Index
Who is obliged to issue invoices
The two key documents: purchase invoice and sales invoice
Invoice with general VAT: when and how to issue it
Invoice with REBU (Second-Hand Goods Scheme): when and how to issue it
Complete numerical example: the same transaction with VAT and with REBU
Mandatory data on every vehicle purchase and sale invoice
Simplified invoice vs complete invoice
Intra-Community transactions and imports
Verifactu and electronic invoicing: what is coming in 2026-2027
Mandatory record books
Common errors when invoicing in vehicle trading
Conclusion
Frequently asked questions
Invoicing is probably the most delicate part of the administrative management of a used car dealership. Not only because the Tax Agency can penalise an incorrectly issued invoice, but because the invoice is the document that supports the entire transaction: the purchase, the sale, the applied tax scheme, the margin obtained and the relationship with the customer.
The problem is that many dealerships work with two tax schemes at the same time (REBU and general VAT), buy from private individuals and companies, sell to final consumers and professionals, and in some cases operate with imported vehicles. Each combination requires a different type of invoice, with different formatting and legal mentions.
This article explains step-by-step which invoice to issue in each case, with numerical examples, the details that cannot be missing and the most common errors to avoid. In addition, we include the updates on Verifactu and mandatory electronic invoicing that affect all dealerships starting from 2026.
Who is obliged to issue invoices
Every professional seller (sole trader or company) dedicated to the purchase and sale of vehicles is obliged to issue an invoice for each sales transaction, without exception. It does not matter whether the buyer is a private individual, a company or a sole trader: the obligation falls on the professional seller.
In sales between private individuals, no invoice is issued. The transaction is formalised through a private purchase and sale contract and the buyer pays the Property Transfer Tax (ITP). If you want to know more about when this tax applies, we explain it in our article on what is the ITP on the sale of cars.
As a professional, in addition to issuing invoices, you are obliged to number invoices consecutively (without gaps), keep them for a minimum of 4 years (6 if there are intra-Community transactions), register each transaction in the corresponding accounting books and declare the output VAT or the REBU margin in the quarterly (form 303) and annual (form 390) tax returns.
The two key documents: purchase invoice and sales invoice
This is a point that many dealerships overlook. You must not only issue an invoice when you sell: you also need to correctly document the purchase.
Sales invoice. This is the one you issue to the buyer (private individual or professional) when you sell a car. It can be with itemised VAT (general scheme) or without itemisation (REBU). It is the main document of the transaction.
Purchase document from a private individual (self-invoice or purchase receipt). When you buy a car from a private individual, they do not issue an invoice to you (they are not a professional). Instead, the dealership issues a purchase document (sometimes called a self-billing invoice) which records the details of the private seller, the vehicle details, the price paid and the signatures of both parties. This document is essential to justify that the purchase was made from a private individual without deductible VAT and, therefore, that you can apply REBU when reselling.
Without this document, the Tax Agency may consider that you have no basis for using the REBU and recalculate the VAT on the total price of the sale. It is one of the most important documents in each car's file.
Purchase invoice from a professional. If you buy the car from a company, fleet or leasing company, you receive an invoice with itemised VAT. In this case, you deduct the input VAT and apply the general scheme when reselling.
Invoice with general VAT: when and how to issue it
The general scheme applies when the dealership has bought the car from a supplier that issued an invoice with itemised VAT and has deducted that VAT upon purchase.
When it applies: purchases from leasing companies (LeasePlan, ALD, Arval), corporate fleets, other dealerships under the general scheme or intra-Community suppliers with a VAT number.
How the invoice is issued:
The invoice must reflect the base price of the vehicle (excluding VAT), the type of VAT applied (21% as a general rule) with the itemised amount and the total price (base + VAT). It is advisable to include the mention "Transaction subject to and not exempt from VAT" so that the scheme applied is clear.
The buyer, if they are a company or a professional, can deduct the VAT from this invoice in their quarterly return. If the buyer is a private individual, they pay the total price but cannot deduct anything.
To understand in detail when to apply each scheme, we recommend our article on when to use an invoice with VAT and when with REBU.
Invoice with REBU (Second-Hand Goods Scheme): when and how to issue it
The Special Scheme for Second-Hand Goods (REBU) allows you to pay tax only on the profit margin, not on the total price. It is the most common scheme in the purchase and sale of used cars to final consumers.
When it applies: purchases from private individuals, trade-ins, purchases from other dealerships that also sold under the REBU scheme (without itemised VAT on their invoice).
How the invoice is issued:
The invoice shows a single final price, without any breakdown of VAT. Neither the taxable base nor the VAT amount appears separately. It must legally include the mandatory statement: "Special scheme for second-hand goods. VAT included in the price. No right to deduction by the purchaser."
Internally, the dealership calculates the VAT on the margin (selling price minus purchase price) and declares it on form 303. But this calculation does not appear on the invoice the customer receives.
