How to send IT equipment to Spain

CURRENCY

Euro (EUR)

OFFICIAL LANGUAGE

Spanish

TIME ZONE

CET / GMT+1

(GMT+02:00 during daylight saving time)

CUSTOMS DUTY ON ELECTRONICS

3-5%

Generally customs duties and 21% VAT on most goods, including electronics, with potential reductions or exemptions for certain products

SHIPPING LEAD TIME

3-5 days

Typically within Spain, with remote areas potentially taking longer

IT OUTSOURCING MARKET

€9.5 billion

Valued approximately in 2024, it is projected to reach €11 billion by 2025 due to growing demand for IT services, cloud solutions, and digital transformation efforts

Digital infrastructure: Spain has robust digital infrastructure, with most households having access to high-speed internet (fiber optic and 4G). By 2025, the government plans to extend 5G coverage to 100% of the population. The fiber network is among the most extensive in Europe, covering 90% of urban areas.

IT outsourcing and managed services: The IT outsourcing market in Spain has grown significantly and is projected to grow by 7.42% (2025-2029) resulting in a market volume of US$15.47bn in 2029. Local firms are increasingly leveraging cloud, cybersecurity, and IT support services, with 30% of companies using outsourced IT for cost-efficiency and scalability.

Cybersecurity and data protection: With cybercrime on the rise, most Spanish companies consider cybersecurity a top priority. Spain is fully compliant with the GDPR and has experienced a 20% increase in cybersecurity investments over the past three years.

Talent pool and workforce: Spain's tech talent pool is growing, with over 400,000 professionals in the IT sector. However, there is a notable skills gap, especially in AI, data science, and cybersecurity.

Regulatory environment: Spain’s regulatory environment is shaped by EU laws, including GDPR, which mandates data protection standards. The Digital Spain 2025 plan seeks to digitally transform 50% of SMEs by 2025.

Customs regulations

As a member of the EU Customs Union, Spain follows EU-wide customs regulations. These rules apply to all goods entering the country, including IT equipment. Customs authorities in Spain ensure that imported products comply with EU standards, including safety, environmental, and technical specifications. Customs clearance typically involves an assessment of the product's classification, origin, and value.

Duties and taxes

Electronics, including IT equipment, typically attract 0-5% customs duties, depending on the specific classification of the goods. Certain products, such as laptops or servers, may fall under duty-free categories, but it’s important to verify the classification based on the Harmonized System (HS) code.
A 21% VAT is levied on the total value of the goods, including shipping and customs duties. For example, if the customs value of your IT equipment is €1,000, you would pay €210 in VAT on top of any duties.
For goods valued at €150 or less, there are certain exemptions from customs duties, but VAT (21%) still applies. For commercial shipments, the €150 threshold does not apply, and both VAT and customs duties (0-5%) will be levied based on the item’s classification.
In some cases, reduced VAT rates or exemptions may apply for specific categories of equipment, especially if it's intended for commercial or industrial use. It's important to check if your shipment qualifies for any such reductions.
- Eco-friendly Equipment: IT equipment that qualifies as energy-efficient or environmentally friendly may be eligible for reduced VAT rates or exemptions.
- Medical Devices: If the IT equipment is intended for medical use or qualifies as a medical device under EU regulations, it may be subject to reduced VAT rates or may be zero-rated for VAT.

Required documentation

Commercial Invoice: Clearly state the equipment’s description, value, and country of origin.
Packing List: Specify the contents of the shipment, including the quantity and type of equipment.
Bill of Lading or Airway Bill: For transport-related documentation.
CE Marking: All IT equipment must meet the EU's safety, health, and environmental protection standards and must be CE marked to show compliance.
Certificate of Origin: Especially if the goods are coming from a country with which the EU has a trade agreement, you may need a certificate of origin to benefit from lower duties.

Customs Declaration Form (SAD - Single Administrative Document)

Import restrictions

Restricted Items: While most IT equipment can be freely imported, Certain IT equipment, like encryption technology, surveillance devices, and dual-use items (products with both civilian and military applications), may require a special export license. These items are subject to export controls by the Spanish government and the European Union, and you may need an export license from the Spanish Ministry of Industry, Trade, and Tourism.
Environmental Regulations: Spain, as part of the EU, adheres to strict environmental laws related to electronic waste. Imported IT equipment may need to comply with the WEEE (Waste Electrical and Electronic Equipment) directive, which ensures proper recycling and disposal of electronics. You may also be required to register your equipment with local waste management bodies.
Lithium Batteries: For IT equipment with lithium or lithium-ion batteries, be sure to comply with dangerous goods shipping regulations, especially if shipping by air. Proper packaging and labeling are required to prevent short-circuiting and fire hazards. Batteries must be insulated and packaged in accordance with IATA and ADR (road transport) guidelines.

