Frequently asked questions

Docuten is the first company that brings together digital signature and electronic invoicing software— services that until now had been offered separately. One platform to validate contracts, automate invoicing and comply with European regulations.

In addition to unifying these services, you can manage all your digital documents in the same place. Docuten not only handles electronic invoicing and digital signature, but acts as a  management tool for your company.

Our electronic invoicing software integrates with the “General Points of Entry” for the most prominent public administration offices in Spain, allowing you to send invoices in electronic format. You can also use Docuten to easily handle invoicing with private clients.

Additionally, our digital signature services enable you to sign contracts and other documents will full legal validity either online or through a mobile device.

Learn more about what sets us apart from other providers with this video.

If you would like further information on Docuten’s digital signature or electronic invoicing software, feel free to get in contact with us.

All Docuten solutions meet the highest legal standards. Our solutions allow you to operate globally with full legal guarantees, not only in Europe. Whether your company operates in several countries or you need to exchange documentation with companies or administrations inside and outside the EU, Docuten is the service you are looking for.

• Digital signature: we have all types of signatures listed in Regulation (EU) No. 910 / 2014 on electronic identification and trust services for electronic transactions (eIDAS). We are also recognized by the same regulation as a Qualified Trust Service Provider (QTSP).
• Electronic invoicing: e-invoicing in Europe is regulated by Directive 2014/55/EU, which establishes the use of the EN 16931 standard in the relations between companies and public administrations. Docuten has passed all the compliance tests according to the guidelines set for electronic invoicing and, therefore, is on the list of Electronic Invoicing Services.

Curious about who we are? Docuten is part of Docuten Tech S.L. (formerly Enxendra Technologies S.L.), a company created in 2009 dedicated to e-invoicing and digital signature.

We currently have offices in A Coruña, Madrid and London, and an impressive team of professionals eager to help your company find the right solution for your digital needs.

Previously, we worked with two separate platforms (Hazteunafacturae and Signedoc) before merging them to form Docuten. This is how we have become the first platform to offer e-invoicing, digital signature and payments together in one place. This new, innovative product builds off of the experience and professionalism acquired during the development of our previous endeavours to offer something unparalleled.

To learn more about us, take a look at who we are are and our company history. 

Interested in working with us? Check out our careers page.

When you enter into a contract of service with Docuten, we adapt to your billing level and volume of documents. When you contact us, our team will give you a personalised quote for a contract of service tailored to your company’s needs.

There are various ways to contact our team:

• Email us at ventas@docuten.com explaining your company’s needs, or
• Fill out this form and we’ll get back to you, or
• You can reach us by phone at 981 269 685

Our sales representatives will advise you on the best solution for your company and will draw up a personalised offer.

However, we also have online plans for our digital signature solution. You can see the pricing on our website, in the plans and prices section.

For those of you wondering what languages Docuten is available in, you’ve come to the right place.

Docuten is available in several languages:

• Spanish
• English
• French
• Portuguese
• Brazilian Portuguese
• Italian
• Dutch
• German
• Valencian
• Catalan

And we will continue to add more whenever we can to eliminate language barriers and make it as easy as possible for you.

Register info: to sign up with Docuten, you need to contact our sales department. There are various ways to contact us:

• You can fill out this form and we’ll get back to you;
• send an email to ventas@docuten.com telling us a bit about your company needs;
• or, you can reach us by phone at 981 269 685.

Our sales representatives will advise you on the best solution for your company and will draw up a personalised offer.

You can reach our office customer service by email or phone:

• E-mail: atencionalcliente@docuten.com
• Phone number: 981 269 685

Docuten’s office customer service hours:

• Monday to Thursday from 8:30am to 2:00pm & 3:30pm to 6:00pm
• Fridays from 8:30am to 2:30pm

Or, feel free to contact us through out website.

¿NIf you don’t remember your login details, there are several ways to get back into your account.

→ If you don’t remember the email associated with your Docuten account:

Contact our customer service team, they will identify which email it is from our internal mechanism.

You can contact our customer service team for your login details through:

• This form
• Email: atencionalcliente@docuten.com
• Phone: 981 269 685

→ If you don’t remember your password:

On the Login page, click on “Forgot your password?”  Enter your email and soon after you will receive an email from Docuten with a link to reset your password.

You can change your password once you access the platform again. Go to My information> My username and you will find “Change password” on the top right.

To deactivate your account with Docuten you should contact our customer service department. 

You can do so by emailing atencionalcliente@docuten.com or calling 981 269 685. 

Before you go, we’d love to know why you want to deactivate your account, how your experience has been and if there is something we can do to improve the service.

Thank you for your time with us, and we hope to see you again soon!

To access your documents and invoices you must be registered in Docuten.

Once you close your account, you will not be able to see the history of your documents and invoices. However, they will remain on the platform for a limited period of time and if you re-register, you will once again have access to your document and invoice histories.

As a Qualified Trust Service Provider, we are obligated to keep your documents for a minimum of five years, during which time any of the parties involved can access them if necessary.

Feel free to contact us if you have further questions.

Regulation (EU) No. 910/2014 of the European Parliament and of the Council of 23 July 2014 on electronic identification and trust services for electronic transactions in the internal market is established as the  common European reference framework in the EU.

Its objective is to strengthen confidence in electronic transactions in the internal market by providing a common basis for secure electronic interactions between citizens, businesses and public administrations.

Under this Regulation, the types of digital signature with full legal validity and their main requirements are established.

Through this official website you can find us as a Qualified Trusted Electronic Services Provider.

The advanced electronic signature is a type of digital signature included in the eIDAS Regulation that must meet a series of requirements:

• Be uniquely linked to the signatory.
• Allow identification of the signatory.
• Ensure the integrity of the signed document.
• Created using signature means under the signatory’s exclusive control.

There are two types of advanced electronic signature: biometric electronic signature and electronic signature with OTP code.

If you need more information, do not hesitate to contact us.

A signature with an OTP (One-Time Password) is a digital signature done by sending a single-use code (only valid to sign a specific document) with temporary validity to the signatory via SMS or email, depending on what is indicated when the signing process is created.

