Asesia user guide

Who it is for

• Accounting and advisory firms in Spain and Bulgaria: they receive their clients’ paperwork already read and sorted, review it and export it to their accounting software (A3, Sage, ContaSol, Delta and so on).
• Companies and freelancers: they invoice, record expenses with a photo, see their taxes and send everything to their firm. They can also use it without a firm.
• Employees of those companies: they download their payslips and employment documents.

What it is not

Asesia does not replace your accounting software or your adviser: it prepares the work and exports it. Accounting and tax decisions, and the final filing, remain with the firm or with the taxpayer.

Country and language

The platform adapts by itself to each company’s country (Spain or Bulgaria): tax returns, taxes, VAT/ДДС rates and tax identifiers (NIF/ЕИК). The on-screen language is chosen with the language selector (Spanish, English, Bulgarian) and does not change the country.

Registering an accounting firm

1. 1Go to the website and press «Create account» → «I'm an accounting or advisory firm».
2. 2Enter the firm’s name, your name, your email and a password, and accept the terms.
3. 3Open the verification email and click the link.
4. 4Sign in to the panel from «Firm sign-in» with your email and password.
5. 5The guided tour shows you the panel the first time. After that, start with Clients.

The first user is the firm’s administrator: they can invite the rest of the team and take out the plan.

Registering a company or freelancer

1. 1Press «Create account» → «I'm a company or freelancer».
2. 2Fill in the company name, your details, the country and a password.
3. 3Verify the email and go into the portal.
4. 4Complete your tax details in Settings before issuing your first invoice.

If your firm has already registered you

You will receive an invitation email. Click the link (valid for 24 hours), go into the portal and press «Activate accounting». You pay nothing: the plan is included in your firm’s plan.

Signing in

• Firms: «Firm sign-in» (/asesorias/login) with email and password.
• Companies: «Log in» on the website (/portal/login) with a password or with a sign-in link sent by email (valid for 30 minutes, single use).
• Employees: /empleado/login, always with a link by email.

I have forgotten my password

On the sign-in screen press «Forgot your password?», enter your email and follow the link you receive. When you save the new password, every open session is closed.

Changing the password and closing sessions

• Firms: «My account» → «Account security». Changing the password requires the current one; when you change it, your sessions on other devices are closed and you stay signed in on this one.
• Companies: «My profile» → «Password». This also closes the sessions open on other devices. If the firm has signed in as you, it cannot change the password.
• «Sign out on all devices» (in «My account» and in «My profile»): closes every session, including the current one, and you have to sign in again. Use it if you lose a device or suspect someone else has access.

Two-step verification (firms)

1. 1Go to «My account» in the menu.
2. 2Press «Enable two-step verification» and scan the QR code with an authentication app (Google Authenticator, Microsoft Authenticator, 1Password and so on).
3. 3Enter the 6-digit code to confirm.

Strongly recommended: the panel gives access to the tax data of all your clients.

Start-up checklist

1. 1Settings: upload the firm’s logo and check the details.
2. 2My account: enable two-step verification.
3. 3Users: invite your team and give each person their permissions and their client list.
4. 4Clients: register your clients or import them from a CSV.
5. 5Clients: select the clients and press «Invite selected» so that they receive access to the portal.
6. 6Accounting: as clients send documents, they appear in the inbox for review.
7. 7Settings → Firm plan: take out the plan before the 14-day trial ends.

Registering a client

1. 1Press «New client».
2. 2Enter the name, the NIF/CIF (or ЕИК in Bulgaria), the email, the telephone and the country.
3. 3State the VAT regime and, if they trade with the EU, their intra-Community VAT number: it is checked against VIES.
4. 4Save. The client appears in your client list, still without portal access.

The email identifies the client across the whole platform: it cannot be repeated at another firm. If the client already works with another firm on Asesia, a transfer is used instead (chapter 12).

Importing from CSV

1. 1Press «Import CSV».
2. 2Prepare a file with the header nombre;cif;email;telefono;pais (separated by semicolons or by commas).
3. 3Upload it. You will see how many were created and which rows had errors.

If you repeat the import, clients with the same name are not duplicated.

Inviting to the portal

Tick the clients and press «Invite selected». Each one receives an email with a link valid for 24 hours. On arrival the client presses «Activate accounting» and starts using the portal at no cost: it is included in your plan.

