain all the elements of a full invoice, such as a VAT identification number,
  • full invoices, whether electronic or paper-based,
  • any receipts issued, even if there is no legal requirement to do so.

When do taxpayers need to start using Ticket BAI?

Ticket BAI is still at different stages of development in each of the three provinces of Álava, Guipúzcoa and Vizcaya. All three provincial councils have already published their technical specifications and roll-out schedule. However, these are also tailored to each individual province.

Álava

The  Álava province is ahead of the others and had already published its regulations and deadlines at the beginning of 2021.

Álava plans a phased roll out for Ticket BAI.

Adoption timeline for e-reporting in the Basque province of Álava
Figure 1: Adoption timeline for e-reporting in the Basque province of Álava
  • Phase 1, from 1st January 2021: Ticket BAI may be used on a voluntary basis.
  • Phase 2, from 1st April 2022: Consultancies are required to start using Ticket BAI.
  • Phase 3, from 1st July 2022: Pharmacies are required to start using Ticket BAI, as is any taxpayer offering services for which they are remunerated.
  • Phase 4, from 1st October 2022: All remaining taxpayers are required to start using Ticket BAI.

Guipúzcoa

The Guipúzcoa province has been running an online test environment for Ticket BAI since October 2021, so that taxpayers could get to grips with it. The Guipúzcoa tax authorities require a Ticket BAI XML file to be sent to the administration immediately once the e-invoice has been created.

The roll-out schedule is as follows:

Timeline for rolling out e-reporting in the Basque province of Guipúzcoa in 2022 and 2023
Figure 2: Timeline for rolling out e-reporting in the Basque province of Guipúzcoa in 2022 and 2023
  • Phase 1, from 1st January 2021: Ticket BAI may be used on a voluntary basis.
  • Phase 2, from 1st July 2022: Ticket BAI must be used by any tax professionals or tax administration professionals who regularly provide administrative services in tax matters.
  • Phase 3, from 1st September 2022: Ticket BAI must be used by certain professional sectors or occupations as defined in the NORMATIVEN FORAL DEKRET 1/1993 of April 20th. This specifically applies to groups 834 to 849 of section 1 and 011 to 841 of section 2.
  • Phase 4, from 1st November 2022: Ticket BAI must be used by B2C companies and the hospitality industry.
  • Phase 5, from 1st April 2023: Ticket BAI to be used by taxpayers in real estate construction and development, the transport, culture and leisure industries, and in personal services.
  • Phase 6, from 1st June 2023: Ticket BAI to be used by taxpayers in the manufacturing, wholesale, telecommunications, finance, and arts sectors.

Vizcaya

The tax offices in Vizcaya, do not ask their taxpayers to send them a TBAI-XML file. Instead, invoicers are required to save TBAI-XML files and send the details via the Economic Operations Registry Books (LROE).

The Vizcaya province has decided to adopt Ticket BAI system in two stages:

E-Reporting adoption timeline for the Basque province of Vizcaya
Figure 3: E-Reporting adoption timeline for the Basque province of Vizcaya
  • Phase 1, from 1st January 2022: TBAI-XML may be used on a voluntary basis
  • Phase 2, from 1st January 2024: TBAI-XML is mandatory for all.

In Vizcaya, the Ticket BAI system is part of the BATUZ project, which includes other broader measures to curb tax fraud and improve tax compliance by taxpayers.

How do you report an invoice to Ticket BAI?

Essentially, you need to create and digitally sign an XML TBAI file of tax information for any sales or services rendered in periods set by your province. This file is then automatically sent to either the tax authorities or the TBAI system for your province.

The invoice needs to contain the following:

  • TBAI-ID. This code is used to identify the invoice in the system and to link it to its TBAI file.
  • TBAI-QR code. This is a two-dimensional code which provides the recipient with tax details to the invoice in question.
  • Sufficient information for the end customer to prove the accuracy of the invoice, such as named parties, invoice number, date, itemised purchases and descriptions.
Sample TBAI-ID QR code used when reporting to Ticket BAI
Figure 4: Sample TBAI-ID QR code used when reporting to Ticket BAI
Example of how to e-report an e-invoice using the Basque TBAI system
Figure 5: Example of how to e-report an e-invoice using the Basque TBAI system
  • Step 1: The invoice is sent to the recipient
  • Step 2: The TBAI file is automatically sent to either the tax authority or the relevant provincial council TBAI system.

After transmission, the Ticket BAI system creates a “digital chain” similar to a blockchain of electronically signed issued invoices. This method guarantees authenticity and integrity as the electronic invoices cannot be deleted or tampered with.

What incentives or penalties are there to encourage taxpayers to comply?

There are financial incentives to encourage taxpayers to use the system on a voluntary basis before it becomes compulsory.

  • There will be a 30% or 60% income tax reduction for companies adopting Ticket BAI early on.
  • Depending on the region in which these companies are based, they may enjoy a rebate of up to €5,000 from their income tax for over a year.

In order to promote Ticket BAI and to persuade taxpayers to comply with the new rules, Foral Regulation 5/2020 sets out a number of sanctions for non-compliance.

The fines will vary from case to case. Those who do not comply with the law will be required to pay a fine of at least €20,000 and up to 20% of their previous year’s turnover, regardless or actual turnover or business sector.

There will be a similar approach for those who destroy, manipulate or delete valuable data. In this case, the fine will be at least €40,000, rising up to 20% of their previous year’s turnover.

Repeat offenders will be fined at least €60,000 for manipulating data and €30,000 for non-compliance, rising in both cases to up to 30% of the previous year’s turnover.

What’s next for e-invoicing in Spain?

From 2024 to 2026, companies and self-employed persons in Spain will need to implement the new legal B2B e-invoicing regulations. These include stipulations on creating, sending, archiving and downloading e-invoices. Furthermore, an as-yet unratified law from 21.02.2022, stipulates the following:

  • specific computer systems to be used to generate the invoices,
  • invoices now have to include items such as an ID code and a QR code
  • Invoice data can be transmitted electronically to the Spanish tax authority AEAT, if required.

The second draft of this law clearly shows an analogy with the TBAI requirements in the Basque Country.

How can SEEBURGER help?

An experienced provider of global e-invoicing solutions, SEEBURGER supports customers in over 50 countries to comply with EU and other international e-invoicing regulations. Our solutions help fully automate of incoming and outgoing invoices. To this end, we offer deep process integration with any ERP system, including seamless integration with SAP S/4HANA via the SAP API Business Hub. An established and experienced provider of cloud services, our Invoice Portal Service lets you automate your invoice processing – from arrival to ledger.

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Andreas Killinger

Written by:

Andreas Killinger joined SEEBURGER in 2014 and is a product manager, responsible for EDI services and software applications. He specialises in SAP solutions, as well as electronic invoicing (e-invoicing) for globally active customers. Following an apprenticeship as an industrial mechanic and a degree in law and administration, he had various roles in the public sector. He then worked for IBM as an SAP Senior Consultant and SAP Project Manager in international SAP projects from 1999 to 2013. Born in Berlin, Andreas has lived in the Black Forest since childhood. With his family and his dog, he has been lovingly renovating an old country inn dating back to 1749 for a few years now.