The qualified electronic signature is one of the signature levels included in the eIDAS Regulation that is performed with a digital certificate of qualified electronic signature, i.e., an electronic document that links the validation data of a signature with a natural or legal person, with a pair of keys, one public and one private.

“It contains the necessary information to sign electronically and identify its owner with his or her data: name, NIF, algorithm and signature keys, expiration date and issuing agency,” states the Government’s e-Government Portal.

This is the electronic signature with the highest level of security, as it complies with the provisions of Regulation (EU) No. 910/2014 (eIDAS Regulation). It enjoys presumption of legal validity, being legally equivalent to the handwritten signature. This means that, in the event of a dispute, it will be considered as valid evidence before a court of law without the need to provide any expert evidence.

The digital certificate is a certification or electronic document issued by a Certification Authority (such as the Fábrica Nacional de Moneda y Timbre, FNMT).

It links a person with a public key, confirms his or her identity and allows him or her to carry out online procedures, including digitally signing his or her documents.

The digital certificate is a certification or electronic document issued by a Certification Authority (FNMT). It links a person with a public key, confirms his or her identity and allows him or her to carry out online procedures, including digitally signing his or her documents.

The digital signature is a cryptographic mechanism that, when applied to an electronic document, allows the receiver to identify the signatory and know for certain that the document is the original and, therefore, has not been altered.

With the digital signature you will be able to sign digitally and legally without the need of having a digital certificate issued by the aforementioned authority.

If you have a digital certificate, you have one of the signature typologies included in the eIDAS Regulation, the qualified signature. But when signing documents with third parties, it is interesting to have a comprehensive digital signature solution that allows your company, your employees, customers and suppliers to sign digitally without having a certificate.

In short, if you have a comprehensive digital signature solution you will be able to:

• Continue using your own certificates
• Send to sign the documentation with third parties and have them return it to you signed without the need for a digital certificate.

The electronic signature applies to the entire document, not just to a specific page/s, so it is not necessary to make it visible on all pages. In fact, there is no legal criterion that establishes that a digital signature must be visible on the signed document for it to be valid.

Therefore, we can state that a digitally signed document is perfectly legal, even if it does not have a visible signature on all the pages of the document.

In view of the doubts generated in this regard, the public administration has tended to use CSV (secure verification codes). Basically, the original document without signatures is taken and this code is made visible on all pages of the document, also indicating the address where this code can be validated and checked against the signed document.

This version of the document is qualified as a true copy: it is not the original signed document, but allows access to it.

Is a digital signature legal? Docuten allows you to sign with different types of signatures. Below we describe the legality of each of the digital signature options we offer:

Assurance levels include qualified electronic signature and advanced electronic signature.

The legal validity of a digital signature is outlined by European Regulation (Nº910 /2014) on electronic signature (eIDAS) as well as other international standards. Under elDAS, the following levels of electronic or digital signature are laid out:

Qualified electronic signature

• Legally equivalent to a handwritten signature.
• Obtained through qualified certificates.
• Represents the highest level of electronic signature.

Advanced electronic Signature (equivalent to handwritten signature if it meets the below requirements)

• Uniquely linked to the signatory.
• Allows for the identification of the signatory.
• Created using means under the exclusive control of the signatory.
• Linked to data signed in such a way that any subsequent changes are detectable.

 All of Docuten’s signature solutions fit into these signature classifications, and are thus legally valid and secure.

Centralised Signature (sign from anywhere): Legal Validity

The entry into force of the European Regulation (Nº910/2014) on electronic signature (eIDAS) has allowed for centralisation: electronic certificates are stored on the server and can be used from any computer or mobile device. 

• The certificate remains in the sole custody of the signatory, and can only be accessed with the password with which it was encrypted. 
• At the time of signing, a one-time code (OTP) is sent to the mobile phone or email of the signatory, and has to be used to complete the signature process.
• The certificate is kept on the server, and no additional components are necessary for its use.

With centralised signing (signing from anywhere), both qualified and non-qualified certificates can be used: 

• Non-qualified certificates, issued by the digital signature platform. In this case, the signature would be an advanced electronic signature. 
• Qualified certificates, issued by a “Qualified Certification Authority.” In this case, the signature would be a qualified electronic signature. This type of signature is only available through the Docuten Enterprise Plan. Contact us and we will clarify any questions you have regarding this plan. 

Biometric Signature: Legal Validity

Docuten’s biometric signature solution allows you to sign documents with full legal validity from a mobile device, tablet, or smartphone for  iOS and Android systems.

The signature is valid since the biometric data of the signature (speed in x, speed in y, acceleration in x, acceleration in y, angular accelerations, pressure variation / pseudo pressure, number of strokes, order of strokes, trace durations, etc.) are securely stored in the signed document.   

Biometric data is encrypted with the public component of an encryption key. The private component is stored by the certification authority or notary that generated it, and only upon court request is this used to decrypt biometric information. Below you will find more information on the biometric signature.

Docuten’s biometric signature offers the highest level of security:

• The final encrypted and signed document can never be modified. If so, the hash and the digital signature would be altered, which would be indicated in the history of the document.
• The biometric data of the signature can only be accessed by those who have the private key of the master certificate. 
• The time stamp that is included along with the biometric data certifies the exact moment of signing. 
• The full original document to be signed is the one sent to the mobile device, not an image or part of the original document.
• The mobile device sends the signed document to the server with the biometric signature information encrypted and stored within the signed document itself, the original document and the signature are not bound outside the tablet. Regarding security, it is very important that this process is carried out on the device itself and that the document and the biometric signature are not separated since that could jeopardise access and safekeeping of the document’s signature.
• The platform is complemented by a forensic verification tool intended to be used by a handwriting expert in the event of a dispute regarding the signed document. Using this tool, the expert is able to discern whether or not the signature on the signed document belongs to the alleged signatory.

On-premise Signature: Legal Validity

On-premise signatures are carried out with qualified electronic certificates which offer the highest level of digital signature: the qualified electronic signature. 

Electronic certificates can be generated using: 

• Cryptographic cards.
• Software.
• USB tokens.

Docuten’s on-premise signature solution is compatible with all operating systems and browsers, and has been implemented using Java Web Start (replacing the old applets). 

