Invoice generator for Germany (Rechnung) in English

How to create an invoice for Germany

1. Check the region and currency. The editor opens with Germany defaults: EUR, VAT (Umsatzsteuer) presets and the right date and number format. Change the currency in the settings if you bill in another one.
2. Add your business details. Enter your name, address and USt-IdNr. and steuernummer. Upload a logo if you have one. Save it as a business profile so you can reuse it next time.
3. Add the client. Fill in the customer’s name and address and their customer ust-idnr. where it applies. Saved clients are stored in your browser for next time.
4. Add line items and tax. Describe each item, enter quantity and rate, and choose a VAT (Umsatzsteuer) preset or set your own rate. The totals update as you type, and you can switch between tax-exclusive and tax-inclusive prices.
5. Check the checklist and terms. Open the compliance checklist to see which required fields are still empty, then choose payment terms, add bank details and notes.
6. Pick a template and colour, then export. Choose one of the 15 templates and colour themes, then download the PDF, use Print / Save as PDF, or export a PNG. Everything is created in your browser.

What a German invoice (Rechnung) has to be

A German Rechnung is regulated by section 14 of the Umsatzsteuergesetz (UStG), the VAT Act. The same rules apply whether you are a freelancer (Freiberufler), a trader (Gewerbetreibender) or a company, with some relief for very small invoices and for businesses that are exempt under the Kleinunternehmerregelung. This page is in English for people who need to invoice German customers and do not speak German fluently, and the output can be bilingual using the label editor.

The generator uses a decimal comma and a full stop as thousands separator (1.234,56 €), which is what German readers expect. It uses A4 paper and day-month-year dates. Pick “Invoice (Rechnung)” as the title or rename it to “Rechnung” in the label settings.

Important note on e-invoicing. Germany is moving to structured electronic invoices for domestic business-to-business transactions. Since 1 January 2025 every business must be able to receive them. Obligations to issue them follow in 2027 and 2028, depending on turnover, and there are exceptions for small-business exempt sellers and for small invoices. These e-invoices are structured data files in formats such as XRechnung or ZUGFeRD, not images or ordinary PDFs. A PDF from this tool is a normal readable invoice but not a structured e-invoice. See the Bundesfinanzministerium e-invoicing FAQ linked on this page for dates and exceptions, and our timeline.

Pflichtangaben: what must be on the invoice

Section 14(4) UStG lists the mandatory details. In English they are:

• Supplier and customer names and addresses
• Tax number or USt-IdNr. of the supplier
• Issue date and a unique sequential invoice number
• Quantity and description of goods or services (and date of supply)
• Net amount per tax rate, rate and VAT amount – or a reason for exemption

• The full name and address of the supplier and the customer.
• The supplier’s tax number (Steuernummer) or VAT ID (USt-IdNr.). Freelancers often use the Steuernummer; businesses supplying cross-border use the USt-IdNr.
• The invoice date.
• A unique sequential number (fortlaufende Rechnungsnummer).
• The quantity and description of the goods or the scope and nature of the service.
• The date of delivery or service, or the period it covers, stated unless it is the same as the invoice date.
• The net amount by tax rate, the tax rate and the tax amount, or a reference to an exemption.
• Any discount agreed in advance, unless already reflected in the price.

For invoices up to €250 gross (Kleinbetragsrechnung), a simplified form is allowed: supplier name and address, date, quantity and description, gross amount and the tax rate. Check § 33 UStDV and the BMF if you rely on this.

Kleinunternehmer: invoicing without VAT

If your turnover in the previous calendar year was no more than €25,000 and is expected to stay at or below €100,000 in the current year, you can use the small-business scheme in § 19 UStG and charge no VAT. These limits changed with effect from 2025, so read § 19 on gesetze-im-internet.de before applying them to yourself. If you use the scheme, your invoices must not show VAT, and you should add a note. The generator’s flag prints the customary wording: “Gemäß § 19 UStG wird keine Umsatzsteuer berechnet.” You still show your Steuernummer, but not a USt-IdNr. unless you have one.

Note that the scheme means you cannot reclaim input VAT on your own purchases. Whether it is worth it depends on your customers: business customers who can reclaim VAT do not mind, whereas consumers see lower prices. Ask a Steuerberater if you are unsure.

VAT rates, reverse charge and EU customers

Germany’s standard VAT rate is 19% and the reduced rate is 7%, which covers many food items, books and some other goods and services. Look at the VAT Act’s annex and BMF guidance for what qualifies. The preset menu in the editor includes both, and a mixed option with a per-line tick box.

When you supply services to a business customer in another EU country, you generally do not charge German VAT, and you should state “Steuerschuldnerschaft des Leistungsempfängers” (reverse charge) and show both VAT IDs. Section 13b UStG also applies reverse charge for certain domestic supplies, such as some construction services and certain scrap or mobile phone trade. See the reverse-charge guide and the VAT calculator.

A worked example

Anna is a freelance translator in Hamburg, registered for VAT, invoicing a German agency for a 12,000-word translation at €0,09 per word.

She adds her Steuernummer, the period of service (“1–14 October 2026”), a payment term of 14 days and her IBAN and BIC.

Payment terms, late interest and retention

For business-to-business transactions, section 288 of the Civil Code (BGB) sets default interest at nine percentage points above the Bundesbank base rate, and a flat €40 recovery fee. These apply by law, but it is good practice to repeat them in your terms. Put a clear due date on the invoice; a payment term without a date can be argued about.

German record-keeping periods for accounting vouchers are being shortened, and the length depends on the type of document. Ask your tax adviser or check the current legal text. Our general retention guide links the official sources.

Mistakes to avoid

• Using VAT when you are a Kleinunternehmer, or leaving out the § 19 note.
• Forgetting the date of service, which is separate from the invoice date.
• Missing Steuernummer or USt-IdNr.
• Assuming a PDF is an e-invoice. Check whether the e-invoice mandate applies to you.
• Not showing net amounts per VAT rate.

Zahlungsziel, Skonto and Mahnung: getting paid on time

German business customers are used to a stated Zahlungsziel (payment target) on every invoice, commonly 14 days. State it as a date, add your IBAN and BIC and use the invoice number as the Verwendungszweck (payment reference). Some customers expect a Skonto, a small discount for quick payment, for example “2% Skonto within 8 days, net within 30 days”. Offer it only if you have calculated what it costs you, and show the discounted amount on the invoice so there is no discussion.

Under § 286 BGB, a business customer is generally in default 30 days after receiving the invoice, even without a reminder, if no other date was agreed; for consumers the invoice has to mention this consequence. Many freelancers still follow a three-step routine: a friendly Zahlungserinnerung (reminder) right after the due date, a first Mahnung after about a week with a new deadline, and a second Mahnung with a clear statement of what follows. If that fails, a gerichtliches Mahnverfahren, the court payment-order procedure, is an inexpensive next step. Ask a lawyer or a trade association for the current rules before using it.

For regular projects, a Abschlagsrechnung (invoice for partial payment) is common. Show the amounts paid in the “paid” field so the final invoice makes the balance clear.

Glossary

USt

Umsatzsteuer, German VAT.

Steuernummer

Tax number issued by the local tax office.

USt-IdNr.

VAT identification number used in cross-border EU trade.

XRechnung

German structured e-invoice standard, mainly for public-sector invoicing.

ZUGFeRD

Hybrid format: a PDF with embedded structured data.

Kleinunternehmer

A small business exempt from charging VAT under § 19 UStG.

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