VERI*FACTU Supplier onboarding

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Introduction

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Set-up

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Getting started

1

Connect the VERI*FACTU app

1. Go to Configuration → Apps in the Console.
2. Find VERI*FACTU Spain in the app list.
3. Click Connect to activate the app.

Connect the VERI*FACTU app

After connecting, you’ll see VERI*FACTU listed in the Enabled Apps section.

2

Create a supplier registration workflow

Create a new workflow in your workspace for registering suppliers. You should start with the template below:

• Template
• Code
• Build from scratch

VERI*FACTU supplier registration workflow

This workflow will issue a registration request for a supplier to complete.

Add to my workspace

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Create a supplier entry

• Upload and register third-parties
• Upload and register your company

1

Upload a supplier

Use the Create an entry endpoint to upload a new supplier. Include a party (you can copy the example below) object in the data field. The required fields are name and tax_id while address and email are recommended.

VeriFactu supplier example

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{
  "$schema": "https://gobl.org/draft-0/org/party",
  "name": "Invopop S.L.",
  "tax_id": {
    "country": "ES",
    "code": "B85905495"
  },
  "addresses": [
    {
      "num": "42",
      "street": "Calle Pradillo",
      "locality": "Madrid",
      "region": "Madrid",
      "code": "28002",
      "country": "ES"
    }
  ],
  "emails": [
    {
      "addr": "billing@example.com"
    }
  ]
}

See all 23 lines

You should see the supplier in the Parties section with status Empty after creating the entry.

Upload supplier to Invopop

2

Send the supplier to the registration workflow

Send the supplier to the registration workflow using the Create a job endpoint. Use:

• The Silo Entry ID of the supplier you uploaded on the previous step
• The Supplier Registration Workflow ID from the Setup section

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The supplier’s status will change to Processing while waiting for supplier registration and verification. Once these steps are completed successfully, the supplier’s status will change to Registered. If not successful because the supplier did not complete the process or their documentation was rejected, the status will change to Error, and you can inspect the job history of this document to see the reason.

Supplier registered successfully

If a supplier’s agreement documentation is rejected and you need to onboard them again, follow the instructions in what happens if a supplier validation is rejected

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How VERI*FACTU supplier registration works

Supplier Registration Workflow

1. Register supplier will generate a unique URL and add it into a url key value within the meta property. You would add a webhook after this step to notify the supplier.
2. Set State to Processing labels the silo entry so you know it’s in process of registration.
3. Wait for supplier registration waits for the supplier to upload the required documents (signed agreement and ID). The supplier will be entitled to issue invoices through VERI*FACTU immediately after the documents are uploaded.
4. Set State to Registered labels the silo entry so you know registration is complete.
5. Wait for supplier approval In live environments, Invopop will review the documents provided by the supplier in less than 72 hours. In sandbox, you can configure the workflow step to accept or reject providers. Open rejection the workflow will error with a KO and the reason for rejection can be reviewed in the Supplier or in the executed job. The supplier’s invoice issuing entitlement will be revoked immediately.

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Register a Supplier

1. A signed direct representation agreement. If the supplier is a self-employed individual (autónomo), stamping is unnecessary.
2. A copy of signatory’s fiscal ID (DNI/NIE or passport in the case of non-residents) if the agreement is not signed with a valid digital certificate such as one from the FNMT.

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Onboard suppliers through the supplier registration wizard

1

Welcome screen

Your customers will be met with the first page detailing the necessary documentation required for the process.

2

Information verification

The user can edit personal or company information. If the user is a self-employed individual, only the company information block will appear. Such individuals should enter their real name in the “Nombre” field, as this is matched by the AEAT against their tax id.

3

Download agreement

On the following page, the issuer can download and sign their agreement. The details from the previous page will auto-populate into the contract.The issuer (you, or your customer) will require the following:

1. Self-employed individuals (autónomos)
   • Signed agreement (handwritten signature or e-signature with the FNMT’s Certificado Electrónico de Ciudadano)
   • National ID (DNI/NIE) if handwritten signature.
2. Companies
   • Signed agreement (handwritten signature or e-signature with the FNMT’s Certificado Electrónico de Representante)
   • If handwritten signature, legal representative’s ID (DNI/NIE/passport) and company stamp.

Please be advised that any certificate that is not issued by the FNMT is not valid. Self-signed and certificates issued by other authorities are not considered valid.

4

Upload signed agreement

Issuers select the type of signature they used and upload their document. If digital signature is selected, the following step will be skipped as a signature through a FNMT digital certificate counts as a proof of identification.

5

Upload ID

The legal representative or autónomo upload a scan or clear photo of their ID in a valid image format (JPG or PNG). The ID should ideally be a DNI/NIE, as passports are only used when the person is not entitled to have one.Both the front and reverse of the ID should be submitted here. If the ID is a passport (only valid for non-Spanish residents who are representatives of a company), they can upload the main page of their passport both times.

6

Review details

This page provides a summary of information so the user can verify they have submitted the correct data. Any corrections can be easily made through the edit function.

7

Confirmation screen

A green checkmark will indicate success, and the supplier will await approval from our team, which will be made in less than 72 hours.

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Onboard suppliers through the API

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Unregister a supplier

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FAQ

What are the most common reasons for failing supplier approval?

We reject agreements when:

• The uploaded document is not signed (they upload the unsigned template).
• Users upload a handwritten signature without and ID.
• The electronic signature is made with an FNMT certificate.
• The agreement is missing a date or location.
• The name is entered as an email address.

The job will state the reason for rejection.

What happens if a supplier does not complete their registration within the allotted wait time?

A KO will be triggered and the supplier will be labelled with the Error state. We currently recommend sending a reminder to the supplier through a webhook.The registration link will not expire and the entity will still be able to upload their registration documents which will be validated. Should you choose to run this workflow again using this supplier, the supplier will be accepted or rejected immediately because the required documentation has already been provided and validated.

What happens if a supplier validation is rejected?

If the uploaded agreement documents were rejected, a KO will be triggered and the supplier will be labelled with the Error state. We currently recommend sending a notification to the supplier through a webhook within the Error Handling section.Afterwards, if you wish to re-register the supplier with new documents, you must:

1. Unregister the supplier using the Unregister Supplier workflow.
2. Re-run the Register supplier workflow.

This will restart the entire registration process. When uploading documents, the previously submitted agreement will appear selected by default. Simply choose a new file and click Continue to override the old one. See the image below for reference:

Overriding the previously submitted agreement

What is the minimum information required to register a supplier?

In order to complete the representation agreement you will need to provide the following information:

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Company

1. Name
2. CIF
3. Address

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Legal representative

1. Full name
2. Government ID type and number
3. Address

If the entity is an self-employed individual (autónomo), only the information requested in in the Legal representative section is required.

What methods are available to sign the PDF supplier agreements?

The supplier can add their electronic signature to the PDF document (instructions), or sign with a handwritten signature (we recommend using Adobe’s online service.

What is the file size limit for the documents provided in the supplier registration flow

Individual documents are limited to a maximum size of 10MB. Uploads exceeding this size will result in an error.