A biometric signature is a solution that allows you to sign documents with a handwritten signature on any mobile device (tablet, smartphone) with full legal validity.

The Docuten mobile application sends the signed document with the biometric data encrypted in the document itself, providing complete legal guarantees. This ensures the inalterability of the document since it’s impossible to modify it after signature. 

The biometric data of a signature is made up of: speed in x, speed in y, acceleration in x, acceleration in y, angular accelerations, pressure variation, pseudo pressure, number of strokes, order of strokes, trace durations, etc.

Biometric data is encrypted in the application itself with the public component of an encryption key. The private component is stored by the certification authority or notary that generated it, and only upon court request is this used to decrypt the biometric information.

A timestamp is an online mechanism that demonstrates the existence of data from a specific moment in time, and that it has not been altered since then.  

At Docuten, using a timestamp offers more security when signing digitally.

Since a timestamp shows that data has existed from a specific point in time (and has not been altered), it serves as reliable proof of when a document was signed, adding to the value of electronically signed documents.

All of the solutions offered by Docuten comply with the European eIDAS Regulation, along with other international regulations on digital signature. Feel free to contact us if you have further questions about our different digital signature options.

Among our digital signature services, Docuten supports using a centralised signature (that can sometimes be executed with a one-time password).

Centralised electronic signature involves centrally managing the electronic certificates used in an organisation so that the certificates operate from a single, controlled, secure repository.

Practically speaking, this means that electronic certificates are generated and stored on the server, and can used from any computer or mobile device.

Is a centralised signature legal?

Yes, with the entry into force of European Regulation No. 910/2014 on electronic signature (eIDAS), centralising keys is permitted.

Complete security is guaranteed since the certificate remains in the custody of the signatory and can only be accessed with the password with which it was encrypted.

At the time of signing, a one-time password (OTP) is sent to the signatory’s mobile device, which must be entered to complete the process.

What are the advantages to a centralised signature?

There are many advantages to using a centralised key:

• Device freedom: users will always have access to electronic certificates regardless of the computer or mobile device they use.
• Centralised control of permissions: you can limit the number of certificates to which a user has access, as well as the pages or services they can engage with.
• Monitoring and traceability: key centralisation allows you to monitor time and location, and two-factor authentication. In addition, it offers a record of all operations carried out with electronic certificates in an organisation.
• Fewer losses: you avoid losing certificates since they are not stored on the user’s machine.
• Revoked, expired or destroyed certificates: handling these issues is the responsibility of the organisation since the certificates are centralised.

Types of centralised signatures

With a centralised signature both qualified and non-qualified certificates can be used:

• Qualified certificates are issued by a qualified certification authority. In this case, the signature would be a qualified signature.
• Non-qualified certificates are issued by the electronic signature platform itself. In this case, the electronic signature would be an advanced electronic signature.

With Docuten it’s possible to use both formats, but to use qualified certificates you must have our Enterprise Service (contact us to clarify any questions you have about this plan).

Docuten’s digital signature solutions supports on-premise signatures. Meaning, our service enables you to sign on site.

An on-premise signature is done with an electronic certificate stored on the signatory’s own computer or device. 

Is it legal to use the on-premise signature to sign on site?

Yes, the on-premise signature is the digital signature that has been used in Spain in recent years. It’s legal validity is outlined in European Regulation (No. 910/2014) on electronic signature (eIDAS) as well as in other international regulations (more information on the legality of the digital signature here).

What level of signature can be done with an on-premise signature?

With an on-premise signature, both qualified and non-qualified certificates can be used:

• Qualified certificates are issued by a qualified certification authority. In this case, the signature would be a qualified signature.
• Non-qualified certificates are issued by the electronic signature platform itself. In this case, the electronic signature would be an advanced electronic signature. 

What are the characteristics of Docuten’s on-premise signature service?

Using Docuten you can sign with qualified (recognised) electronic certificates, which offer the highest level of signature: the qualified electronic signature.

The electronic certificates can be generated:

• in cryptographic card
• in software
• in USB token 

The certificate is kept on the server, and no components are needed for its use.

Our on-premise signature solution is compatible with all operating systems and browsers, and is implemented using a java component that is installed on the signatory’s computer (replacing the old applets).

All of Docuten’s signature options comply with the European eIDAS Regulation. Feel free to contact us if you have further questions.n local de java que se instala en el ordenador del firmante (sustituyendo a los antiguos applets).

Docuten has all the types of signatures included in the eIDAS Regulation:

• Simple
• With OTP Code
• Certified in the cloud
• Biometrics
• Automatic
• With own certificate

Depending on your use case, we will recommend one type or another. Contact us so that we can advise you on the best solution for you..

Docuten is a Qualified Trust Service Provider (QTSP) in accordance with Regulation (EU) No. 910 / 2014 on electronic identification and trust services for electronic transactions (eIDAS).

This means that Docuten is recognized to provide, at European and, therefore, national level, the following services, from issuing digital certificates to electronic time stamps:

• Issuance of qualified electronic certificates of electronic signature.
• Issuance of qualified electronic certificates of electronic seal.
• Issuance of qualified electronic time stamps

A signature with an OTP (One-Time Password) is a digital signature done by sending a single-use code (only valid to sign a specific document) with temporary validity to the signatory via SMS or email, depending on what is indicated when the signing process is created.

Signing with an OTP code has several advantages, including the fact that it is incredibly easy to use. How can you sign with an OTP password?

1. When you receive a notification that you have a document pending signature, click “View and sign document”.
2. Review the document and click “Sign”.
3. You will receive a one-time code via email or mobile phone.
4. Enter the code in the field that will appear on the platform and click “Sign”.
5. The document is signed.

Check out this explanatory video:

No, although there is the option to do it via app, with Docuten you do not need to download our digital signature app to sign with a biometric signature.

You can do it through your internet browser. To use this type of signature, you just need a mobile device, such as a tablet or smartphone.

Want to learn how to sign a document with Docuten’s new biometric signature online? Don’t miss this informative video:

When using the e-signature app to execute a biometric signature, you will need a device such as a tablet or smartphone. The signature is done with your finger or a touch pen on the screen of the device, similar to how you would sign something on paper.