The client record

• Summary with counters for invoices, expenses and documents.
• Tax record: VAT regime, filing frequency, VIES and, in Spain, CNAE (its section and the name of the division are shown), IAE and pro rata. The calendar deadlines come from here.
• Spain: IRPF withholding. State the activity for withholding purposes (professional, landlord, flat-rate scheme, agricultural or livestock, or no withholding) and the start date. The record shows the rate that applies today (15 %, or 7 % in the start year and the two following ones; 19 %, 1 % or 2 %) and the client portal proposes it on their invoices without imposing it.
• Bulgaria: in the tax record, state the first month in which the client is required to file the monthly SAF-T (according to their stage at the НАП). Empty = not required; with a date, the calendar adds the SAF-T each month, due at the end of the following month.
• Spain: anti-money-laundering file (identification, beneficial owners, risk) and review of the quarter’s transactions.
• Upload of a batch of scanned documents for the AI to read.
• Local agent token, to send files from a folder on the client’s computer.

My day

The day’s worklist: each client appears as urgent, needs attention or up to date, with the reason (unreviewed documents, deadlines approaching, submissions outstanding) and buttons to review, pre-post or open the file. Each user sees only their own client list. Below, «Powers of attorney expiring» lists the powers of attorney in the company register file that have already expired or expire within the next 60 days, with a link to each client’s file (for users with the documents permission and for clients who share their documents).

The inbox

In Accounting you see your clients’ submissions (outstanding, in progress and imported this month) and the clients with accounting switched on. Open a submission to mark it as received or imported and to download its files.

Reviewing documents read by the AI

1. 1Open a client → «Review documents».
2. 2On the left you see the document; on the right, the data the AI has read and the proposed entry.
3. 3Correct whatever needs correcting (supplier, date, net amount, VAT, account).
4. 4Press «Post» to turn it into an expense, or «Reject» if it is no use.

Corrections are learned: the next document from that supplier already arrives with your criteria applied.

Pre-posting

Lists the expense entries not yet exported. If you change an account and press «Save and learn», it will be applied to the next expenses from the same supplier.

Exporting to your accounting software

From the panel: open the client’s submission, choose the software under «Accounting software» and press «Download file». From the client portal: «Connections», which also lets you choose the date range. Available from the Pro plan. Only the software of the client’s tax country is offered.

• a3ASESOR / a3CON — SUENLACE.DAT: a3’s fixed-width accounting link file, with the submission’s purchases and sales in a single file. It needs the a3 company code in the client record.
• A3 Eco — CSV of entries, one file per journal (sales and purchases).
• Wolters Kluwer — the same CSV as A3 Eco: it is a3’s format, not a Wolters format of its own.
• ContaSol — CSV of entries in windows-1252 with the PGC accounts (430, 400, 477, 472).
• Sage 50 — .asc file of entries.
• Sage 200 — the same structure as Sage 50: today there is no separate generator.
• Delta (Bulgaria) — CSV of entries for the Bulgarian accounting software.
• Generic CSV and generic XML — for any other software: one entry per line with date, account, description, debit and credit.
• xDiario.TXT — fixed-width expense journal, an Asesia format of its own (Spain only and expenses only).
• Sage Despachos Connected — announced, NOT available yet: Sage does not publish the record layout of its accounting link (Babel), so we generate no file until we have a real sample from the firm.
• Grupo Castilla Delta Fiscal — announced, NOT available yet for the same reason: Grupo Castilla does not publish the import format of its accounting module. Note it is a Spanish product, different from the Bulgarian Delta in this list.
• Bulgaria, from Taxes in the client portal: the ZIP of the справка-декларация for the НАП (DEKLAR.TXT, PRODAGBI.TXT and POKUPKI.TXT, plus VIES.TXT if there are such transactions), the monthly SAF-T in XML and the дневници in CSV for the accounting software.

Limits worth knowing: Sage 200 uses the same structure as Sage 50; Wolters uses a3’s format; and xDiario.TXT has no verified documentation from the manufacturer. In fact, apart from a3’s SUENLACE.DAT, none of our files has been checked against a manufacturer record layout: they are inferred formats. Always run a test import before using them in earnest.

