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What details should an expense invoice contain? 

Last updated: March 26, 2024

In order for a proof of expense to be accepted and or approved on Xolo’s platform, it must come from your supplier (e.g. Google, Amazon, etc.) and not from the payment processor or banking provider.

The document you're uploading must be an invoice and not a bank statement because this one is only valid for social security or health insurance payments.

In order to justify your business expenses, you must always have an invoice for them (except in the case of payment of self-employed or health insurance contributions) and it must contain the following information:

  • invoice number
  • the date of the invoice (the date of the purchase), and the date of the transaction if it appears on the document and it is different
  • all your personal data (complete name, DNI/NIE, address)
  • the seller's details (name, VAT number, address)
  • the description of the purchase (the content of the purchased product/service)
  • currency
  • VAT taxable amount
  • VAT percentage and amount (if applicable)
  • total amount

The invoice must always be in Spainsh or English because if it is in a different language, it is possible that in case of requirement from Agencia Tributaria, they will not accept it.

Remember that in order to correctly deduct your expenses as a freelancer, the invoice must be complete, that is, with all your personal data included in it.

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