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Home›Companies›Legalization of Corporate Books
REGISTRY AND ACCOUNTING OBLIGATIONS
100% online process

Legalization of official books at the Commercial Registry

File your accounting and corporate books on time, in electronic format.

Every business owner must legalize their mandatory books at the Commercial Registry within four months following the close of the financial year: journal, inventories and annual accounts, minutes book, register of shareholders, and contracts with the sole shareholder. Since the 2015 Instruction, filing is exclusively electronic, and the books must be encrypted and digitally signed.

✓Electronic filing with the Commercial Registry
✓Accounting and corporate books
✓4-month deadline managed for you
✓Legalization of overdue financial years
✓Electronic legalization certificate
✓No need to travel
Instant WhatsApp OR CALL US 930 485 101
ONLINE REQUEST
Reply < 2 h
Request: Legalization of Corporate Books
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Law 11/2023
The same legal validity as signing in person
Registered
Practising notaries of the Notarial Association of Spain
4,7 / 5
Average rating from more than 1.000 clients
< 2 h
Average response time to a request

When might you need it?

The most common cases for this procedure

Year-end closing
Standard annual legalization of the journal, inventories and accounts.
Minutes book
Minutes of shareholders' meetings and of the management body for the financial year.
Register of shareholders
Updated shareholder register following transfers of shares.
Overdue financial years
Bring unlegalized years up to date before a transaction or an audit.
REQUIREMENTS FOR THIS PROCEDURE
✓Filing within 4 months following the close of the financial year
✓Books in electronic format, encrypted and signed by the management body
✓Full content of the financial year: partial books are not accepted
✓Company with an open registry file (if closed, it must be reopened first)
✓Electronic certificate of the director or authorized signatory
DOCUMENTS YOU WILL NEED
01Files of the accounting books for the financial year (journal, inventories and accounts)
02Minutes book with all the minutes of the financial year
03Register of shareholders or of registered shares
04Electronic certificate of the signatory
REGULATIONS: Commercial Code arts. 25-33 DGRN Instruction of 12 February 2015 Law 14/2013 art. 18 (electronic legalization) Commercial Registry Regulation arts. 329-337

How does the process work?

From request to signed document, with no travelling

1 Receipt of the books 2 Preparation and signature 3 Electronic filing 4 Legalization certificate
1
Receipt of the books
⏱ 24-48 h
You send us the accounting and corporate files for the financial year; we check format and consistency.
2
Preparation and signature
⏱ 24 h
Encryption, hashing and electronic signature by the management body.
3
Electronic filing
⏱ 24 h
Submission to the relevant Commercial Registry within the deadline.
4
Legalization certificate
⏱ 3-10 days
You receive the Registry's electronic certificate confirming compliance.

Clients who have already done it

Verified reviews of this service

4,7★★★★★
★★★★★ES
"Nos ocupamos de la contabilidad internamente pero la legalización siempre se nos complicaba. Ahora les enviamos los ficheros y llega el certificado."
Rd
Responsable de administración
Industrial · Zaragoza
★★★★★ES
"Teníamos cuatro ejercicios sin legalizar y una due diligence encima. Los regularizaron todos a tiempo."
A
Administrador
Comercio · Madrid
★★★★★EN
"Books legalised electronically every year without us having to deal with the registry directly. Reliable and always on time."
Fm
Finance manager
Subsidiary · Barcelona
★★★★★ES
"Presentamos con ellos los libros de varios clientes. Formato correcto a la primera, sin defectos de calificación."
Ac
Asesor contable
Despacho · Valencia
★★★★★ES
"Necesitaba el trámite con urgencia y lo resolvieron en tiempo récord. El notario fue muy profesional y recibí el documento al día siguiente."
CR
Carmen R.
España
★★★★★EN
"Excellent service from start to finish. Everything was handled online and the signed document arrived within 24 hours. Highly recommended."
JW
James W.
Reino Unido
★★★★★ES
"Lo gestioné desde Buenos Aires sin viajar a España. Me guiaron paso a paso, incluso con el certificado digital. Todo claro y sin sorpresas."
MG
Mariana G.
Argentina
★★★★★FR
"Démarche réalisée entièrement en ligne depuis Paris. Équipe très réactive sur WhatsApp et notaire très professionnel. Impeccable."
SL
Sophie L.
Francia
★★★★★ES
"El proceso fue mucho más sencillo de lo que esperaba. Atención cercana por WhatsApp y presupuesto cerrado sin costes ocultos."
AM
Andrés M.
España
★★★★★DE
"Die Beurkundung wurde komplett online erledigt. Schnelle Terminvergabe, klare Anweisungen und das Dokument kam am nächsten Tag."
KB
Katrin B.
Alemania
★★★★★IT
"Pratica completata interamente online dall'Italia. Notaio disponibile e documento firmato in 24 ore. Servizio eccellente."
MT
Marco T.
Italia
★★★★★PT
"Tratei de tudo sem sair de Lisboa. Acompanhamento constante por WhatsApp e documento entregue no dia seguinte. Recomendo totalmente."
BS
Beatriz S.
Portugal
★★★★★ES
"Desde CDMX pensé que sería complicadísimo, pero salió a la primera. Videollamada puntual, notario clarísimo y precio cerrado."
GP
Gloria P.
México
★★★★★EN
"Handled from New York without flying to Spain. Clear instructions, fast scheduling and constant updates. Five stars."
SK
Sarah K.
Estados Unidos