How it is imported into the destination software

1. 1Download the file from the client’s submission or, by date range, from «Connections» in their portal.
2. 2If the period carries both sales and purchases, you download a ZIP with two folders (sales and purchases): unzip it and handle each journal separately. SUENLACE.DAT is the exception: it carries both in a single file.
3. 3In a3: accounting link → import SUENLACE.DAT into the client’s company.
4. 4In Sage 50, ContaSol or Delta: the software’s own entry import utility, stating the journal and the financial year.
5. 5Check the first entry before accepting the import as good; then go back to the submission and press «Mark as imported».

When you mark the submission as imported, its documents are recorded as exported. Issued invoices are only marked if the format you downloaded carried them: xDiario.TXT carries expenses only.

File and documents

• File: everything belonging to the client by category, year and quarter, with its status (pending, verified, exported, archived).
• Documents: upload filed tax returns, contracts or certificates to their archive (PDF or image, up to 20 MB). The client receives a notice and sees them in their portal.
• Employment documents: payslips, contracts, sick leave and certificates for each employee; the employee downloads them from their own access.
• Company register file (inside the client’s file): incorporation deeds and other deeds (articles, capital, officers), powers of attorney, minutes of the general meeting and of the governing body, and the register of shareholders, each with its date. Powers of attorney can carry an expiry date and are marked as current, «Expiring soon» (60 days before) or expired; those warnings also appear in «My day». Uploading or deleting requires a user with the editing permission and a client who shares their documents.

Signing in as the client

With «Open portal» you see the portal exactly as the client sees it, for 1 hour and with an entry in the audit log. You only see the sections the client shares with your firm, and you cannot change their bank details, their users or their subscription.

Tax calendar

• Deadlines for the next 120 days across the whole client list, calculated from each client’s country and tax record.
• Spain (AEAT): 303 (quarterly or monthly), 130 or 131, 111, 115, 349 (quarterly or monthly), and the annual 347, 390, 190, 180, 200 and 202, as well as the approval and filing of company accounts.
• Bulgaria (НАП): справка-декларация по ЗДДС, VIES-декларация, декларации образец 1 и 6 and the monthly SAF-T from the month the record says the obligation begins.
• If the last day falls on a public holiday or at the weekend, the deadline moves to the next working day (in Bulgaria, присъствен ден) and the original legal date is shown.

The same deadlines appear in «My day» and, for each company, in «Your upcoming tax obligations» in their portal.

VAT matrix (Spain)

Form 303 for all your Spanish clients by quarter in a single table: at a glance, who has to pay, who carries forward and who is due a refund.

Messages

1. 1Press «New message», choose the client, write the subject and the text and send.
2. 2The client receives a notice and replies from «My advisory firm» in their portal.
3. 3Replies arrive in the Messages inbox with an unread counter.

Users and permissions

1. 1Users → «New user»: name, email and temporary password.
2. 2Tick their permissions: captures, invoices, expenses, clients, taxes, documents, messages, settings and users.
3. 3Decide their client list: every client or only those you assign.
4. 4You can deactivate a user at any time; they lose access immediately.

Nobody can give themselves or anyone else more permissions than they have.

Firm settings

• Firm logo and details.
• Firm plan: take out or change the subscription (card payment through Stripe).
• White label (Business or above): your logo, your colour and your domain in your clients’ portal.
• WhatsApp (Business or above): your clients send photos of receipts to your number and they arrive as captures.
• Transfer code: the code you give a client so that they can move to your firm.

Offices, audit log and GDPR

• Offices: the firm’s branches. The client can choose the one that serves them.
• Audit log: a record of the team’s access and actions, with filters.
• Delete a client’s data: your clients’ data deletion requests, to approve or reject.

Firm plans

• Starter: 5 clients and 2 users.
• Pro: 25 clients and 5 users; automatic reminders and exporters.
• Business: 75 clients and 15 users; permissions by client list, white label and WhatsApp.
• Enterprise: unlimited clients and dedicated support.

Current prices are on the website. The 14-day trial includes every feature.

Start-up checklist

1. 1Settings: registered name, NIF, address, IBAN and logo. They appear on your invoices, and without a name, NIF and address nothing can be issued.
2. 2Settings → Numbering series: check the prefixes for invoices, corrective invoices, quotes, pro forma invoices and delivery notes. The corrective series has to differ from the invoice series. In Bulgaria, invoices and известия carry a single 10-digit numbering that is not configurable.
3. 3Bulgaria: if you supply goods or provide services to companies in other EU countries, fill in the VIES-декларация declarant details in Settings.
4. 4Settings → Document template: choose the design (Classic, Modern or Minimal).
5. 5Clients: register your clients or import them.
6. 6Invoices: issue the first one.
7. 7Expenses: take a photo of a receipt and check what the AI has read.
8. 8If you work with an accounting firm: Settings → Firm access, to decide what it sees.

