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How Invoicing tools work in Portugal: All you need to know

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Introduction to Invoicing in Portugal

If you’re a freelancer, small business owner, or growing startup in Portugal, invoicing isn't just about getting paid—it’s about staying compliant. With strict legal requirements and monthly reporting deadlines, it's easy to slip up. That’s why using certified tools like Rauva is key to staying on top of everything.

And the best part? Invoicing with Rauva is completely free.

In this guide, we’ll break down what makes an invoice “certified”, who’s required to issue them, the penalties for non-compliance, and how Rauva simplifies it all.

What is a Certified Invoice in Portugal?

In Portugal, it is mandatory to issue all invoices and tax documents via a certified invoicing software, making it a legal and tax process that must follow specific requirements set by the Autoridade Tributária (AT)Financas — the Portuguese Tax Authority.

To be legally valid, certified invoices must include:

• ATCUD Code: A unique identifier assigned to each invoice to guarantee traceability
• Digital Signature: An encrypted seal ensuring the invoice's authenticity and compliance

Without these, your invoices will be considered invalid and non-compliant, which may lead to:

• Fines and/or audits from the tax authority
• Issues claiming expenses or VAT deductions
• Risk of fraud or incorrect tax reporting

In short, certified invoicing is mandatory in Portugal. And that’s why we build a certified Invoicing tool, to help you running your business.

Who must issue certified Invoices?

Electronic invoicing is mandatory for all businesses, including micro, small, and medium-sized companies, as well as freelancers and sole traders when issuing invoices to clients.

Types of Invoices and Tax Documents

The Portuguese Tax Authority (Autoridade Tributária (AT)/Finanças)  requires businesses to submit all tax-relevant documents they issue. These documents are used for tracking transactions, validating tax obligations, and ensuring compliance.

Depending on your activity, you may be required to issue and report:

• Invoices – Standard documents used for most business transactions
• Receipts – Confirmation of payment received
• Invoice-receipts – Common for freelancers, combining invoice and receipt in one document
• Credit notes – Used to correct or cancel issued invoices (can be full or partial)

Common penalties for non-compliance

Failing to comply with electronic invoicing regulations can lead to significant fines, even for honest mistakes. Here are some common penalties:

• Missed deadline for issuing invoices or receipts: €300 – €3,750
• Using non-compliant billing software or equipment: €3,000 – €18,750
• Inaccurate or incomplete data in tax-relevant documents: €750 – €22,500

Avoiding these penalties doesn’t have to be expensive. Rauva’s invoicing tool is free and built to help you stay compliant automatically.

Introduction to SAF-T Files

Another key requirement is the SAF-T file (Standard Audit File for Tax), which contains detailed records of your accounting and invoicing.

• It’s generated in .xml format by certified software
• Submitted to the tax authority for auditing and cross-checking
• Must be retained for up to 10 years

Rauva automatically creates and stores your SAF-T files for the necessary amount of time you need to be fully compliant.

Step-by-step guide: How to issue a certified Invoice in Portugal

If you're invoicing from Portugal, here’s what you need to do:

• Use certified software – Approved by the AT (like Rauva)
• Ensure VAT accuracy 
• Include all required elements – Invoice number, ATCUD code, digital signature, NIF (tax ID), and more
• Send electronically – Physical invoices are still allowed, but digital is the norm
• Archive invoices – Keep a digital copy for legal retention, this is automatically done with Rauva platform. 

You can also issue certified invoices through Portal das Finanças, which is free, but not nearly as user-friendly or automated as Rauva.

Monthly reporting to the Tax Authorities 

All invoices must be reported to the tax authority by the 5th of each month. This is not optional.

With Rauva:

• Reporting can be automated
• Go to Invoices > Settings > Communication with Tax Authority to enable it

Using other tools? Check with your accountant to avoid last-minute scrambles or penalties.

In Portugal, setting up a company is straightforward—but many entrepreneurs underestimate the tax responsibilities that come with it. According to the Tax Authority, nearly 30% of businesses miss tax deadlines simply due to poor planning or oversight.

To help you stay on top of everything, we’ve created a Fiscal Calendar for 2025 with key dates and obligations throughout the year.

Rauva: Your free Invoicing tool in Portugal

Rauva is a modern financial platform designed for freelancers, small businesses, and startups in Portugal. From certified invoicing to business banking, Rauva helps you stay compliant, get paid, and run your business with less hassle and more control.

Certified invoicing sounds complex, but Rauva makes it easy:

• Issue certified invoices in seconds
• Stay compliant without second-guessing
• Monthly reporting, and SAF-T generation
• Track payments and follow up on unpaid invoices
• Export data easily for reporting or bookkeeping

Benefits of using Rauva for Invoicing

Here’s what sets Rauva apart:

• Ease of use: No training needed
• Have another invoicing tool? We take care of the migration for you, for free.
• Compliance: Stay on the right side of tax law
• Automation: Reduce human error
• Multi-channel Payments: MB WAY, Multibanco, Visa and Mastercard. 
• Reporting: Built-in export and integration features

Frequently Asked Questions (FAQ)

1. What is included in the free offer?
You’ll get full access to Rauva’s invoicing, a business account, and expert support — all free. No hidden fees, no catches. 

2. Is the invoicing tool certified?
Yes. All invoices are fully certified and compliant with the Portuguese Tax Authority (AT).

3. I’m already using another invoicing tool. Can I switch easily?
Absolutely. We handle the full migration for you, at no extra cost.

4. Can I accept payments through MB WAY or Multibanco?
Yes. With Pay-by-Link, you can accept payments via MB WAY, Multibanco, Visa, Mastercard, and American Express.

5. Is there a minimum commitment?
No. You can cancel your plan at any time. 

Why Rauva gives you the smartest way to Invoice in Portugal

Invoicing doesn’t have to be overwhelming. With legal compliance baked in, automated tools, and a price tag of €0, Rauva makes invoicing simple, smart, and stress-free.

Start issuing certified invoices today, without paying a cent.

You don’t have a business yet? No problem, Rauva’s trusted legal partners can help you set one up, ensuring you're fully compliant and ready to start invoicing in no time.

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