New vs. Used equipment

New Equipment: Imported new IT equipment, such as laptops, desktops, and servers, follows the standard process for VAT (21%) and customs duties (0-5%). Make sure to correctly declare the equipment’s value to ensure accurate duty and tax assessments.
Used and Refurbished Equipment: If you're shipping used or refurbished IT equipment, it must comply with WEEE (Waste Electrical and Electronic Equipment) regulations, which govern the proper disposal and recycling of electronic waste. You may also be required to provide proof that the equipment has been properly recycled or disposed of, especially if it’s considered hazardous or contains toxic materials.

Custom clearance process

Pre-Arrival Filing: It’s advisable to submit the necessary customs documentation before the shipment arrives to avoid delays.
Duties and VAT Payment: Ensure that duties and VAT are paid in full before the goods are cleared. You can typically pay these fees online or through a customs broker.
Customs Broker: If you’re unfamiliar with the customs process in Spain, consider using a customs broker. Brokers will help ensure all documentation is in order, facilitate the payment of duties and taxes, and expedite the customs clearance process.

Penalties or fines for non-compliance

Customs Violations
- Incorrect Declaration: Fines of 50% to 100% of duties and taxes owed.
- Unpaid Duties/VAT: Penalties range from 50% to 150% of unpaid duties, with potential criminal charges for severe cases.
WEEE (Waste Electrical and Electronic Equipment) Non-Compliance
- Failure to Register: Fines from €1,000 to €200,000.
- Improper Disposal: Fines for failure to properly recycle or dispose of hazardous materials.
CE Marking & Safety Violations
- Missing CE Mark: Fines of €300 to €30,000 and potential seizure of goods.
- Safety Non-Compliance: Additional fines and possible product ban.
Lithium Battery Shipping Violations
- Improper Packaging: Fines from €500 to €10,000 for incorrect labeling or packaging.
- Failure to Notify Authorities: Fines for non-compliance with shipping regulations.
Sensitive Technology Import Violations
- Unauthorized Importation: Fines exceeding €100,000, confiscation of goods, and possible criminal charges.
Late Payment of Taxes
- Interest: 5-10% annually on overdue payments.
- Late Payment Fines: 1% to 15% of unpaid taxes.
Environmental Penalties
- Hazardous Waste Disposal: Fines for improper disposal can reach up to €1 million for large-scale violations.

Select Trusted Couriers: Choose established couriers such as GroWrk, DHL, UPS, FedEx, or local carriers like SEUR for reliable international shipping. They offer tracking services and are familiar with customs procedures.
Check Service Levels: Depending on the urgency, opt for express or standard shipping. Express services generally take 3-5 days to reach Spain, while standard services may take up to a week.
Use High-Quality Packaging: IT equipment is fragile, so pack items with care. Use strong, padded boxes and cushioning materials such as bubble wrap, foam, or air cushions to protect the equipment from bumps or drops.
Disassemble Where Possible: If shipping large equipment like servers or monitors, disassemble removable parts (e.g., stands or cables) to prevent damage during transit.
Label Clearly: Ensure each package is clearly labeled with the recipient’s name, address, and contact information. Mark the contents as "fragile" to prompt careful handling.
Accurate Product Descriptions: On the commercial invoice, provide a detailed and accurate description of the equipment. Misleading or vague descriptions can cause delays or issues with customs clearance.
Value Declaration: Declare the correct value of the goods to avoid under- or over-declaring, which could lead to fines or delays in customs processing. The declared value also determines the amount of duty and VAT to be paid.
Customs Declarations: Ensure that all customs paperwork, such as the Single Administrative Document (SAD), commercial invoice, and packing list, is filled out correctly and included with the shipment.
Proof of Origin: If applicable, include a certificate of origin to prove where the equipment was manufactured. This can help reduce customs duties under EU trade agreements.