Summary

The home screen shows the VAT you have to pay (form 303 in Spain, ДДС in Bulgaria) and by when, your counters, the latest invoices and expenses and any warnings (trial ending, payment outstanding and so on). Under «Your upcoming tax obligations» you see the returns falling due in the next 60 days, according to your tax record and already moved to a working day. It also has an assistant you can ask about your figures.

Creating and issuing an invoice

1. 1Invoices → «New invoice».
2. 2Choose the client (or create them), the date and the due date. If the transaction took place on a date other than the issue date, state the transaction date (in Bulgaria, the date of the chargeable event).
3. 3Add the lines: description, quantity, price and VAT rate. In Spain you can apply IRPF withholding and the equivalence surcharge (which only exists in Spain); if the transaction is exempt, state the reason and it will appear on the invoice.
4. 4Spain: if your tax record has the activity for withholding purposes set (and its start date), the invoice proposes the IRPF withholding that applies on the issue date, for example 15 % or the 7 % for a newly established professional. It is only a proposal: change it or remove it if the client is a private individual, from whom nothing is withheld.
5. 5Save as a draft to carry on later, or issue it.
6. 6On issue the mandatory data are checked: the name, NIF and address of your company, and those of the recipient. In Spain the client’s NIF is mandatory on intra-Community supplies, under the reverse charge and with the equivalence surcharge; if you enter a NIF, their address is required too. Without a NIF the invoice is simplified and cannot exceed 400 € including VAT, or 3,000 € if in Settings → Simplified invoices you state that your activity falls within the cases in art. 4.2 RD 1619/2012 (retail trade, hospitality, passenger transport and so on); above that, the client’s name and address are required. A service to a company in another EU country without their VAT number cannot be issued without VAT: add the number to the client (it is checked against VIES) or invoice with VAT. In Bulgaria the recipient’s name and address are always mandatory, and a услуга по чл. 21, ал. 2 ЗДДС to a client in another EU country without a ДДС номер cannot be issued either. If something is missing, the invoice stays as a draft and you are told what to complete.

The number is assigned on issue, in order and without gaps, and the date cannot be earlier than that of the last invoice issued in the series. A draft has no number and can be deleted. An old draft that already had a number is not deleted (it would leave a gap in the series): you are offered the option to annul it. An issued invoice is not deleted: in Spain it is annulled or corrected; in Bulgaria it is corrected with an известие or annulled under art. 116 ЗДДС.

Sending, collecting and correcting

• «Send by email»: sends the PDF to the client’s email address or to whichever one you type.
• Download the PDF in Spanish, Bulgarian or English. It carries the net amount and the tax broken down by VAT rate and, where applicable, the equivalence surcharge separately.
• Mark it as collected when you receive payment: state the payment method (transfer, cash, card or other) and the collection date. In Spain the payment method feeds form 347 (cash received from a single client above 6,000 € in the year is declared separately) and the collection date feeds the cash basis scheme.
• Bulgaria: from the detail of an issued invoice, «Credit note» (reduces the net amount or reverses the supply) or «Debit note» (increases the net amount). You state the reason, the date on which the circumstance arose and the lines as positive amounts: the type of известие sets the sign. It is issued within 5 days of that date, and a credit note cannot leave the invoiced amount negative. If the invoice is in another currency, the известие keeps its currency and its exchange rate.
• Bulgaria, annulment (art. 116 ЗДДС): an invoice or известие issued in error is not corrected but annulled, with the «Annul (art. 116 ЗДДС)» button in the detail. You write the reason and, if you wish, a draft is created with the same data so that you can issue the correct document. The annulled number is not reused and you download the annulment protocol as a PDF for both parties. In the sales дневник and in the SAF-T, if it is annulled in the same month it was issued it appears with zero amounts; if it is annulled later, the month of annulment records it with the opposite sign. An invoice with известия issued against it is annulled after those have been annulled.
• Spain: «Correct» creates the corrective invoice with its own series: you choose the legal ground (R1 to R4) and whether it is by difference or by substitution.
• Spain: with Veri*Factu active, every invoice issued or annulled is sent to the AEAT by itself; in the detail you see whether it is registered, the CSV or the reason for rejection, and you can use «Correct and resubmit». FacturaE (FacRae) is exported from the same detail.

