German VAT invoices need specific tax fields and delivery rules. Everhour keeps reporting connected after the invoice is sent.
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Use this page to prepare an invoice you can email to a German customer without leaving out the fields that matter for VAT review and payment processing. A standard German VAT invoice under § 14 UStG needs supplier and recipient full names and addresses, a supplier Steuernummer or USt-IdNr., issue date, unique invoice number, supply details, supply timing, taxable amounts, VAT details, and any required special note.
The email itself should make the invoice easy to identify. Put the invoice number, supplier name, and due date in the subject or opening line, then attach the invoice in the agreed format. For domestic German B2B supplies performed after December 31, 2024, the e-invoice rules can affect the attachment format, so confirm whether the buyer needs a structured electronic invoice rather than a plain PDF.
Germany's VAT regime is Umsatzsteuer or Mehrwertsteuer. Ordinary invoices show the taxable amount split by tax rate or exemption, plus the VAT rate and VAT amount or a valid exemption note. Germany's standard VAT rate is 19%, and the reduced rate is 7% for specified categories of supplies. Do not merge reduced-rate and standard-rate items into one tax line.
The supplier identifier is also a common source of errors. A German invoice must show either the tax number issued to the supplier by the tax office or the VAT identification number issued by the Federal Central Tax Office. For foreign-currency invoices, VAT and deductible input VAT amounts must be converted into euros using the Federal Ministry of Finance monthly average euro rate unless the tax office permits supported daily-rate conversion.
Since January 1, 2025, a German e-invoice must be issued, transmitted, and received in a structured electronic format that enables electronic processing. A simple PDF is treated as another type of invoice, not an e-invoice. That distinction matters most for invoices between domestic German entrepreneurs, because private end consumers are not covered by the mandatory e-invoice rules.
The transition gives issuers time, but it does not remove the need to receive e-invoices. Invoice issuers may use other invoices through December 31, 2026, and issuers with prior-year turnover up to €800,000 may extend that transition through December 31, 2027. After the transition, domestic B2B invoices must be e-invoices. Keep the email message short, and let the attachment carry the formal invoice data.
A one-off emailed invoice is enough when you have a finished scope, agreed tax treatment, and a clear payment term. German payment timing is mainly contractual, but if no payment time is specified, performance may be demanded immediately. A debtor is in default at the latest 30 days after due date and invoice receipt, with default interest rules applying under German civil law.
A managed workflow becomes useful when billable time, expenses, invoice status, and client reporting need to stay connected. Everhour Reporting gives teams customizable reports with 45+ columns, filters, grouping, exports, scheduled email delivery, and project profitability views. That gives you a record of billed and uninvoiced work before the invoice is emailed and after the client pays.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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Yes, a German invoice can be sent by email when the customer accepts that delivery method and the invoice contains the required § 14 UStG details. For domestic German B2B supplies performed after December 31, 2024, check whether the transaction falls under the e-invoice rules, because a plain emailed PDF is not a structured e-invoice.
The invoice must show either the supplier's Steuernummer issued by the tax office or the USt-IdNr. issued by the Federal Central Tax Office. Use the identifier that matches the supplier's registration and customer expectation. Do not substitute a commercial register number for the tax registration identifier.
German VAT and deductible input VAT calculated from foreign-currency amounts must be converted into euros using the monthly average euro exchange rates published by the Federal Ministry of Finance. The tax office can permit daily-rate conversion when the supplier supports it with bank evidence or rate sheets.
No. Since January 1, 2025, a German e-invoice must be issued, transmitted, and received in a structured electronic format that enables electronic processing. A simple PDF attached to an email is treated as another type of invoice, not an e-invoice, even if it contains all visible invoice fields.
Use the contractual payment term first, such as payment due within 14 days or 30 days. If no payment time is specified, German civil law allows performance to be demanded immediately, and default occurs at the latest 30 days after due date and invoice receipt. B2B default interest is 9 percentage points above the base rate.
Everhour Reporting lets teams build reports with 45+ columns, metadata filters, grouping, and exports, so invoice follow-up can use the same records as project billing. A team can group billable time by client, project, task, or member, then export the report for review before sending invoice reminders.
Everhour Billing & Invoicing turns tracked billable time and expenses into invoices, calculates amounts from rates and billable expenses, and excludes non-billable work. After time is included in an invoice, Everhour marks it as invoiced so the same time does not appear again in a future invoice run.
Track billable work, review reports, and email invoices from records that stay tied to projects. Everhour gives teams cleaner billing follow-up with customizable reporting.
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