When you receive the notification of signature request, either by email or SMS, click on the link provided from the device on which you are going to sign.

If you have the Docuten mobile app (available for Android and iOS devices like smartphones or tablets), you will be redirected to our e-signature app and a preview of the document will open.

After reviewing the document, click on the top button Sign and sign on the document on the page you want, as if it were a paper. You can then resize or reposition the signature. Once completed, click Send. The biometric information of the signature on the e-signature app is securely encrypted by Docuten, which guarantees the identity of the signatory.

After a few seconds, the document will appear with your signature and you will be able to check its status  from the main menu (either Finished or Waiting for another signatory, if it needs more than one signature).

Don’t miss this explanatory video: 

With Docuten’s biometric signature you are able to sign documents from a mobile phone or tablet with full electronic signature validity.

The Docuten mobile application sends the signed document with the biometric information encrypted in the document itself, providing complete legal guarantees. This ensures the inalterability of the document since it can’t be modified after it is signed. 

Storing the biometric information of the signature securely within the signed document gives the electronic signature validity.

To use a biometric signature, you must first have a Docuten account. Once you have your username, you can use the biometric signature in two ways:

Biometric signature online:  to sign biometrically you only need to open the document for signature as it will directly open to the platform in your mobile or tablet internet browser. 

Biometric signature app: to sign biometrically you need to download the Docuten mobile application available for both Android and iOS devices (smartphone and tablet).

This type of signature enables the use of a digital certificate issued in the name of the signatory and is securely housed in the Docuten certificates store. 

You can use a non-qualified digital certificate issued by Docuten in the name of the signatory. This type of certificate will be generated if there is no digital certificate in Docuten associated with the signatory.

Check out the following video to see how you can sign a document with a certificate in the cloud issued by Docuten:

This type of digital signature enables the use of a qualified certificate issued in the name of the signatory and is securely housed in the Docuten certificates store. 

You can use a qualified digital certificate hosted by Docuten. This type of digital certificate will have been previously issued by a certification authority (such as the “Royal Mint of Spain,” for example) to the signatory, and is linked to his or her ID number.

Check out the following video to see how you can sign a document with qualified certificate hosted by Docuten:

For electronically signed documents, Docuten embeds an electronic “Secure Verification Code” (CSV) that allows access to the original document when the document is printed, generating a QR code for easy access from your mobile.

If an electronic document is printed, it must be printed with this code so that it references the original document which was signed digitally.

The printed document will be considered an authentic copy, and may be cross-checked online with the original digitally signed document.

How can it be be cross-checked?

1. Through the  “Access documents” page  or the Login page > Verify signature using SVC. 
2. Once on the page, enter the Secure Verification Code for the document and click “Search.”

Feel free to contact us if you have further questions.

Uploading a document to digitally sign a PDF is simple:

1. Sign in to your Docuten account.
2. Click “Send document” in the menu to the left of the screen.
3. Once on the page, click “Browse” and choose the PDF document you want to sign. This way the document will be attached.
4. Indicate a title for the document to be signed.
5. Finally, add the signatory (or signatories) and indicate the order in which they must sign (if there is more than one) with the arrows located on the left side, and specify the type of signature they will use. 
6. Once this is done, click “Continue” and the document will be sent.

This is a simple way to send a document to sign. However, we offer a wide array of additional features that address all of your company’s diverse needs.

With Docuten you can digitally sign a PDF, make use of editable templates, take advantage of Fast Templates, create users and roles for different members of your team, send mass messages, send along additional documents as attachments, and much more!

To learn more about all of Docuten’s options, explore the features of our digital signature service. You can request a demo or watch this video:

In addition to those who have to sign the document through Docuten, we allow for the inclusion of users with the role of Validator/Approver. A signatory will sign the document, while an approver reviews and validates the document (but doesn’t sign).

The role of those participating in the signature flow will be indicated when the process is created. Once all participants have been added, you can define their respective roles. To do this, there is a blue button located to the right of each participant where you can specify his or her role.

All of the solutions offered by Docuten comply with the European eIDAS Regulation, along with other international regulations on digital signature. Feel free to contact us if you have further questions about our different digital signature options.

You can also find out how to send a document to be signed with Docuten in this short video:

When a document is sent through the platform, you will be able to check if it has been sent properly as its status will change to “Pending.” You will then be able to find it in the folders on the side menu that include “Pending signature,” “Pending validation” or “Pending others,” depending on the established request.  

The history of the document will also indicate when a notification has been sent, when it was opened and when it was signed.

All of this can be checked in the document history. Once you are in the sent document details, click on “Actions” and a series of options will be displayed, including “History.” Click here to check its progress.

Learn more about Docuten’s digital signature solutions that are all in compliance with the European eIDAS Regulation.

Yes, as long as a series of conditions are met. After you have sent the signature flow, you can cancel the sent document as long as you have the role of Signature Administrator or Manager. Also, the document cannot be in a “Completed”, “Rejected” or “Expired” status.

After verifying that you meet the two previous conditions, to cancel a document, locate it in either the “Pending signature” or “Pending validation” folders. Once you have accessed the document, you can cancel it through the Actions tab, located in the upper right part of the screen. Indicate the reason for the cancellation and, once this is done, a notification will be sent to those involved informing them that the document has been canceled by its creator. 

Yes. As signature administrator, you can always transfer the signature of a document to another person at any time during the process.

For example, if you filled out the wrong data for one of the signatories, when the signature is pending, you can always delegate it to the correct signatory. This is one of multiple use cases.

To resend the document, access its details and click Resend document in the Actions tab. Fill out the name, email address and the rest of the information for the new signatory, and click Continue. The document will be forwarded to the new signatory, who will receive a notification indicating the request to sign the document.

Yes, always from the role of signature administrator or manager.

If you need to resend a notification informing the recipient that his or her signature/validation of a document is requested, you can do so through this feature. Click Resend notification on the Actions tab and the notification will be resent automatically.