Recurring invoices

For charges that repeat (rents, maintenance, retainers): create the template, choose the frequency and, if you wish, automatic sending by email. They are generated by themselves each period, and you can also generate the next one by hand at any time.

Quotes and delivery notes

Create quotes or pro forma invoices and delivery notes with a PDF, change their status and convert them into an invoice with one click. Included in the Small business, Company and Connected plans.

Clients and products

• Clients: registration, editing and import from CSV. With an EU client’s VAT number, it is checked against VIES and the reverse charge is suggested.
• Products: catalogue with price, stock, serial numbers and movements.

Recording an expense with a photo

1. 1Expenses → scan: take the photo of the receipt or upload the PDF of the invoice.
2. 2The AI fills in supplier, date, net amount, VAT and total.
3. 3Check it and complete the supplier’s invoice number (in Bulgaria it is mandatory for the дневник покупки) and the payment method.
4. 4Spain: choose the VAT treatment (domestic transaction, intra-Community acquisition, reverse charge or import) and tick «Capital good» if it is one.
5. 5Attach the supporting document and save.

If you correct a field, the next document from that supplier already comes out right. In Spain, recording a cash payment of 1,000 € or more triggers a warning there and then: it is the legal limit and the penalty reaches both parties.

Captures

Documents arriving from the scanner, by email (an inbound address the owner switches on) or by WhatsApp from your firm wait here. Open each one, check the data (you can mark on the document where a field is so that it learns) and approve it as an expense.

Banks, treasury and SEPA batches

• Banks: connect your bank (GoCardless), sync transactions and reconcile them with invoices and expenses.
• Treasury: outstanding receipts, an 8-week forecast and a 12-week cash flow.
• SEPA batches: collection batches (direct debits, pain.008) or payment batches (transfers, pain.001). Download the XML for your bank and mark it as executed when the bank processes it.
• Batches → Mandates: register the signed mandate of each client you collect from by direct debit: unique reference, SEPA creditor identifier (your bank gives it to you), IBAN, BIC if you have it, signature date, CORE or B2B scheme and whether it is recurring or one-off. On each line of the collection batch you choose the mandate, and the debtor, their IBAN and the sequence come from it.
• A recurring mandate goes out as a first debit (FRST) and moves to recurring (RCUR) by itself after the batch is first downloaded. Without a BIC, the file states NOTPROVIDED. A mandate already in use is not deleted: it is revoked.
• The first download of the XML issues the batch, so it requires write access: with the subscription unpaid, the trial over or without a plan that includes batches (or with read-only access) no new batch is issued; those already issued can be downloaded again.

Taxes

• Spain, form 303: summary by rate (with the equivalence surcharge), PDF, draft XML and a .303 file following the official 2026 record layout. Before downloading the .303 you state the payment method (payment, direct debit, carry-forward, refund or no activity), the amounts to carry forward from earlier periods [110], whether you are on the cash basis scheme and, in Q4, whether you are exempt from form 390 (page 4 of additional information is then filled in).
• Spain, form 303 on the cash basis scheme: on the 303 card you answer whether you are on the cash basis scheme, whether you are the recipient of cash-basis transactions (with those suppliers’ NIFs) and what to do with expenses with no payment recorded. Sales are declared when collected (with each invoice’s collection date) and purchases when paid. The screen, the PDF and the .303 file use the same answers and give the same figures; without answering, the screen and the PDF calculate under the general rule and the file is not generated.
• Spain, pro rata: if the tax record has a pro rata percentage, input VAT is deducted using it. In Q4 the final percentage is calculated (from the turnover or from the amounts you state) along with the adjustment in box [44], which appear on screen, in the PDF and in the file. If you are also exempt from form 390, the file fills in page 5 on pro rata and asks for the CNAE-2025 code of the activity.
• Previous year’s balance: save box [87] of last year’s final 303 once. It becomes box [110] in Q1 and carries forward to the following quarters.
• Spain, also: 130 (IRPF instalment payment), 111 and 115 (withholding on professionals and employees and on rents), 347 (transactions with third parties above 3,005.06 €, with cash receipts above 6,000 € per client according to each invoice’s payment method) and 349 (intra-Community transactions; monthly if supplies exceed 50,000 €), each with its PDF.
• Bulgaria, every month: a ZIP with DEKLAR.TXT, PRODAGBI.TXT and POKUPKI.TXT (windows-1251) to upload, signed with a КЕП, through the НАП electronic service; they can also be downloaded one by one. If there are intra-Community supplies, triangular transactions or services under чл. 21, ал. 2 ЗДДС, the ZIP includes VIES.TXT and the declarant details from Settings are required.
• Bulgaria, monthly SAF-T: an XML file (ЕИК_MM_AAAA.xml) with the documents and the master data, due at the end of the following month. If mandatory data are missing (a valid ЕИК, for instance), it is not generated and you are told what is missing. The general ledger and the filing with a КЕП are handled by your accountant in their own software.
• Bulgaria: purchase and sales дневници in CSV for the accounting software (they are not filed with the НАП).