VAT Number: If you're a business, provide your Spanish VAT number to avoid paying VAT twice or to apply for tax exemptions if you're shipping for commercial purposes.
Understand Customs Fees: As mentioned earlier, IT equipment is subject to 0-5% customs duties and 21% VAT. Factor these costs into your shipping budget.
Pre-Pay Duties and Taxes: Some carriers offer the option to pre-pay customs duties and taxes, which can help streamline the delivery process and prevent the recipient from being charged extra upon arrival.
Protect Against Loss or Damage: Shipping valuable IT equipment can carry risks. Consider purchasing shipping insurance to protect against any potential loss, theft, or damage during transit.
Environmental Compliance: IT equipment needs to comply with EU regulations, including WEEE (Waste Electrical and Electronic Equipment) and RoHS (Restriction of Hazardous Substances). Ensure your products meet these standards before shipping.
Use Tracking Tools: Most major shipping carriers provide tracking services. Keep an eye on the shipment's progress to ensure it’s moving as expected.
Stay in Touch with the Recipient: Let the recipient know when to expect the delivery and if there are any delays or customs-related issues. Having the recipient prepared for any customs formalities will ensure quicker clearance.
Expect Weather and Seasonal Delays: Be mindful that weather conditions or high shipping volumes (like during holiday seasons) can cause delays. Factor this into your timeline when sending high-priority IT equipment.
Spanish Delivery Options: Depending on your recipient’s location, consider working with local delivery services in Spain to streamline last-mile delivery. Services like SEUR, Correos, and MRW are popular in Spain and often provide more efficient delivery options within the country.

Laptops (Business Grade):

Mid-range: €700 - €1,400
High-end: €1,400 - €3,000+
High-end models such as Apple (MacBook Pro), Dell (XPS), and Lenovo ThinkPads are priced on the higher end.

Monitors (Business Grade):

Standard: €150 - €350
Ultrawide/4K: €400 - €1,000
Monitors from trusted brands like Dell, Samsung, and LG typically range within these prices, with 4K or ultrawide models costing more.

Desktops (Business Grade):

Standard Desktop PC: €500 - €1,500
Workstation Desktop (for high-performance tasks): €1,500 - €3,500+
Prices depend on the brand and specifications, with options from HP, Lenovo, and Apple among the most common.

Printers (Laser):

Standard Office Printers: €150 - €400
High-Volume Printers: €600 - €2,000+
Leading brands such as HP, Canon, and Brother offer a wide range of models for office environments.

Key Public Holidays in Spain:

New Year’s Day (Año Nuevo) – January 1
Good Friday (Viernes Santo) – Varies (March or April, depending on Easter)
Labour Day (Fiesta del Trabajo) – May 1
Assumption of Mary (Asunción de la Virgen) – August 15
National Day of Spain (Fiesta Nacional de España) – October 12
All Saints’ Day (Día de Todos los Santos) – November 1
Constitution Day (Día de la Constitución) – December 6
Immaculate Conception (Inmaculada Concepción) – December 8
Christmas Day (Navidad) – December 25
Boxing Day (Día de San Esteban) – December 26 (in Catalonia, Balearic Islands, and some other regions)

Some holidays, like Good Friday and Labour Day, are observed across all regions, while others are region-specific. Local holidays may also exist depending on the municipality or autonomous community. If you are shipping or managing IT assets in Spain, be aware that public holidays may affect shipping times, customs processing, and business operations.

Typical work hours for IT professionals

Work Week: Typically, 40 hours per week is standard, though some companies may operate with flexible hours or reduced hours in certain cases.
Workday: The standard workday usually runs from 9:00 AM to 6:00 PM with a 1-2 hour lunch break. However, the lunch break can be longer in some sectors, especially if employees observe the traditional Spanish lunch hours (around 1:30 PM to 3:30 PM).

Local delivery and logistics services

GroWrk: With a strong network of world-class shipment partners, GroWrk can effectively retrieve your IT equipment from employees in Spain.
Correos: With its extensive local network and reliable national delivery services, Correos ensures a smooth and cost-effective return of IT equipment across Spain.
SEUR: SEUR’s express services and robust infrastructure guarantee fast and secure retrieval of your IT equipment from employees, ensuring minimal downtime.
DHL Express: Leveraging DHL's global reach and fast, trackable services, it ensures timely and secure collection of IT devices from any location in Spain.
GLS Spain: With GLS’s efficient parcel delivery and business solutions, it can easily manage the return of IT equipment, keeping your logistics cost-effective and reliable.

IT Inventory Management

Asset Tracking: Maintain an up-to-date inventory of all IT equipment. When retrieving devices, ensure they are logged back into your asset management system for tracking purposes. This will help prevent loss or misplacement of devices.
Decommissioning or Reallocation: Decide whether the equipment will be reused, refurbished, or recycled. If reallocated, ensure that it’s wiped and set up for the next employee. If decommissioned, follow the proper disposal or recycling protocols.

