Aplifisa for law firms: digitalise your tax and payroll practice

If you run a tax or payroll advisory firm in Spain, you know that software is the backbone of your productivity. Every income tax campaign, every year-end close, every payslip you send to a client depends on tools that work — and on a team that knows how to use them. Aplifisa, developed in Salamanca since 1987 and integrated into the TeamSystem ecosystem since July 2023, is today one of the most widely used suites by professional firms: more than 5,000 advisory offices in Spain work with it daily. In this article we explain what it includes, how to implement it step by step, and what to consider before making the switch.

What is Aplifisa and who makes it

Aplifisa is a product of TeamSystem España, the largest management software group for SMEs in Italy — founded in 1979 — which since 2021 has acquired nine companies in Spain to build its own ecosystem of solutions for firms and businesses. The acquisition of Aplifisa in July 2023 consolidated the group's presence in the tax and payroll advisory segment, where the Salamanca-based suite has accumulated nearly four decades of real-world use and, according to the manufacturer's own data, approximately 10% market share in software for Spanish advisory firms.

Unlike other products in the group — such as Factusol, Contasol or Nominasol, aimed at SMEs that manage their own accounting and payroll — Aplifisa is designed specifically for the multi-client professional firm: an advisory office that manages dozens or hundreds of clients, needs to handle case files, automate electronic submissions and monitor the team's workload. That specialisation is its main differentiator.

Main modules of the Aplifisa suite

Aplifisa is not a monolithic programme: it is structured in modules that can be activated according to the firm's needs. These are the most relevant:

Fiscal Suite

The core of Aplifisa for tax advisory firms. It covers the submission of the most common tax returns: Personal Income Tax (IRPF), Corporate Tax, VAT (forms 303, 390 and related), as well as the most common regional and local taxes. Direct integration with the AEAT electronic platform — via digital certificate or Cl@ve — allows batch submission for several clients simultaneously, multiplying productivity during campaign periods.

Payroll Suite

Complete management of the payroll cycle: preparation of payslips, calculation of social security contributions, connection with NS Conect@ and SILTRA for electronic submission to Social Security, employment contracts, IRPF withholding models (monthly/quarterly form 111 and annual form 190), and communications to SEPE. Compatible with the main collective agreements and the salary tables in force in each sector.

Accounting with SII

Accounting module for keeping the accounting books of client companies. It includes full support for the Immediate Supply of Information (SII), mandatory for companies with annual turnover exceeding 6 million euros and optional for the rest. SII and Verifactu are mutually exclusive mechanisms: if a company is in SII, it does not need to implement Verifactu.

FactuGes: invoicing and Verifactu

FactuGes is the integrated invoicing module within the Aplifisa suite. In addition to issuing and receiving invoices, it includes adaptation to the Verifactu regulation (RD 1007/2023), which requires invoicing software systems to generate chained invoicing records with an electronic fingerprint. It is important to note that the AEAT does not approve or certify software: the mechanism is the manufacturer's responsible declaration. The current mandatory dates are 1 January 2027 for legal entities and 1 July 2027 for self-employed individuals, in accordance with Royal Decree-Law 15/2025.

ApliScan (OCR)

Optical character recognition module for digitising invoices received on paper or as unstructured PDFs. It speeds up the bookkeeping process by automatically extracting the relevant fields (supplier, date, amount, description) and proposing them to the accountant for validation.

Firm Management

Internal management tool for the firm: case file management by client, calendar of tax and payroll deadlines, task assignment to the team, time tracking, and internal fee billing. This is the module that turns Aplifisa into a professional management platform, not merely a tax returns programme.

Employee Portal

Allows employees of the advisory firm's client companies to view and download their payslips, withholding certificates and employment documentation from a secure environment, without the firm having to intervene in each request.

Property Management and GDPR module

Aplifisa also includes a specific module for firms that also manage homeowner communities, as well as tools for compliance with the General Data Protection Regulation (GDPR): register of processing activities, consent management and control of the data lifecycle for clients.

Module comparison by firm profile

How to implement Aplifisa: the real process, step by step

Implementing Aplifisa is not just about installing the programme and hoping the team learns it on their own. A professional firm works with sensitive data from hundreds of clients, with immovable tax deadlines and a working pace that cannot afford interruptions. That is why at Summum Sistemas, as an Official TeamSystem Partner, we structure the process into four distinct phases.

Phase 1 — Analysis and planning

Before touching any configuration, we audit the firm's current situation: software in use, client volume, required modules, campaign calendar and the team's digital maturity level. With this information we design an implementation plan that respects the periods of lower tax activity (typically August and January) and defines which modules are activated first.