The calculations come from your invoices and expenses. If a document has incomplete data, the НАП files are not generated until it is corrected. Review them with your firm before filing.

More tools

• AI assistant: ask for invoices, expenses or clients by typing; it always shows you the result before saving.
• Automations: rules along the lines of when this happens, do that, with templates.
• «Connections»: export by date to ContaSol, Sage 50/200, A3 Eco, a3’s SUENLACE.DAT, Wolters Kluwer (Spain), Delta (Bulgaria) or generic CSV / XML. Only the software of your tax country is offered.
• Official notices: record notices from the tax authorities and keep track of their deadlines.
• Employees (Company plan): records, clock-ins and payslips as PDF.

What your firm sees

In Settings → Firm access you decide which sections it can see when it enters your portal: invoices and sales, expenses and purchases, banks and SEPA batches, human resources, taxes and documents. Every visit by the firm is logged and lasts no more than an hour.

Sending the period’s accounts

1. 1«Send to my accountant» → «New submission».
2. 2Choose the period (this month, last month, quarter or custom dates).
3. 3Add a note if you wish and press «Send to my firm».
4. 4Follow the status: sent, received and imported.

Each invoice and expense is sent only once. If you do not work with a firm on Asesia, you can switch on «Send expenses to your accountant» to send a CSV by email.

Messages with the firm

In «My advisory firm» you write queries and read the replies and the messages the firm sends you. The documents it uploads for you (tax returns, contracts, certificates) are in Documents.

Changing accounting firm

1. 1Ask your new firm for its transfer code.
2. 2Settings → Change firm → enter the code and confirm.
3. 3Your previous firm stops seeing your record and your accounts; it keeps only the submissions it already received.

Collaborators

In Settings → Collaborators you invite by email; the invitation is valid for 7 days.

• Owner: everything, including bank details, users and the subscription.
• Manager: can read and edit.
• Reader: read-only; does not use the assistant. They do not see the buttons to create, edit, delete, upload or send, but a notice that their access is read-only. They can still write to the firm.

Employee portal

Active employees with an email address sign in at /empleado/login with a link they receive by email (30 minutes, single use) and download their payslips and employment documents. They only see their own, and when they leave they lose access.

Company plans

• Connected (0 €): if your firm uses Asesia. Unlimited invoices and contacts, 2 users, 100 OCR reads a month, quotes, delivery notes, bank and SEPA batches.
• Freelancer: 50 contacts, 1 user, 30 OCR reads a month.
• Small business: 500 contacts, 3 users, 200 OCR reads; quotes, delivery notes, attachments, bank and SEPA batches.
• Company: unlimited contacts, 10 users, 600 OCR reads; employees and payslips, API and webhooks.

All of them have a 14-day trial. Prices, including VAT, are on the Plans screen. You can cancel whenever you like from «Manage your subscription».

If the trial ends or a payment fails

You can carry on consulting and downloading everything you have (invoices, expenses, documents): access to your own data is never blocked. What is paused is creating new documents until you choose a plan or update the card.

Your rights

• My profile → «Download my data»: you download a ZIP with all your information.
• My profile → «Request deletion»: the firm (or the platform) reviews the request; some data the law requires to be kept for a time.
• Every visit by the firm to your portal is logged.