Frequently asked questions

What exactly is book legalization?−
It is the act by which a notary certifies (stamps and seals) a company's official books, accrediting their identity, number of pages, and dates. It grants legal validity to business records.
What books are companies required to legalize?+
All commercial companies must legalize: general meeting minutes book, shareholders' register (LLC) or shareholders' register (corporation), journal book, and inventory book. Those with a board must add board minutes book.
When should I legalize the books?+
Books must be legalized before use (opening certification). Closing certification is added when completed. For accounting books, legalization can be done within the 4 months following the fiscal year closing (Article 27 Commercial Code).
Can electronic books be legalized?+
Yes, since 2013 it has been possible to legalize books in electronic format through the notary's electronic signature on the digital file. They must meet specific technical format and structure requirements.
How much does it cost to legalize a book?+
Notarial fees are regulated by schedule according to book type and number of pages. Approximately: minutes book €30-60, accounting books €40-80. Request an exact quote for your case.
What happens if I don't legalize the books?+
Not legalizing books is a violation of the Commercial Code, can lead to administrative penalties (Tax Authority), rejection of annual accounts at the Commercial Registry, and invalidity of records as evidence in court.
How long must legalized books be kept?+
The Commercial Code requires keeping books for at least 6 years from the last entry. In practice, it is recommended to keep them indefinitely due to possible future inspections or litigation.
Can I legalize books with pages already written?+
No, books must be legalized blank before use (opening certification). If you need to regularize already-used books, consult with the notary about possibilities for correction through an exhibition certificate.
What books does a single-member limited company (SLU) need?+
An SLU must legalize: minutes book, shareholders' register, sole shareholder-company contracts book, journal book, and inventory book. A minimum of 5 mandatory books.
Do self-employed individuals need to legalize books?+
Self-employed individuals under direct estimation regime are required to keep sales and income books, purchases and expenses books, and investment goods books, but they do NOT require notarial legalization (only commercial companies do).
What happens if I don't legalize the books on time?+
They can still be legalized after the deadline, but the Registry will record the late filing, and this remains visible. In a due diligence process, an audit or legal proceedings, unlegalized books seriously weaken their evidentiary value.
What is the exact deadline?+
Four months from the close of the financial year. For a calendar year ending on 31 December, that means until 30 April.
Can I legalize books from previous years?+
Yes, and it is advisable before selling the company, arranging financing or undergoing an audit. They are filed as a late legalization for each financial year.
Are paper books still valid?+
Not for legalization purposes: since 2015 the process has been exclusively electronic, with books in encrypted, digitally signed electronic format.
Which books are mandatory for a limited liability company (S.L.)?+
The journal, inventories and annual accounts, the minutes book and the shareholder register. For a sole-shareholder company, the book of contracts with the sole shareholder is also required.
Do documents signed online have the same validity as those signed in person?+
Exactly the same. Law 11/2023 recognises the full legal validity of notarial documents executed by video call with a qualified electronic signature before a registered notary.
Do I need a digital certificate?+
Yes, to sign electronically you need a digital certificate or an electronic DNI. If you do not have one, we help you obtain it quickly before your appointment, with no additional handling fee.
Can I do it from abroad?+
Yes, the notarial video call works from any country. You only need a stable connection, your valid identity document and a digital certificate.
How much does this service cost?+
The quote includes the official notarial fees set by the Notarial Association plus our handling, fixed before you start and with no hidden costs. Request it with no obligation via WhatsApp or the form.
What if I have questions during the process?+
Our team supports you from start to finish via WhatsApp, phone or email, and the notary answers all your legal questions before signing.
Ready to get started?
Request information with no obligation: we will contact you within 2 hours.
WhatsApp 930 485 101