If you want to go deeper into the complete operation of the REBU, we explain it in our complete guide on REBU in the buying and selling of second-hand cars.
Complete numerical example: the same transaction with VAT and with REBU
To see the real difference, let's take a car that the dealership buys for 8,000 euros and sells for 10,500 euros. Gross margin: 2,500 euros.
With general VAT (21%):
The dealership bought with an invoice with VAT (and deducted the input VAT). Upon selling, it charges 21% on the total price.
Base selling price: 10,500 euros. Charged VAT (21%): 2,205 euros. Total paid by the buyer: 12,705 euros.
The dealership pays the Tax Agency the difference between the charged VAT (2,205 euros) and the input VAT on the purchase. If they paid 8,000 euros + 21% VAT (1,680 euros), the net VAT to pay would be 2,205 - 1,680 = 525 euros.
With REBU:
The dealership bought from a private individual (without deductible VAT). Upon selling, it pays tax only on the margin.
Price paid by the buyer: 10,500 euros (VAT included in the margin). The gross margin is 10,500 - 8,000 = 2,500 euros. The taxable base of the VAT is 2,500 / 1.21 = 2,066.12 euros. The VAT to pay is 2,500 - 2,066.12 = 433.88 euros.
Difference for the private buyer: under the general VAT scheme they pay 12,705 euros. With REBU they pay 10,500 euros. That is a 2,205-euro difference. This is why REBU is so relevant in sales to final consumers.
Difference for the dealership: under the general VAT scheme they pay 525 euros of net VAT. Under REBU they pay 433.88 euros. The difference is smaller, but the more competitive final price of REBU makes the sale easier.
Mandatory data on every vehicle purchase and sale invoice
Regardless of the tax scheme, every vehicle sales invoice must contain:
Seller's details: full name or company name, NIF/CIF (tax ID) and registered tax address.
Buyer's details: full name or company name, NIF/CIF (tax ID) and registered tax address.
Invoice details: consecutive number (no gaps in numbering), date of issue and series (if you use multiple series).
Vehicle details: make, model, version, chassis number (VIN), registration number, date of first registration, mileage and colour. The more detailed the description, the better protected you are against future claims.
Financial details: selling price, itemised VAT (if applicable) or mention of REBU, payment method and mention of the applied tax scheme.
A common mistake is not including the chassis number or mileage. In the event of a subsequent claim, an invoice with incomplete vehicle details weakens the dealership's position.
Simplified invoice vs complete invoice
In the purchase and sale of vehicles, the general rule is to always issue a complete invoice. A simplified invoice (what used to be called a "receipt") is only permitted when the amount does not exceed 400 euros (or 3,000 euros in certain activities), which in practice makes it inapplicable to car sales.
However, you can use simplified invoices for small complementary services (cleaning, accessories, etc.) if they do not exceed the limits. For the sale of the vehicle itself, always issue a complete invoice.
Intra-Community transactions and imports
If you buy cars in other EU countries, invoicing has specific features:
Purchase from a company with an intra-Community VAT number. Reverse charge applies: the supplier does not charge you VAT. You self-assess the VAT in Spain (form 303) and declare it on form 349 for intra-Community transactions. When reselling, you invoice with general VAT.
Purchase from a private individual in another EU country. If you buy directly from a private individual in Germany, France or another country, you can apply REBU when reselling in Spain, as the seller has not charged you VAT. You must keep the purchase and sale contract and the transport documentation.
Import from outside the EU. You must settle the import VAT at customs. When reselling, you apply the general scheme.
In all cases, keep transport documentation, proof of payment and customs declarations. These are the documents that the Tax Agency will request in the event of an inspection. If you are considering importing, we recommend our article on how to import a second-hand car.
Verifactu and electronic invoicing: what is coming in 2026-2027
This is an issue that directly affects all dealerships and is worth keeping on your radar.
Verifactu is the new invoice verification system driven by the Anti-Fraud Law (Law 11/2021). It requires all invoicing software to guarantee the traceability, integrity and inalterability of each issued invoice. In practice, this means that the program you use for invoicing must be certified and generate a verifiable digital record (with QR code and electronic signature) that the Tax Agency can check.
Verifactu deadlines: companies (legal entities) were required to use certified software from January 2026, with a moratorium applied at the end of 2025 that adjusted the schedule. Sole traders have until July 2026-2027 depending on the case. Following the moratorium, compliance is expected to be effectively enforceable throughout 2026.
Check dealcar.io/verifactu-para-concesionarios.
Mandatory electronic invoicing (B2B): in addition to Verifactu, the Crea y Crece Law establishes mandatory electronic invoicing between businesses and professionals. Royal Decree 238/2026 (approved in March 2026) has developed the system. Companies with a turnover of more than 8 million euros must comply from October 2027, and the rest of companies and sole traders from October 2028.
Penalties: using uncertified invoicing software can result in fines of up to 50,000 euros per financial year.