You can do the following:

• Download evidence: the evidence is a document that certifies the operations carried out during the signing process. It shows the sending information, as well as the evidence of the process: the date and time, the IP address and device on which a specific operation has been carried out (the opening of the document, the sending of a key or the actual signing of it), etc. This document stands as a certificate signed by Docuten (Docuten Tech S.L. as a company), by virtue of our role as a trusted third party.
• Download: if the document does not yet contain signatures, this option will appear.
• Download signed: from this option you can download the document once it has been signed with the signatures included in it. The digital footprint of the signature appears on the first page of the document, which enables access to the original. This signed PDF is the signed original and has all legal guarantees.
• Download printable version: there is a clear difference between this version and the previous one (download signed). In this case, the PDF is not signed but its main objective is to generate a printed copy on paper with just the access information (the CSV and the QR code) to verify the original signed document.
• History: by clicking here you can access the document’s history on the website, and see all the actions that have been carried out since it was sent, as well as their date and time.

All of Docuten’s signature options comply with the European eIDAS Regulation. Feel free to contact us if you have further questions.

Have you already created electronic invoices with the platform, but have entered some incorrect information? To fix it all you have to do is the following:

1. Go to the top left of the side menu.
2. Click on the “My data” drop-down menu.
3. When the submenu is displayed, click on “My company”.
4. Once in “My company,” several fields will be opened and the information filled in with current invoicing information. Modify this information as needed and click Save.

Still having problems modifying some information? Contact our customer service team, we’re always happy to help.

The format you choose through Docuten’s e-invoicing software depends on if you are sending your invoices to public or private sector clients, and your specific preferences.

The e-invoicing format can be:

• e-Invoice v3.2 and v3.1: Standard format available through Docuten’s e-invoicing software for sending invoices to public administration offices. XML document that follows the layout established by the Ministry of Industry. It includes electronic signature to ensure its authenticity and integrity.
• Signed PDF: Format typically used for billing private sector clients.
• Paper invoice: Format to be printed from your computer and delivered by hand.
• e-Invoice (v3.2.2). Currently Docuten’s e-invoicing software only supports this format for invoices sent via FACeB2B. In the future we will allow e-Invoice 3.2.2 to be sent through other channels as well.

Configure the e-invoicing format that will be sent to clients under the sending preferences of each client in the “Manage” > “Clients” section. Access a specific client and click on “Sending Preferences” in the upper right corner. Once modified, click “Save”..

Your client needs to indicate the channel you should use to send an e-invoice. If your client is in the public sector, we explain here the information they need to provide you with.

Currently Docuten is integrated with the following General Entry Points for invoices in public administration offices:

• FACe: General Entry Point for Electronic Invoices for the General State Administration
• e.FACT: Open Administration of Catalunya
• Electronic Invoicing Service of the La Rioja Government 
• Platform for the Regional Communities Board of Castilla-La Mancha
• General Entry Point for País Vasco
• General Entry Point for Galicia
• EsPublico Platform (sedeelectronica.es)

The General Entry Points integrated with FACe are:

• GE Invoicing Generalitat Valenciana
• PUEF Andalucía
• Canarias, pending
• Castilla León

Docuten is an eInvoicing Conformant Solution in the EU. Feel free to contact us if you have further questions about e-invoicing if your client is in the public sector.

With Docuten you can schedule a recurring invoice to be sent in a specific billing period.

The system lets you to choose whether or not the invoice is configured in drafts before being sent.

To create a recurring or periodic invoice, you must have at least one series with automatic numbering configured. You can create series through “Preferences” > “Series and numbering”.

If you want the invoice to be sent directly on the scheduled date, you must have delegated signature turned on in your preferences. If you prefer to leave the created invoice in drafts and send it manually yourself later, this last preference is not necessary (you can sign with your own certificate). Modify this option under “Preferences”> “Invoice Format.”

To create the invoice, click “Create Invoice” under “My Invoices”> “Recurring Invoices” in the side menu.

Then select the client you want to send it to. The invoice form will open up, indicating that it is a recurring invoice at the top. You will need to indicate how often the invoice should be sent (at what intervals), the start date, the number of invoices (this could be infinite), etc. Fill in the rest of the invoice data as usual and click “Save”.

You created a recurring invoice.

Feel free to contact us if you have further questions.

Learn more about how Docuten is an eInvoicing Conformant Solution in the EU.

Invoices receive status updates throughout processing. Through Docuten you can follow all the status updates to an invoices sent to both public and private sector clients.

The different status updates are described below:

Invoice Status updates associated with sending invoices to public administration offices (General Entry Points)

• Sent: The invoice has been sent correctly.
• Registered: The invoice has been registered with a General Entry Point and assigned a registration number.
• Cancellation requested: The sender requests cancellation of the invoice.
• Cancellation accepted: The client accepts the cancellation.
• Rejected: The client or processing unit rejects the invoice, indicating the motivation for doing so.
• Forwarded: When forwarding the invoice..
• Accepted: The client accepts the invoice via his or her GEP for invoices.
• Collected: As sender, you can mark your invoices as “collected” within the platform.

Invoice status updates associated with sending invoices to private clients

• Sent: The invoice has been sent correctly.
• Received: The client has received the invoice.
• Open: The client has opened the invoice from the email automatically generated by the platform.
• Paid: The client marks the invoice as paid on the platform.
• Collected: As sender, you can mark your invoices as “collected” within the platform to stay organised.

We’d be happy to answer any additional questions you may have, so feel free to contact us.

In your list of invoices—both sent and received—you can see a summary of each invoice which includes the current status.

You can also find out the status and review the history of your e-invoices by clicking “View history” in the upper right corner for each invoice.

An amended invoice is sent to correct errors on an original invoice. You have to add the correct information as well as the reason for the revision. 

To create an amended invoice, follow these steps:

1. Select “New Invoice” from the side menu.
2. Choose “Amended invoice”.
3. Fill in the required fields so that the invoice is sent correctly.

Feel free to contact us if you have further questions.

Learn more about how Docuten is an eInvoicing Conformant Solution in the EU.

With Docuten you can stay on top of the invoice status of your electronic invoices at all times:

• If it has been registered in FACe, eFact, etc.
• If it has been rejected or not by the client.
• If it has been opened.
• If it has been paid, etc.

You are able to see the evolution of the invoice status in the processing history of each invoice sent. Simply open the e-invoice in question and click on “View history” in the upper right corner.

