Help: where to start and where everything is
The first steps to have the program running in an afternoon, and after that the questions sorted by area, each one linking to where it is explained in full.
From an empty account to your first invoice
The order matters: if you start with the invoice and leave your tax details for later, the first one comes out with the wrong address and by then it cannot be touched.
Your company's details
This is where the header on your invoices comes from. Tick whether you are under the equivalence surcharge or taxed in the Canary Islands, Ceuta or Melilla: it changes the rates you will see in the editor.
The modules you use
The side menu is built from whatever you switch on. An association wants members and fees; a garage wants inventory. Switching on too little is better than switching on everything.
Series and numbering
Before you issue anything. If you are coming from another program, carry on from where you left off: a series can have no gaps and no duplicates, and that is one of the things an inspection looks at.
Your customers and your products
By hand if there are four of them. If there are four hundred, with the migrate your data wizard, which is still on the way and not open on every account.
Your first invoice
And with it your first VeriFactu record, with its hash and its QR code. Look at it on the A4 sheet before you send it: the template takes two minutes to adjust and after that it never needs touching.
Each block covers what usually gets people stuck. If yours is not here, write to hola@cairos.es: questions that keep coming up end up on this page.
Invoicing
An invoice registered in VeriFactu can no longer be changed or deleted: the regulation requires it. It is put right with a corrective invoice, which the program links to the original.
- Series and numbering. Each series has its own counter and allows no gaps. With a per-year pattern (F26-0001) it is the document's date that governs. Under the invoicing software.
- From quote to invoice, without retyping the lines. Quotes.
- Membership fees and subscriptions. The template and the frequency are set once; issuing is launched from the screen itself today. Recurring invoices.
- Partial payments, due dates at 30/60/90 and days overdue on each invoice. Receipts and cash flow.
- VeriFactu: the QR code and the chained hash are done; real-time submission to the Spanish Tax Agency is not. What it is and when it becomes compulsory.
Expenses and suppliers
An expense without its document attached is not a deductible expense: it is a note. That is why the attachment sits with the expense and not in a separate folder.
- Input VAT. Every expense goes in with its taxable base, its rate and its VAT amount, and the quarter's deductible total comes out of that. Expenses and suppliers.
- The equivalence surcharge. Your cost is the taxable base plus VAT plus the surcharge, and that is the figure your margin is worked out from. How it works.
- What you buy to use rather than to sell — a vehicle, an oven — is not an expense: it is a fixed asset, and it is depreciated.
- Scanning a supplier's invoice so that it fills itself in is not there yet. You type it in or import it.
Tax and the modelos
Cairos calculates and fills in the modelos from what is in your books. What it does not do is file them: that happens at the Spanish Tax Agency's electronic office.
- VAT: quarterly 303 and annual 390.
- Withholdings: 111 for professionals and payroll, 115 for the rent on your premises.
- Your IRPF: 130, with the 70% rule: if that share of your income has already been withheld at source, you do not file it.
- February: 347 and 349. Corporation Tax: 200. Tax register: 036.
- The Canary Islands, Ceuta and Melilla have indirect taxes of their own: IGIC and IPSI. And the deadlines are in the tax calendar.
Members, fees and donations
If you run an association, a foundation, a cooperative or a club, there are modules of their own and it is worth switching them on from the start.
- Membership fees are not invoices. They are exempt from VAT, so issuing them as invoices would throw modelo 303 and modelo 390 out. They are receipts. Associations.
- Collecting them through the bank: the period is gathered into a direct debit batch and the SEPA file comes out. How it works.
- Donations with their certificate and modelo 182.
- Cooperatives: share capital by member, compulsory reserve funds and the cooperative refund. Cooperatives.
- Clubs with a bar or sponsorship deals: each activity carries its own VAT treatment. Sports clubs. And foundations, with their board of trustees. The full map is under all legal structures.
Your account and Cairos's billing
- Change plan at any time, from your own account. Moving up, you are charged the proportional part; moving down takes effect at the next renewal. See the plans.
- Cancelling. No minimum term. The account drops to the free plan: you carry on issuing invoices, looking through the history and exporting all of it.
- Users and permissions: who sees costs, who can cancel an invoice and who only looks. Security and access.
- Getting your data out to CSV and Excel from your own account, without asking permission.
- Several companies: up to three on the Empresa plan. If they are your clients' companies, billing is per portfolio: accountancy firms.
When something is not working
Some things are not bugs even though they look like them. An invoice that will not let itself be deleted has been registered in VeriFactu. A modelo showing zero is usually a quarter with no activity. And a module missing from the menu is switched off in settings or not part of your plan. If it still does not add up, write to hola@cairos.es telling us what you were doing, what you expected and what happened.
What does not exist yet, so that you do not go looking: a help centre inside the program, two-factor authentication, a mobile app and live chat. They are on the list, with no date attached.
Frequently asked questions
Then write to us
Under Support you pick what it is about — a question, something broken, something missing, your invoice — and it tells you what to include so that it gets sorted first time. The person who answers built the program, within 24 working hours.
Go to SupportThe best help is half an hour inside it
The free plan does not expire and asks for no card. Set your company up, issue a test invoice, and in half an hour you will know which questions you actually still have.
No lock-in · Email support in Spanish