Contractor Invoice Template Germany
A contractor invoice bills a client for work done under a contract, often a fixed day rate for an agreed period or a set of milestones. This template is set up for Germany: amounts in EUR, MwSt. at 19% on each line. Change anything you like, then download it as a PDF.
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How to write a contractor invoice
- Quote the client's purchase order or contract number; many companies will not pay an invoice without it.
- Attach or reference the approved timesheet for the period you are billing.
- List expenses on their own lines and keep the receipts.
- Check whether your client must withhold tax from your payments in your country.
Not sure what to charge? Work out your minimum rate with the freelance rate calculator, and agree the price first with the quote generator.
What an invoice must include in Germany
- Full name and address of the supplier and of the customer
- The supplier's tax number (Steuernummer) or VAT ID (USt-IdNr.)
- Date of issue
- A unique sequential invoice number
- Quantity and usual trade description of the goods, or the extent and type of the service
- Date of the supply or service (or of payment received in advance)
- Net amount broken down by tax rate and exemption, and any agreed reduction not already in the price
- Applicable tax rate and tax amount, or a note that an exemption applies
- Where relevant: note of the customer's duty to keep the invoice (supplies connected with property to private customers), and 'Gutschrift' for self-billed invoices
- B2B invoices between German businesses must be structured e-invoices (XRechnung or ZUGFeRD): all must be able to receive them since 1 January 2025; issuing becomes mandatory from 1 January 2027 for businesses with prior-year turnover over €800,000 and from 1 January 2028 for all.
Invoice rules in Germany at a glance
- Tax
- Umsatzsteuer (VAT), standard rate 19%. See all rates and the VAT calculator
- Tax number
- Steuernummer or USt-IdNr. (VAT identification number)
- Not registered for tax
- Small businesses using the Kleinunternehmer scheme (§19 UStG: turnover up to €25,000 in the prior year and €100,000 in the current year) do not charge VAT; their invoice states the total as one sum with a note that the small business exemption applies (for example 'Gemäß § 19 UStG wird keine Umsatzsteuer berechnet'). If they show VAT anyway, they owe it.
- Small invoices
- Invoices of €250 or less in total (Kleinbetragsrechnung, §33 UStDV) need only the supplier's name and address, the date, the quantity and type of goods or service, and the gross amount with the tax rate (or exemption note).
- Payment terms
- A debtor is in default at the latest 30 days after the due date and receipt of an invoice (§286(3) BGB); agreed B2B terms over 60 days are valid only if expressly agreed and not grossly unfair (§271a BGB).
- Late payment
- §288 BGB: default interest on payment claims, plus a €40 lump sum (§288(5)) when the debtor is not a consumer. The lump sum counts towards any later legal costs claimed. Fixed compensation: €40 lump sum per late payment claim against a business debtor.
- Keep records
- 8 years for invoices (§14b UStG, from the end of the calendar year of issue).
Contractor Invoice Template Germany: frequently asked questions
How do contractors invoice for a day rate?
Put the number of days worked as the quantity and your day rate as the price, with the period in the description, for example “Contract work, March 2026: 20 days”. Reference the approved timesheet.
Can I add expenses to a contractor invoice?
Yes, if your contract allows it. Put each expense on its own line, keep the receipts and do not add a markup unless it was agreed.
Do I have to charge VAT on my invoices in Germany?
Small businesses using the Kleinunternehmer scheme (§19 UStG: turnover up to €25,000 in the prior year and €100,000 in the current year) do not charge VAT; their invoice states the total as one sum with a note that the small business exemption applies (for example 'Gemäß § 19 UStG wird keine Umsatzsteuer berechnet'). If they show VAT anyway, they owe it.
How long must I keep invoices in Germany?
8 years for invoices (§14b UStG, from the end of the calendar year of issue).
Can I charge interest on late payments in Germany?
§288 BGB: default interest on payment claims, plus a €40 lump sum (§288(5)) when the debtor is not a consumer. The lump sum counts towards any later legal costs claimed. Basiszinssatz 1.52% from 1 July 2026 (Deutsche Bundesbank), so B2B default interest is 10.52% a year and consumer default interest 6.52% until 31 December 2026 (1.27% base from 1 January 2026 to 30 June 2026). Work it out with the late payment calculator.
Is this invoice template free?
Yes. Edit the template in your browser and download it as a PDF for free, with no sign-up and no watermark. Nothing you type is uploaded.
Sources
The rules on this page were checked in October 2026 and are general information, not legal or tax advice. Check the official sources or ask an accountant in Germany if you are unsure what your invoices must show.
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