How to File Taxes in Spain? A Complete Guide for International Companies

Tabla de contenidos
Compartir artículo:
How to file taxes in Spain

Wondering how to file taxes in Spain? In this article, we provide all the information you need to meet your tax obligations in Spain. As an international company, we understand that this process can seem complicated and challenging. Here, we’ll explain step-by-step how to file taxes in Spain, which forms you need, and how to do it efficiently.

Understanding your needs

As an international company, you likely have numerous questions about how to manage your taxes in Spain. The tax regulations can be complex, and mistakes can result in significant penalties. Our guide aims to help you navigate this process with ease and accuracy.

Types of taxes you need to file

  • Censal Declaration (Modelo 036 and 037)
    Before starting your economic activity, you must file a censal declaration. This document notifies the tax authorities that you are starting your business, specifying your personal details, tax domicile, and classification of your activity according to the Economic Activities Tax (IAE). Depending on the nature of your activity, the IAE collection can be local, provincial, or national. However, only companies with a turnover exceeding €1,000,000 need to pay this tax annually, using Modelo 840.

Quarterly taxes for companies

  • VAT Declaration (Modelo 303)
    Companies must declare the VAT they have paid and charged each quarter. Large companies do this on a monthly basis.
  • Declaration of Withholdings and Payments on Account of Personal Income Tax (IRPF) (Modelo 111)
    This form is used by companies that have withheld IRPF on salaries, invoices from professionals, prizes, etc.
  • Declaration of Withholdings on Rental Income (Modelo 115)
    Must be filed by companies that have applied withholdings on rental payments.
  • Declaration of Withholdings on Investment Income (Modelo 123)
    This form is filed when companies distribute dividends or pay interest on loans from shareholders.

Annual taxes for companies

  • Annual Summary Declarations (Modelos 180, 190, and 390)
    These forms are submitted in January and summarize the withholdings and payments on account of IRPF and VAT from the previous year.
  • Corporate Tax (Modelo 200)
    This form declares the results of entities with legal personality, liquidating the corresponding amount based on the fiscal year’s profits.
  • Annual Declaration of Transactions with Third Parties (Modelo 347)
    Mandatory for transactions with a client or supplier exceeding €3,005.06 in the fiscal year.

Other periodic taxes for companies

  • Fractional Payments on Account of Corporate Tax (Modelo 202)
    This form is submitted in April, October, and December, making payments on account of the current year’s corporate tax.

How to file taxes in Spain

Since 2014, it has been mandatory for all companies to file their taxes online. This process simplifies management and avoids trips to the tax office or the bank.

Steps on how to file taxes online

Step 1: Review Your Accounting
First, calculate the taxes you need to file using your accounting and billing software. Ensure all data is updated and accurate to avoid errors in the filing process.

Step 2: Identification
To complete the procedures, you need to access the tax office’s electronic headquarters with a digital certificate that identifies you. This certificate can be for an individual or a legal entity. If you do not have one, you can request it from the official website of the Royal Mint of Spain or through an authorized advisor. You can also use a PIN code, although this has a limited validity of 24 hours and must be renewed each time you need it.

Step 3: Filing the Forms
From the “Taxes and Fees” tab on the electronic headquarters of the tax office, select the tax form you want to file. You can manually fill in the fields or import the data from your accounting software to automatically complete them. If the result of the declaration is positive and you need to pay, you have two main options:

  • Direct Debit: In this case, filing and payment are completed in the same transaction. The tax office charges your bank account, usually on the last day of the official filing period. Note that if you choose this option, the filing period is shortened by five days, so you must file before the 15th of the corresponding month.
  • Complete Reference Number (NRC): If you prefer to use an NRC, you first need to make the payment at your bank, providing the tax form and the amount to be paid. The bank will provide you with an NRC, which you must enter when filing the form on the electronic headquarters. This option allows you to complete the process until the last day of the filing period.

Step 4: Payment
When filing the tax, you can choose from different payment methods:

  • Direct Debit: The tax office charges your account on the last day of the voluntary tax period. This option requires you to file the form before the 15th of the filing month.
  • Bank Payment: If you do not opt for direct debit, you can pay directly at your bank. You do not need to bring the tax form, but you must provide specific details of the form and the amount to be paid. Once the payment is made, you will receive an NRC, which is needed to complete the filing.
  • Telematic Payment: You can also complete the filing and payment in a single transaction through the tax office’s electronic headquarters. By selecting “Payment of Taxes” and charging your bank account or credit card, the NRC is automatically generated. For this option, you need an electronic certificate or Cl@vePIN.

This procedure ensures that your tax obligations are met efficiently and without the need for physical visits, simplifying the management of your company in Spain.

Simplify tax filing in Spain with our help

You now know how to file taxes in Spain, and with the right guidance, the process becomes significantly easier. We’ve outlined the essential steps and forms needed to meet your tax obligations.

If you need additional help, our Tax in Spain service is here to assist you. Our tax experts ensure compliance, allowing you to focus on growing your business. Contact us today for more information!

Esta entrada también está disponible en: Español (Spanish)

Leave a Reply

Your email address will not be published. Required fields are marked *