What this means for a dealership: if you invoice using Excel, Word templates or a program that is not prepared for Verifactu, you need to switch before the penalties are applied. The transition is not complicated if you use a platform that already complies with the regulations, but it requires acting in advance.
See also what REBU invoicing program a dealership needs and what it must comply with under Verifactu.
Mandatory record books
In addition to invoices, as a dealership you must maintain several record books:
Record book of invoices issued. All sales invoices, both REBU and general VAT.
Record book of invoices received. Purchase invoices from professional suppliers (with deductible VAT).
Record book of REBU transactions. Mandatory and separate from the general book. It must include for each transaction: date, private seller details, vehicle description (make, model, registration), purchase price, selling price, gross margin and VAT calculated on the margin (for the tax return, not for the invoice).
Capital goods book. If you have assets linked to the activity worth more than 300 euros.
Keeping these records up to date is not optional. In the event of an inspection, the Tax Agency requests them and cross-references them with the filed tax returns. Any discrepancy can trigger a request for information.
If you want to understand the complete taxation of a dealership business, we explain it in our guide on how to declare taxes correctly as a dealership.
Common errors when invoicing in vehicle trading
Applying REBU when the car was bought with deductible VAT. If you deducted VAT upon purchase, you cannot apply REBU when selling. They are incompatible. The Tax Agency can claim the difference from you plus a 50-150% penalty on the unpaid tax.
Not keeping the purchase document from the private individual. Without the purchase receipt signed by the private individual, you lose the basis to justify REBU. And without justification, the Tax Agency can recalculate the VAT on the total price.
Itemising the VAT on a REBU invoice. A serious mistake. A REBU invoice does not show itemised VAT. Including it invalides the transaction for tax purposes and can lead the buyer to believe they can deduct it.
Omitting the legal mention of REBU. Every REBU invoice must carry the mandatory statement. Omitting it is a reason for inspection and can call the validity of the invoice into question.
Numbering gaps. Invoices must be consecutive, without gaps. If the previous invoice was 2025/047, the next must be 2025/048. Gaps generate automatic alerts at the Tax Agency.
Not including the chassis number. In the buying and selling of vehicles, the chassis number is the unique identifier of the car. An invoice without a chassis number loses traceability and weakens your position in the event of any claim.
Grouping multiple cars on a single invoice. Each vehicle must have its own invoice with a unique identification. Grouped invoices make it difficult to control the margin and can generate tax issues.
If you want to see the most common errors with REBU in detail, consult our article on common mistakes when applying the REBU in dealerships.
Conclusion
Issuing invoices correctly is not just about complying with the Tax Agency: it is about protecting your business against claims, keeping margins under control and being able to scale without tax shocks. The key lies in classifying every transaction from the moment of purchase (REBU or general), documenting private purchase receipts well, issuing invoices with the correct details and legal mentions, and keeping record books up to date. With the arrival of Verifactu and mandatory electronic invoicing, doing so with a prepared system is no longer an option: it is a necessity.
More than 500 vehicle traders already use Dealcar to manage their invoicing without errors. From the platform you can classify each transaction as REBU or general VAT from the purchase stage, generate automatic invoices with the correct legal format (including the REBU mention), keep the record book updated and prepare for Verifactu with an already certified system.
If you want to see how it works, you can discover the electronic invoicing module of Dealcar.
Frequently asked questions
Is it mandatory to issue an invoice if I sell a car to a private individual?
Yes. Every professional seller (sole trader or company) is obliged to issue an invoice for every transaction, regardless of whether the buyer is a private individual or a company. The invoice can be REBU (without a breakdown of VAT) or with general VAT, depending on the origin of the car.
What document do I need when I buy a car from a private individual?
A purchase receipt (or self-invoice) that collects the full details of the private seller (ID/DNI, name, address), the vehicle details (make, model, registration number, chassis number), the price paid and the signature of both parties. This document proves that the purchase was made without deductible VAT and allows you to apply REBU when reselling.
Can I use a simplified invoice (receipt) to sell a car?
In practice, no. Simplified invoices are limited to amounts up to 400 euros (or 3,000 euros in authorised activities). Since the price of a vehicle always exceeds those amounts, you must issue a complete invoice with all the mandatory details.
What happens if I make a mistake on an invoice already issued?
You must issue a corrective invoice that references the original invoice (number and date), describes the error and reflects the correction. You cannot simply cancel it and reissue it with the same number. The corrective invoice has its own numbering.
How does Verifactu affect me as a dealership?
From 2026, your invoicing software must be certified for Verifactu: each invoice must be traceable, inalterable and verifiable with a QR code. If you continue invoicing with Excel or Word, you need to migrate to a compatible system before penalties (up to 50,000 euros per year) are applied. Dealcar already meets Verifactu's requirements.
Can I keep REBU and general VAT transactions in the same record book?
No. The regulations require a REBU transactions record book separate from the general invoice book. You can use the same software, but the records must be differentiated and contain the specific information for each scheme.