Feel free to contact us if you have further questions.

Learn more about how Docuten is an eInvoicing Conformant Solution in the EU.

Your invoices are kept completely securely with backups. Access to your account is done securely using encrypted SSL connections.

This way, your invoices will remain on the platform during the contract period and if you deactivate your account, but later want to reactivate the service, you will have access to your invoice history again.

To introduce client information on the platform:

Log on to your Docuten account, go to “Administrator” in the side menu and select “Clients.” From there you can modify saved information or add new details. 

To edit the information, click on the tax ID or the edit icon (the pencil) to access their data. Make your modifications and click “Save”.

To add clients select the “Add” tab in the upper right corner. Fill in the information requested and click “Save.” The client will be saved to the platform.

Feel free to contact us if you have further questions.

An invoice must be signed either by your own certificate or by a delegated signature (a third party signature).

On the Docuten platform you can choose which method you would like to use to sign an invoice by either activating the delegated signature option or by uploading your own certificate. As you can see below, you can manage this option in “Preferences” > “Invoice format”.

Both signature methods are equally valid from a technical or legal standpoint.

The DIR3 are three alphanumeric codes necessary to correctly send e-invoices to public administration offices. DIR3 is the “Directory of Organic Units and Registry Offices for the Public Administration.” The information provided by DIR3 corresponds to the accounting office, the managing body and the processing unit of a public administration office. These three codes are mandatory to issue an invoice. 

Below is an image of how they appear on the Docuten invoice form. The “proposing entity” is not mandatory, but is used in some public administration offices.

Docuten is an eInvoicing Conformant Solution in the EU. Feel free to contact us if you have further questions about sending e-invoices to public administration offices, or how the process works (for example, the necessary alphanumeric codes).

If your client is part of the public administration, you should ask which General Entry Point (GEP) for invoices they use and what their DIR3 codes are. See: What are DIR3 codes?

Once you know which GEP the office uses and their DIR3 codes, the steps to follow to send an invoice are the same as for a private client, except you need to indicate the following additional information in your client’s sending preferences:

1. The GEP your client uses and the sending method. (GEP is the General Entry Point used by public administration offices to receive invoices).
2. The type of e-invoice, which will be the v 3.2 format in this case.

Feel free to contact us if you have further questions.

Learn more about how Docuten is an eInvoicing Conformant Solution in the EU.

Creating an electronic invoice through the Docuten platform is simple:

1. First, add your client. To do this, click on “Manage > Clients” on the side menu and then on “Add” in the upper right corner. Fill in your client’s data and click “Save and configure”. Then fill in sending preferences for your client and click “Save”.
2. Once your client has been created, click on “New invoice” located on the side menu. If you have more than one client in the system, you will be asked to select the client for that invoice. Fill in the required fields on the new electronic invoice (they will have a red asterisk).
3. Once you have filled in the required fields, follow the instructions on the platform. Review any possible errors by clicking on “Check errors”, then click “Save”. The invoice will be saved as a draft in the “Pending invoices” folder. When you are ready, click “Submit” and your electronic invoice will be sent to its recipient in the required format.

Feel free to contact us if you have further questions.

Learn more about how Docuten is an eInvoicing Conformant Solution in the EU.

A delegated signature is a type of digital signature in which a third party is authorised to digitally sign for the original signatory.

Docuten offers clients the possibility of authorising the platform to digitally sign invoices. The invoice is signed by a certificate issued by the “Certification Authority” to Docuten.

This type of signature is fully legal. Article 5.3 of Royal Decree 1496/2003 of November 28 indicates the possibility of outsourcing invoice issuance to a third party.

Allowing Docuten to sign your electronic invoices means you don’t need an electronic certificate in the name of the company. It is a fully valid and secure option for your company, and you avoid the expense of purchasing an electronic certificate. It also saves a lot of time since the signature is done automatically at the time of sending without needing any further action. What’s more, the use of a delegated signature is compatible with any browser (Chrome, Firefox, Edge, Safari, etc.). In contrast, signing with your own certificate can only be done via Explorer.

To use it, check “Yes” in the Delegated signature option under “Preferences” > “Invoice format”. The invoice will be signed automatically without needing to take any further action.

All of the solutions offered by Docuten comply with the eIDAS Regulation, along with other international regulations on digital signature. Feel free to contact us if you have further questions. 

It can be used for both public procurement and the private sector. It is an e-invoicing distribution platform for the remittance of invoices between subcontractors and public sector contractors.

Invoices can also be sent through FACeB2B between clients and private sector providers that are not connected to public procurement.   

We’d be happy to answer any additional questions you may have, so feel free to contact us.

It became mandatory on July 1, 2018. This affects all invoices issued after that date by vendors of public administration contractors in contracts signed after March 1, the date Law 9/2017 on Public Sector Contracts entered into force. 

The sending and receiving of invoices must be done through the e-invoicing services of a “Billing Services Company” like Docuten, since there is no web portal from the Ministry itself that allows for sending and receiving invoices, or managing statements.

Docuten is an eInvoicing Conformant Solution in the EU. Feel free to contact us if you have further questions.

DIRe is an alphanumeric code that uniquely identifies each company receiving invoices and each “Billing Services Company.” Its structure is as follows:

1. Country code in ISO3166-1 alpha-2 format.
2. Entity ID (NIF).
3. 4-digit code with numbers and consonants.

For example, Docuten’s DIRe is: ESB856309780000

To issue an invoice, it is mandatory to indicate the DIRe of the recipient. This means the DIRe of the company that the invoice is ultimately being sent to, not the “Billing Services Company.”

Search for any DIRe and associated  information in the “Directory of Entities” (DIRe).

To receive invoices, the company receiving invoices must be registered in the “Directory of Entities” (DIRe) to then be able to register in FACeB2B.   

We explain how in this video:

We’d be happy to answer any additional questions on e-invoicing you may have, so feel free to contact us.

All invoices issued after July 1, 2018 by vendors of public administration contractors are affected, provided the contract was signed after March 1 (the entry into force of  Law 9/2017 on Public Sector Contracts).