File security

Documents are kept in private storage, are disinfected on upload (rebuilt without scripts, macros or metadata) and are only downloaded with a session and permission. Sensitive data (such as the IBAN) are stored encrypted.

Your day to day as a freelancer

1. 1Issue your invoices from Invoices. If you are a professional in Spain, add the IRPF withholding (normally 15 %, or 7 % in the early years).
2. 2Record every expense with a photo of the receipt or the PDF, together with its payment method.
3. 3Check the quarter’s VAT and the deadline in Summary.
4. 4At the end of the quarter open Taxes: form 303 (VAT) and form 130 (IRPF instalment payment) come out calculated from your data.

Asesia calculates and prepares; you file yourself through the AEAT website (or the НАП in Bulgaria), or your accountant does.

If your accountant does not use Asesia

• Companies in Bulgaria: in Taxes you download the дневници in CSV for the accounting software each month, along with the ZIP for the НАП and the SAF-T, and pass them to your accountant.
• Settings → «Accounting software integration» (companies in Spain): choose your accountant’s software and export the file each month for them to import. With A3Con / A3Asesor, SUENLACE.DAT is generated, a3’s accounting link file. With Sage 50, xDiario.TXT is generated, an Asesia format of its own whose import into Sage 50 or ContaPlus has not been verified: run a test import first.
• Settings → «Send expenses to your accountant»: a CSV with your expenses reaches them by email every month or every quarter, on the day you choose.
• Connectors: export invoices, expenses or everything by date to ContaSol, Sage 50/200, A3, Delta or a universal format.

Tax returns Asesia prepares

• Spain: 303 (VAT, with a .303 file following the 2026 record layout), 130 (IRPF for the self-employed), 111 and 115 (withholding), 347 (transactions with third parties) and 349 (intra-Community transactions), with hints on deductible expenses.
• Bulgaria: the ZIP of the справка-декларация for ДДС for the НАП (DEKLAR.TXT, PRODAGBI.TXT, POKUPKI.TXT and, where applicable, VIES.TXT), the monthly SAF-T in XML and the дневници in CSV.
• Calendar: in Summary, «Your upcoming tax obligations» reminds you what falls due and when, already moved to a working day.

As you grow

You can move from Freelancer to Small business or Company from Plans without losing anything, invite your team as collaborators and, if you engage a firm that uses Asesia, connect with its transfer code: from that moment the Connected plan costs you nothing.

Veri*Factu (Spain)

1. 1Settings: check that the company’s NIF is correct.
2. 2Upload your digital certificate in the certificate section.
3. 3Switch on Veri*Factu. From then on every invoice issued carries its tax QR code and is chained: it is no longer modified, only corrected or annulled. The records are sent to the AEAT by themselves, in order and respecting its waiting times; in Settings → Veri*Factu you see the sending queue and the environment (test or production).

Mandatory from 2027 (1 January for companies, 1 July for everyone else): from your date, no invoice is issued without Veri*Factu active and a valid certificate. Once switched on it cannot be switched off within the same calendar year. Only the VERI*FACTU mode is offered. If the certificate belongs to your firm, it needs a power of attorney or social collaborator status. The AEAT does not certify software: the manufacturer signs a declaration of responsibility, which you have in Settings → Veri*Factu and at asesia.app/legal/declaracion-responsable.

Receiving invoices by email

1. 1In Captures, the owner switches on the company’s unique email address (something like g1a2b3c4@facturas.asesia.app).
2. 2Forward any invoice (image or PDF) to it from your email or your collaborators’: each attachment arrives as a document to review, with its OCR already done, and you receive the notice.
3. 3If the address leaks or mail you were not expecting arrives, generate a new one from the same screen: the previous one stops working immediately.

Only mail sent from the owner’s email address or that of an active collaborator gets through; the rest is discarded without notifying the sender. Images and PDFs are accepted (up to 20 attachments and 30 MB per attachment), the file’s real type is checked and it is scanned for viruses. Mail from an unknown address, with SPF/DKIM failing or with attachments of another kind (ZIP, Word) creates nothing.

Bank and statements

• Banks: connect your account (owner only), sync and reconcile each transaction with its invoice or expense; if a charge has no expense, create it from the transaction itself.
• Norma 43 (Spain): in Connectors, upload your bank statement (.txt or .n43, up to 5 MB) and you will see the bank, the IBAN and the transactions read. If the file does not follow Cuaderno 43, you are told why. These transactions are not reconciled: to reconcile, connect the account in Banks.