Employee transition process

Offboarding Procedure: Make sure the retrieval of IT equipment is part of the offboarding procedure for employees leaving the company. This includes ensuring that all access to company systems is revoked and that any company data on personal devices is deleted.
Exit Interviews: Conduct exit interviews to ensure all company property is returned and to check if there are any outstanding issues with equipment or software licenses.

Communication with Employees

Clear Instructions: Provide clear instructions to employees on how and when they should return IT equipment. Whether this is done physically or via shipping, ensure they are aware of the importance of returning devices in a timely and secure manner.
Provide Support: Make sure employees have a point of contact if they have questions about the return process or encounter any issues with packaging or shipping.

Data Wiping

Use certified data destruction software: Tools like Blancco, DBAN, or other industry-standard software ensure that all personal, business, and sensitive data is fully wiped from devices.
Physical destruction: If data wiping isn’t possible (e.g., for hard drives), physically destroy the device (e.g., shredding, crushing) to ensure no data is recoverable.

WEEE Compliance (Waste Electrical and Electronic Equipment Directive)

Spain follows the WEEE Directive, an EU regulation for the responsible disposal and recycling of electrical and electronic waste:

Register with WEEE-compliant schemes: If your business is placing IT equipment on the market, you must ensure your equipment is registered with a certified WEEE compliance scheme.
Authorized collection points: IT equipment should be taken to an authorized recycling center or WEEE collection point. Many retailers and local councils also offer collection services for old electronics.
Penalties or fines for non-compliance:
- Failure to Register: Fines from €1,000 to €200,000.
- Improper Disposal: Fines for failure to properly recycle or dispose of hazardous materials.
- Hazardous Waste Disposal: Fines for improper disposal can reach up to €1 million for large-scale violations.

Disposal of Batteries

Proper disposal of batteries: Batteries must be disposed of separately at certified recycling points. You can take them to local waste collection centers or retail locations that accept batteries for recycling.
Follow hazardous waste guidelines: Lithium-ion batteries are classified as hazardous waste, so ensure they are disposed of according to ADR (transport regulations) and IATA (for air transport) standards if applicable.

Donation or Resale

Donation: Consider donating it to charities or schools that accept used devices. Ensure the devices are fully wiped of all data before donation.
Resale: If the equipment has resale value, you can also choose to sell it or trade it in. Ensure proper data destruction has been carried out before any transfer.

1. Wide global coverage

With operations in over 150 countries, including Spain, GroWrk guarantees smooth deployment and management of your IT equipment to remote teams throughout the country. Wherever your employees are located in Spain, we ensure timely and hassle-free service.

2. End-to-End Asset Management

GroWrk simplifies the entire lifecycle of IT assets—covering procurement, deployment, management, and retirement. By handling all aspects of your IT asset lifecycle, we allow your team to focus on driving business growth, while we take care of the logistics.

3. Intuitive Platform for Easy Deployment

GroWrk’s user-friendly platform makes it effortless to deploy and manage devices in Spain. With just a few clicks, you can order, ship, and track IT equipment, reducing administrative overhead and minimizing costly errors. Our platform empowers your IT team with tools that streamline operations, cutting down on time and costs.

4. Smooth Delivery and Equipment Retrieval

From delivering laptops and IT gear to remote employees across Spain to ensuring smooth retrieval of assets from outgoing team members, GroWrk handles it all. We simplify the process so your team can focus on what matters most—delivering results.

5. Compliance with Spanish Import Regulations

GroWrk ensures that all shipments adhere to Spain's import requirements, including compliance with local regulations such as CE certification and tax obligations. By managing these details, we eliminate the risk of delays or fines, ensuring your IT equipment arrives on time and fully compliant.

6. Efficient Repairs and Maintenance

GroWrk takes care of the entire repair and maintenance process, ensuring your devices are always in top working condition. From routine checkups to emergency fixes, we handle everything, allowing you to keep your teams productive without worrying about technical disruptions.

7. 24/7 Support for Peace of Mind

Whether you need shipping, asset management, or troubleshooting assistance, GroWrk offers round-the-clock customer support. Our team is available anytime to guide you through the complexities of IT asset management and help you resolve any issues quickly.

How to send IT equipment to Spain

At a glance

Overview of IT operations in Spain

Shipping IT equipment to Spain: What you need to know

Checklist for sending laptops to Spain

Average cost of IT Equipment in Spain

Public holidays & IT work hours to plan your shipment

What to consider when retrieving IT equipment from employees in Spain?

How to dispose of IT equipment in Spain

Local IT Outsourcing Solutions in Spain

Procure, configure, and deploy your IT devices from one platform