DIRe is a system similar to DIR3 coding. While the latter is exclusively aimed at organising public administration entities in a common registry, DIRe coding is geared towards both public and private entities that can act under private law.

We’d be happy to answer any additional questions on e-invoicing you may have, so feel free to contact us.

Learn more about how Docuten is an eInvoicing Conformant Solution in the EU.

To send invoices, it is not necessary to register in FACeB2B or do any other sign up procedures with public administration entities. However, it is necessary for receiving invoices.

The only thing needed to send invoices through FACeB2B is to use a “Billing Services Company” with electronic invoicing services, such as Docuten.

We’d be happy to answer any additional questions you may have, so feel free to contact us.

Using an electronic billing system? Here’s what you need to do to receive invoices from FACeB2B:

The company receiving invoices must be registered in the “Directory of Entities” (DIRe) to then be able to register in FACeB2B. You must authorise a “Billing Services Company” to connect on your behalf to FACeB2B to download the invoices sent to your DIRe.

Here is the step-by-step process:

If you are interested in an electronic billing system, we’d be happy to answer any additional questions on e-invoicing you may have. Feel free to contact us.

In order to issue an invoice to FACeB2B, you must indicate the DIRe in your client’s preferences. Click on “Manage” > “Clients” in the side menu and then select your client. Click on “Sending preferences” in the upper right corner and, after indicating FACeB2B as the delivery method, indicate your client’s DIRe code.

Search for any DIRe and associated  information in the “Directory of Entities” (DIRe).

Through electronic invoicing services like Docuten you can upload invoices in CSV or XML format, or create an invoice through our form online.

However, the electronic invoicing format supported by FACeB2B is e-invoice (XML) in versions 3.2, 3.2.1 and 3.2.2, with a specific extension for invoices sent through this platform.

Docuten is an eInvoicing Conformant Solution in the EU. Feel free to contact us if you have further questions.

Electronic invoicing is here to stay! if you still have doubts, take a look at 👉 Ley Crea y Crece.

For this reason, companies specialized in this field provide you with different electronic channels through which your suppliers can send you their invoices. 

Docuten offers you the guarantee that once the platform registers them in your account, simultaneously, you and your supplier will receive an email notification with the different status (accepted, received, rejected and paid) of your invoices.

This functionality will allow you to have real-time information on what is happening with your invoices. For example, if any invoice should be rejected, you can proceed thanks to the reason for rejection detailed in each invoice.

The reasons will depend on the configuration you set up, the business rules or any other casuistry you have established.

At Docuten, we have the following channels for the reception of your invoices: 

• PDF invoices (by email)
• Supplier Portal
• Peppol
• FACeB2B

Within companies, department heads often have to go through lengthy processes to validate invoices from their suppliers. 

Hence the importance of using approval workflows by department or business area. 

An approval workflow consists of establishing a chain of participants, so that depending on the order of priority established, they are responsible for validating or invalidating the invoices.  

For example, the process that governs within Docuten is the sequential sending of a notification email to the participants of workflow “x” to validate whether the content of the invoice is correct or if, on the contrary, it has to reject it, being able to specify a reason for rejection. 

If this situation occurs, a notification e-mail is sent to the persons involved in the workflow with the reason for rejection. In addition, a rejection message would be sent to the supplier.

Let’s look at a practical example. In this case, a workflow has been created for Docuten’s administration area, in which 4 people participate.

On September 12, 2022, supplier “x” sends us an invoice by e-mail in pdf format. In the first instance, the data would be extracted thanks to OCR (Optical Character Recognition), then stored on the Docuten platform and, if the invoice in question complies with the parameters that identify it with the administration workflow, an e-mail would be sent to the first workflow participant requesting validation of the invoice. If the invoice in question complies with the parameters that identify it with the administration workflow, an e-mail requesting validation of the invoice will have been sent to the first workflow participant. The process is delegated in the order that has been established, until the validated number 4 is reached.

Here we will see how status changes work for e-invoices sent in pdf and those sent through the Supplier Portal ✍.

Finally, we will mention what happens with status notifications in case you integrate Docuten with your ERP.

For invoices that arrive by mail in pdf format, your supplier will be notified of the following statuses:

• Received: invoice that has already been processed by the system and is pending management by the receiver.
• Rejected: occurs when the invoice that has been sent does not comply with the business rules established by the receiver, it can also occur because the CIF/NIF or receiver or issuer are incorrect. In other cases, it is usually because the amount of the invoice does not match the registered patterns, etc.

In case the invoice is rejected, a reason for rejection shall be specified ❌.

For invoices that are sent through the supplier portal, as in this case the supplier accesses with a username and password, you are given more detail of the status of the invoices that have been uploaded to the portal.

The status changes that can be displayed by your supplier would be as follows:

• Open: if the invoice recipient opens the link in the email to view it on the platform, the invoice status becomes “open”.
• Accepted: the invoice recipient can modify the invoice status to reflect that the invoice has been accepted. Docuten will automatically send an email to the supplier that sent the request to inform them of this status change.
• Rejected: the invoice recipient can modify the invoice status to reflect that the invoice has been rejected because it contains an error or we are not satisfied with it.
• Collected: when the receiver has proceeded with the payment of the invoice.
• Cancelled: the invoice recipient can modify the invoice status to reflect that the invoice has been cancelled. The invoice can be cancelled when the supplier and the receiver have realized that the invoice is not correct.

If the receiver is integrated with your ERP, you can configure the sending of notifications so that the supplier receives a notification for each change of status of the invoices. Among those that could be configured (ad hoc) so that the supplier receives a notification of status changes that are of interest to you.

It is evident that for the correct functioning of your company one of the pillars that you cannot neglect is everything related to invoicing, and given the current times, why not talk about electronic invoicing.

For this reason, Docuten allows you to register different statuses in the reception of your invoices, among the most used ones would be: accepted, received, pending approval, under management, paid, etc.

However, it should be noted that as a customer you will not see the same statuses that your suppliers can receive or view. In addition, such status notifications will also depend on the channel through which your suppliers send you invoices, which may be the following:

• PDF invoices (by email)
• Supplier Portal
• Peppol
• FACeB2B

The most frequent notifications correspond to the following statuses: accepted, received, rejected, paid and processed. However, here are some extra notifications.