Employees, clock-ins and payslips (Company plan)

1. 1Employees → «New employee»: details, gross salary, IRPF, social security and IBAN.
2. 2Clock-ins: record each day’s start and finish times.
3. 3Payslips (Spain): generate the month’s payslip as a PDF.
4. 4If the employee has an email address, they sign in to their portal and download their payslips and documents.

Automations

Create rules along the lines of when a high-value invoice is created, notify me, when an invoice is paid, notify me or approve small receipts automatically. Start from a template or describe it in your own words and the assistant prepares it; you can run it by hand to test it.

Official notices

Record each notice from the authorities with the date it was made available: Asesia calculates the deadline and warns you as it approaches. If nobody opens it in time, it is deemed rejected; mark it as «I have opened it» once you have.

API and webhooks (Company plan)

In Settings you register addresses (https) that receive signed notifications when a document arrives, is processed, is approved or is exported, when an invoice is created or collected, an expense is created or a bank transaction is reconciled. If your server does not respond, it is retried.

White label (Business or above)

1. 1Settings → white label: enter the name your clients will see and choose your colour.
2. 2Upload the firm’s logo at the top of Settings.
3. 3Optional: enter your domain (for example portal.yourfirm.co.uk) and save.
4. 4In your domain’s DNS create the TXT record shown on screen (name _asesia-verify.your-domain and value asesia-verify=… ; use the «Copy» button) and press «Verify domain». Propagation can take a few minutes.

While you are verifying it, nobody else can claim that domain for 7 days; if you do not verify it, it is released. It is not used until it is verified. With the domain verified and its DNS and SSL pointing at Asesia, your clients see your branding from the sign-in screen onwards.

WhatsApp (Business or above)

Connect your WhatsApp Business account (Meta’s Cloud API) with the number ID and an access token, and send a test message. That way you can notify your clients by WhatsApp. If a client does not want to receive them, tick the WhatsApp exclusion in their record.

Automatic reminders

• Document reminders (Pro or above): if a deadline is approaching and a client has uploaded nothing for that period, both the client and the firm are notified.
• A daily email summary for each member of the team with their outstanding items.
• Notification bell in the panel: new documents, messages, submissions.

Bulk document intake

• Client record → upload batch: drag in a bundle of scanned documents and the AI reads them all.
• Local agent: generate the agent token in the record to send the files in a folder on the client’s computer automatically.

Clients who have left (Spain)

When a client transfers to another firm, their anti-money-laundering file stays archived in your name for 10 years from the end of the relationship (Ley 10/2010). It is consulted by whoever sees the whole firm, from Clients → «Clients who left».

Billing and closing the firm account

• Firms outside Spain: in Settings, enter your intra-Community VAT number; if it is valid in VIES, Asesia’s invoices are issued without VAT.
• Closing the firm account (administrator only): type the firm’s name to confirm. The request is reviewed by the Asesia team; if it is approved, the data are anonymised and it cannot be undone.

Support

The round button at the bottom right opens «Support and suggestions»: choose whether it is a question, a problem or an idea and write to us.

Can I delete an invoice?

Only if it is a draft without a number (drafts receive no number until they are issued). An old draft that already had a number is annulled rather than deleted. An issued invoice has a legal number: in Spain it is annulled or corrected; in Bulgaria it is corrected with a credit or debit известие or, if it was issued in error, annulled under art. 116 ЗДДС with its protocol (the annulled number is not reused). The numbering never leaves gaps.

What if the AI misreads a receipt?

Nothing is posted without review: you correct the field before approving it and Asesia learns for the next document from that supplier.

Does my firm see everything of mine?

Only the sections you share in Settings → Firm access. Every visit is logged and lasts no more than an hour.

What if I stop paying?

You carry on seeing and downloading everything you have. Only creating new documents is paused until you choose a plan or update the card.

Does it work on a phone?

Yes. The portal adapts to the phone and you can install it as an app from the browser so as to photograph receipts on the spot.

What currency does it work in?

In euros, in Spain and in Bulgaria (Bulgaria has used the euro since 1 January 2026). An invoice in another currency keeps its original amount and the ECB exchange rate.

Where is my data?

Files are kept in private storage and are disinfected on arrival, and sensitive data are stored encrypted. You can download all of it or request its deletion from My profile.