Checklist of processes for electronic billing in psychology centers before activating VeriFactu

In a center, electronic billing is not “active” and that's it. It's getting ready. What makes the difference is to be clear about the processes before touching the button, because then the errors are repeated with volume: invoices in the series that don't touch, incomplete data, charges that don't add up, corrections made incorrectly and a closing of the month that is once again manual.

In addition, the schedule for the adaptation to the computer billing systems (SIF) linked to VERI*FACTU has been moved to 2027: January 1, 2027 for Corporate Tax taxpayers and July 1, 2027 for the rest.

This post is an operational checklist for electronic invoicing in psychology centers, designed to tidy up what is important before activating it. If you want regulations, dates and context, I'll leave the Eholo article here: https://www.eholo.health/blog/facturacion-electronica-2026

And if you prefer a downloadable guide for working with your team, here it is: https://www.eholo.health/recursos-descargables/guia-sobre-facturacion-electronica

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1) Decide on the model of the center before touching anything

In centers, two models usually coexist. Choosing one (or defining when each one applies) saves you a lot of carelessness.

Model A: Invoice the center
The patient pays the center and the center bills. It is the simplest in terms of patient experience and internal control.

Model B: every professional invoices
The patient pays (or registers) per professional and each therapist issues their bill. It may make sense depending on your structure, but it requires more coordination and control of series and data.

Quick checklist:

• Who is the “default” tax issuer?
• Are there exceptions (companies, mutual societies, collaborations)?
• Who has permission to issue and rectify?

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2) Assign roles and permissions

Electronic billing in a center is supported by roles, not by good memory.

Define this in writing:

• Who creates invoices
• Who reviews
• Who emits
• Who rectifies
• Who manages returns and supporting documents

And it makes one practical thing clear: the therapist shouldn't be left “chasing” bills between sessions. Reception/administration is usually the natural role to sustain the circuit.

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3) Leave the billing details ready and how you order them

If the data fails, the flow breaks. And in a center, when it breaks, it breaks many times.

Checklist:

• What data do you always ask for (tax name, NIF, address if applicable, invoice email)
• When do you order them (before the first invoice, when you start a company, at the end of the month)
• Where are they stored (a single point)

If you want to review what an invoice should contain and what you should ask for to avoid going back and forth, here's the Eholo guide:
https://www.eholo.health/blog/datos-de-facturacion-que-debe-contener-una-factura-al-ser-psicologo

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4) Define series and numbering so that the team doesn't improvise

In centers, the dumbest errors tend to come from ill-defined series. And then it's time to rectify.

Checklist:

• series by center vs series by professional (depending on the model chosen)
• separate series for companies if you need it
• automatic and ordered numbering (and who can play it)

Center tip: the less “manual” the standard decision, the better. The series shouldn't depend on who's at the reception that day.

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5) Land the payment → invoice → registration flow

This is where you really buy time.

Define a flow that the team can repeat:

1. The session is recorded
2. The payment is recorded (method and amount)
3. An invoice is generated with data already saved
4. is reviewed and issued
5. It is reconciled for closures

Checklist:

• Is the charge tied to the session or is it “loose”?
• Do you see quickly that the invoice is pending?
• Can you close week/month without balancing by hand?

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6) Clarify when you work with a draft and when with a definitive

In centers, issuing “too soon” is a constant source of corrections.

Checklist:

• draft invoices for internal review
• validation before issuing (data, series, concept, amount)
• criteria for “final issue” (time of collection, weekly closing, monthly closing)

If you want the team to be clear about the difference and why it matters, this article explains it very well:
https://www.eholo.health/blog/factura-en-borrador-vs-factura-definitiva-cual-es-la-diferencia-y-por-que-es-importante

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7) Returns and corrections: decide the circuit before it happens to you

Returns happen. The goal is that they don't leave the system broken.

Checklist:

• Who authorizes returns
• How do you register the reason
• How is it linked to the original bill
• What happens to the associated invoice (and who executes it)

A rule that helps: return without registration = future problem. In centers, always.

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8) Communication to the patient (and to companies) to avoid back-and-forth

When electronic billing comes into the spotlight, questions go up if there isn't a standard message.

Checklist:

• short text to request billing information
• short text to send an invoice
• short text for data correction
• single channel for billing issues (so it doesn't mix with clinic)

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9) 7-day trial before “going to production”

In centers, activating without a pilot usually generates extra work.

Pilot checklist:

• select 5—10 real cases (private patient + company if applicable)
• Simulate collection → invoice → shipping → registration
• Review series and numbering
• Check who does what and in how long
• Adjust texts and permissions
• document the flow on an internal page

With a pilot week, the change becomes much smoother.

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How you can land it with Eholo

If you are looking to activate electronic invoicing with less friction in the center, the most useful thing is usually to have the integrated flow: sessions, collections, invoices and records with permissions and traceability.

You can view Eholo's e-invoicing solution here:
https://www.eholo.health/soluciones/facturacion-electronica

And if you want to work it out calmly with your team, the downloadable guide serves as a reference document:
https://www.eholo.health/recursos-descargables/guia-sobre-facturacion-electronica

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To make activation a smooth step

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Before activating electronic billing, the center needs something very specific: clear roles, well-collected data, defined series, a repeatable flow and a return circuit that leaves a trace. With that, the change stops feeling like “more work” and begins to work as a system.

If you want, the next natural step is to do a 7-day pilot and adjust the flow. And if you prefer to see it applied to a tool that connects everything, you can request an electronic invoicing demo on Eholo: https://www.eholo.health/soluciones/facturacion-electronica