Business Mode 🚀

Invoice, keep track of your expenses and get your taxes ready without leaving the chat. It comes with all three plans and it does not switch itself on: ask your Vaucai to turn on business mode and that is it. You run it from /negocio, your dashboard, with a button for each area.

The first time it will ask what you do and your tax details, because that is where your invoices come from. And before storing a client's details it will ask you to accept the data processing agreement. Those are someone else's details, and the law requires it.

If you have not started yet

Ask and it walks you through registering as self employed in Spain. It tells you which papers you need and in what order, what the tax registration is and what social security means. And what the first quarter will actually look like.

Going to set up a company instead? Then it explains what that takes, and how it differs from going solo. It is a guide so you arrive informed, not a filing we do for you.

Reports

Ask for the report for whatever period you want and it comes as a single document. You see what you have invoiced and how much you have really collected against what you issued. Also where the money is going and what is outstanding. Ready to keep or to forward to your accountant.

And to see how your business is doing on cash flow, ask it "how am I really doing?". That tells you what is due to you at 30, 60 and 90 days, with your numbers.

Invoices

Create an invoice by talking: tell it who you are invoicing and the line items. Or forward it a delivery note or an email and it processes them. By default it issues a valid ordinary invoice (Spanish RD 1619/2012) as a PDF, ready to send.

If you need it, it can issue through Veri*Factu, the Spanish Tax Agency's verifiable system, with its QR code and its register. You choose per invoice. The Veri*Factu page is in Spanish, because it is purely Spanish tax law.

Then check them by year, look at each PDF and mark them as paid or cancelled. And correct them if you need to.

Quotes

Send quotes with your brand: your logo, the validity date made obvious and a clear call to accept. Check them by year, look at the PDF and move their status as they progress: draft, sent, accepted or rejected.

Expired is not something you set. It follows from the validity date you gave it. And when the client accepts, say "turn it into an invoice": it carries over the client and the line items without you repeating them.

Expenses

Log an expense by describing it ("Movistar invoice, 50 € plus VAT"). Or more conveniently: send it the photo of the receipt or the supplier's email. Your Vaucai reads the amount, the VAT and the supplier, and files it with its receipt attached.

It classifies it by category and works out input VAT and income tax withholding where it applies. When deductibility is not clear, it flags it for your accountant to review instead of inventing an answer. Check the quarter's expenses and export them to Excel whenever you want.

Tax piggy bank

You get paid a thousand euros and a thousand euros are not yours. Ask it "how much should I set aside this quarter?" and it tells you. The tax piggy bank looks at what you have actually invoiced. From that it tells you how much to set aside for the tax office, with VAT and income tax kept apart. It is an estimate from your numbers, not the filing.

Taxes

It prepares your Spanish forms from your real data, according to your type of business:

• Quarterly and annual VAT (303 and 390).
• Self employed income tax instalments (130).
• Withholdings paid to third parties (111 and 115).
• Corporate income tax (200).
• Form 347, the annual return of transactions with third parties. This one it hands you as a file in the Tax Agency's official format, ready to file.

For form 349 (intra-EU transactions) it explains what it is and what you would have to declare. It does not generate that file yet.

It includes a rough calculator (self employed contributions, flat rate, estimated net) and reminds you of each form's deadline. These are supporting figures so you reach your accountant in order, never the official filing.

Your official ledger. It generates the Spanish VAT and income tax record book exactly as the Tax Agency asks for it: an Excel with your issued invoices and your expenses. Choose the tax, the form (303, 390 or 130) and the period with buttons. It only offers periods where you have data, and the 130 comes cumulative from January, which is how it is filed.

Import it into the Tax Agency's site and it pre-fills the boxes of form 303 (VAT) and 130 (income tax). We do not compute the filing: we give you your data in the format the Tax Agency expects.

If you invoice outside Spain

Choose the country when you set the business up and invoice under its rules. There are Germany, France, the United Kingdom and the United States. Each with its tax identifiers validated, its tax rates and its deductibility rules. What does not change is the principle: the data is yours and your adviser signs the filing.

For your accountant

Ask for the accountant pack and it prepares the whole thing. Inside:

• The data from your invoices and expenses in spreadsheets.
• The PDF of every invoice you issued.
• The receipt for every expense.
• Your official ledger in the required format.
• A draft email to send it all over.

It is the only area without its own button in /negocio: this one you ask for by talking.

Clients

Your client book, with name or company name, tax ID, email, phone and address. It fills itself in every time you issue an invoice. Add, edit or remove a client by talking whenever you need. It is the tax basis of your invoices, separate from your personal contacts.

Suppliers

Your supplier book, with their tax ID and contact details. It fills itself in when you log an expense in their name, and you complete or edit it whenever you want. Among other things, it feeds the annual return of transactions with third parties.

Inventory

Add your products or services to the catalogue with their price, and stock if you want to track it. It is done by talking ("add to the catalogue: physio session, 45 €"). Your Vaucai reuses it when making invoices and quotes, so you do not repeat line items or prices.

Unpaid invoices

Your Vaucai watches for late payment without being asked. It knows which invoices are overdue, how many days each one has run and who owes you most.

When it is time to chase, it writes the email for you: firm in what it says, careful in how it says it. Chasing should not cost you the client, and that is the balance we ask of it.

Grants and public funding

Tell it what you do and it watches for Spanish grants and public funding you might qualify for. It comes from the official database, not from a blog: if it is not on the record, it does not tell you about it. When one that fits you appears, it flags it with its deadline.

Your competitors

Tell it who you compete with and it holds up a mirror. It looks at your competitors' prices and what has changed since last time, and puts it next to yours. It is not there to copy them: it is so you know where you stand when you set your rates.