Phase 2 — Data migration

Migration is the most delicate moment. If the firm was previously on another platform — a3ASESOR by Wolters Kluwer, Sage Despachos or others — historical data (clients, case files, balances, payroll data) must be extracted and loaded into Aplifisa without loss or errors. We carry out the migration in a test environment, validate the integrity, and only then move to the production environment.

Phase 3 — Configuration and parametrisation

Every firm has its particularities: collective agreements specific to the sectors it works in, regional tax forms specific to its autonomous community, internal approval workflows. Parametrising Aplifisa to reflect exactly how the team works is the difference between software used «halfway» and software that multiplies productivity from the first month.

Phase 4 — Training and ongoing support

Training is not a one-day event: it is a process. We start with hands-on sessions focused on the most urgent modules, continue with support during the first real campaigns, and keep a support channel available to resolve day-to-day queries. The goal is for the team to become self-sufficient in the shortest possible time.

Aplifisa and adapting to Verifactu: what your firm needs to do

Since the approval of Royal Decree-Law 15/2025, the mandatory dates for Verifactu have been clearly set: 1 January 2027 for legal entities and 1 July 2027 for self-employed individuals. This affects invoicing software systems, including those used by advisory clients to issue their invoices.

Aplifisa's FactuGes module already incorporates the Verifactu adaptation: it generates invoicing records with the electronic fingerprint (chained hash) and the QR code required by the regulation. The AEAT does not certify or approve software; the manufacturer issues its responsible declaration of conformity with RD 1007/2023. Firms that manage their clients' invoicing must verify that the version of Aplifisa they have installed is up to date and that affected clients migrate in time.

Remember also that SII and Verifactu are mutually exclusive: clients already in the SII regime (annual turnover exceeding 6 million euros) do not need to implement Verifactu. For the rest, the deadline is approaching and the window for an orderly implementation narrows every month that passes.

If you want to plan your firm's adaptation, consult our Aplifisa implementation service and we will give you a no-obligation assessment.

Advantages of implementing Aplifisa with a specialist versus going it alone

Aplifisa can be contracted directly with the manufacturer, but experience shows that firms that go through a guided implementation process significantly reduce the time to full productivity and avoid the most common mistakes: incorrect configuration of collective agreements, incomplete data migrations or insufficient training that forces work to be repeated.

We have been implementing management software for SMEs and professional firms for more than 17 years, with offices in Valladolid, Burgos, Palencia, Aranda de Duero and Las Palmas. We know the real workflows of a Spanish advisory firm: the income tax campaign in spring, the corporate tax close in July, the monthly payroll closes, Social Security inspections. That practical experience is what distinguishes a quality implementation from a simple installation.

Integrating Aplifisa with the rest of the TeamSystem ecosystem

One of the advantages of working with a suite within the TeamSystem ecosystem is native integration between products. Firms that also manage their clients' accounting with Contasol can share data between both platforms without manual re-entry. Those with SME clients that issue their own invoices can direct them towards Factusol (for trade companies) or Billin (for self-employed and micro-businesses), maintaining a coherent ecosystem where information flows between the client and the advisory firm.

For firms that want to go further in automating internal processes — automatic document classification, invoice data extraction, tax review assistants — at Summum we also have the Summum IA area, specialising in the integration of artificial intelligence tools in professional firms.

Frequently asked questions

Does Aplifisa work in the cloud or only on the desktop?

Aplifisa offers versions for both local installation on Windows and cloud access, allowing the firm's team to work from any location with an internet connection. The specific modality depends on the licence contracted. During the analysis phase prior to implementation we assess which option best fits the firm's infrastructure and mobility needs.

How long does it take to implement Aplifisa in a medium-sized firm?

For a firm of between 5 and 15 employees migrating from another software, the full process of migration, configuration and training typically requires between 4 and 8 weeks, depending on the volume of historical data and the modules being activated. We always plan the go-live outside the busiest tax periods to minimise business impact.

Is Aplifisa adapted to Verifactu?

Yes. Aplifisa's FactuGes module incorporates adaptation to the Verifactu regulation (RD 1007/2023): it generates chained invoicing records with an electronic fingerprint and QR code. The mandatory deadline is 1 January 2027 for legal entities and 1 July 2027 for self-employed individuals. The AEAT does not approve or certify software; the manufacturer issues its responsible declaration of conformity with the regulation.

Can I migrate from a3ASESOR or Sage Despachos to Aplifisa?

Yes, although the process varies depending on the source system. Migrations from platforms such as a3ASESOR (Wolters Kluwer) or Sage Despachos are the most common and have documented procedures. The success of the migration depends largely on the quality of the data in the source system and on the planning of the transfer. At Summum Sistemas we accompany the process from start to finish, including cross-validation of data before declaring the migration complete.