• Accepted: the invoice recipient, our customer, can modify the invoice status to reflect that the invoice has been accepted. Docuten will automatically send an email to the supplier that sent the request to inform them of this status change.
• Received: the invoice has already been processed by the system and is pending management by the receiver.
• Rejected: the receiver of the invoice, our client, can modify the status of the invoice to reflect that it has been rejected because it contains an error or we are not satisfied with it. 
• In processing: the invoice recipient, our customer, can change the status when the invoice is in process or in processing.
• Pending: this status is given to invoices received by e-mail and which must be processed by OCR. When they have this status it means that the OCR reader has not been able to automatically extract all the data from the PDF of the invoice and the invoice must be manually reviewed by Docuten.
• Processed: means that the OCR reader has already extracted the data from the PDF of the invoice and it is ready for processing. 
• Paid: when the receiver, our customer, has confirmed payment of the invoice.

If you decide to integrate your ERP with Docuten you will be able to configure the sending of notifications so that your suppliers receive a notification for each change of status of the invoices.  In addition, if necessary, you can configure (ad hoc) your system so that your supplier receives a notification of the status changes that interest you the most.

• For the sandbox environment the URL is  https://sandbox.docuten.com.
• For the production environment,  https://app.docuten.com.

To get login information to connect, contact us at atencionalcliente@docuten.com.

Our APIs allow us to connect our digital signature and electronic invoicing services with any business software. We provide you with all the necessary support for fast and effective integration.

Since its integration is one of the fundamental requirements of most of our clients, Docuten’s solutions can both be integrated with any ERP business software.

We offer several ways to integrate your systems: through our API or through various connectors that we have been developing alongside some of the biggest players on the market like SAP and Microsoft dynamics.

If you aren’t currently using a specific electronic invoicing or digital signature module in the ERP or CRM used by your company, however, Docuten’s APIs can always be used to carry out this integration. We provide you with all the documentation and support you need to make integration smooth and easy.

You have all the necessary information on the Docuten API here. If you need additional support, contact us at atencionalcliente@docuten.com and we can help you navigate integration with ERP business software.

At Docuten we have APIs that allow us to connect our electronic invoicing and signature services with any business software (ERP, CRM, BPM, Intranet, etc.). We provide you with the necessary documentation and support to make the integration quick and easy.

Docuten can be integrated with your company’s systems through API Rest for our signature and invoicing services. You’ll find more details on our API here.

Feel free to contact us if you have further questions on API Rest.

Blockchain security is a major benefit. Blockchain technology provides an increase in security internationally due to its distributed nature and the fact that it can be publicly audited.

Within blockchain networks, those deemed “public” or “permissionless” tend to be transnational, so when a certain operation is carried out on a smart contract, it is reflected identically in thousands of nodes across the globe.

In the case of the Alastria Telsius network, where Docuten’s smart contracts operate, all nodes are located in EU countries. Meaning, this network does not entail a global infrastructure, but rather (having been created in Spain) a regional network operating at the European level. While still distributed, all nodes are located within the EU, which facilitates operation under common legislation.

This provides the assurance for us as well as our clients that we can benefit from all the advantages of decentralisation, but protected under the umbrella of a national and European legal framework.

More information about blockchain security in this video.

Feel free to contact us if you have further questions.

What is a hash? A hash is a fingerprint that helps us identify the content of a file in a simple sequence of characters.

Regardless of the size of a file its hash will always have a certain length, which allows you to publish a unique identifier, or, an alphanumeric sequence that represents the content of the file. This is a fingerprint that identifies all of the file’s content in a simple line of text without needing a lot of disk space or having to publish confidential information associated with the content of the file.

In other words, the hash is a sequence that can be determined from the content of a file but not vice versa. Meaning, it is impossible to obtain the content of a file from a hash. It does not compromise the data that the file contains.

Find out more information about what is a hash in this video:

What is a smart contract? When we talk about smart contracts, we are generally referring to computer programs that guarantee the enforcement of an agreement between two or more parties. Initially, the concept was used to designate formal descriptions lacking semantic ambiguity that could act as guarantor of an agreement without the need for a third party.

The term “smart contract” has been generalized and is commonly used to describe all types of programs whose logic can be executed in a system with blockchain technology.

In other words, we tend to call smart contracts small programs with diverse tasks that share the fact that they “live on the blockchain” and whose correct execution is guaranteed by the nature of this type of technology.

Blockchain technology adds another layer of security to our digital signature and e-invoicing services. You can quickly and easily verify, audit and monitor document life cycles.

More information on what is a smart contract in this video.

Docuten’s smart contracts operate on the Alastria Telsius network.

All nodes in the Alastria Telsius network are located in EU countries. This provides the assurance for us as well as our clients that we can benefit from all the advantages of decentralisation, but be protected under the umbrella of a national and European legal framework.

Blockchain technology adds another layer of security to our digital signature and e-invoicing services. You can quickly and easily verify, audit and monitor document life cycles. More information on how blockchain technology guarantees international security in this video.

At Docuten, our blockchain services for digital signature and electronic invoicing are available for companies that need extra security in the management of documents.

Our public audit service on the blockchain allows the existence and history of your documents and invoices to be registered in a decentralised, independent and transparent structure. This mechanism allows you to audit their existence and monitor their life cycle, and does not compromise private data that is securely saved in Docuten.

More information about blockchain security in this video. Feel free to contact us if you have further questions.

When we talk about blockchain technologies, we are referring to a set of software solutions and a series of networks that share a decentralised structure and a common protocol. What is blockchain used for? These technologies allow encrypted information to remain in transactions grouped into data structures called blocks, that get chained together as the nodes verify the transactions.

Blocks that have been validated by various nodes in the network (consensus) are integrated into the blockchain. If we consider that each block has a reference to the previous block, the blockchain becomes a completely decentralised database that no node in the network can manipulate without the consensus of the majority.

In the case of Docuten, the use of blockchain technologies provides a public and external audit service for documents and invoices that gives our clients a greater degree of security.

If you’d like more information on what is blockchain used for in the context of Docuten’s services, don’t hesitate to contact our team.