Everhour keeps cost and billable rates organized, while German quotes need invoice-ready VAT details before work starts.
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Use a German quote when you need a written offer for services, project work, repairs, consulting, materials, or recurring work before invoicing. The quote should identify the supplier, the customer, the offer date, the quoted items, the price basis, the expected VAT treatment, and the acceptance deadline. It should also say whether the price is fixed, estimated, or subject to change after final scope approval.
A quote is separate from the final VAT invoice, but it should collect the details that the later invoice needs. German VAT invoices under § 14 UStG require supplier and recipient full names and addresses, issue date, unique invoice number, supply details, taxable amounts split by tax rate or exemption, and VAT rate and VAT amount or exemption note. Building those fields early reduces rework after acceptance.
Germany's VAT regime is Umsatzsteuer or Mehrwertsteuer. The standard rate is 19%, and the reduced rate is 7% for specified categories of supplies. A quote should show the net amount, the applicable VAT rate, the VAT amount, and the gross total when VAT applies. For exempt or reverse-charge work, use a clear note instead of forcing a VAT amount into the line.
Add the supplier's Steuernummer or USt-IdNr. when the quote is meant to move directly into an invoice workflow. The final invoice must show either the tax number issued by the supplier's tax office or the VAT identification number issued by the Federal Central Tax Office. For foreign-currency quotes, German VAT calculations later need euro conversion using the Federal Ministry of Finance monthly average rate unless the tax office permits supported daily-rate conversion.
The common mistake is treating a quote as a loose sales note and rebuilding the invoice later from memory. Keep each line specific: service description, quantity or time basis, unit price, VAT rate, discount, and delivery or service timing. A line such as "Website support, 12 hours at €90, 19% VAT, delivery in March 2026" gives accounting clearer inputs than a single "support work" total.
Payment terms also deserve exact wording. German civil law allows performance to be demanded immediately when no payment time is specified, and a debtor is in default at the latest 30 days after due date and invoice receipt. For business transactions where no party is a consumer, default interest is 9 percentage points above the base rate, and a €40 lump sum is also available against non-consumer debtors.
A free quote is enough for a simple job with a fixed scope, one customer, and no need to reuse tracked time. It becomes thin when the quote depends on multiple people, dated rate changes, task-level pricing, non-billable work, or project costs that must later flow into an invoice. Those cases need a rate record, approval trail, and billing handoff.
Everhour supports that managed workflow by separating internal cost rates from client-facing billable rates. Teams can use default per-person rates, per-project overrides, dated rate changes, and project, member, or custom task rates. That structure keeps the quote's pricing logic connected to the hours and tasks that later become billable work.
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A German quote is an offer or estimate before the customer accepts the work. A VAT invoice is the billing document issued after the supply or under the agreed billing schedule. The final invoice must include the § 14 UStG invoice fields, including supplier and recipient details, invoice number, supply timing, taxable amounts, VAT rate, and VAT amount or exemption note.
A German quote should show the VAT rate that matches the quoted supply. Germany uses 19% as the standard VAT rate and 7% as the reduced rate for specified categories of supplies. Use a clear exemption or reverse-charge note when VAT should not be charged on the quote.
German mandatory e-invoice rules apply to invoices between domestic German entrepreneurs for supplies performed after December 31, 2024, while private end consumers are not covered. Since January 1, 2025, a German e-invoice must use a structured electronic format that enables electronic processing. A simple PDF is another type of invoice, not an e-invoice.
A German quote should state a specific payment term, such as payment due within 14 days after invoice receipt. Without a specified payment time, performance may be demanded immediately, and default can occur at the latest 30 days after due date and invoice receipt. Clear terms reduce disputes after the accepted quote becomes an invoice.
The supplier tax identifier prevents many corrections. The later invoice must show either the supplier's Steuernummer or USt-IdNr., so the quote should capture the correct identifier before approval. The customer's legal name and full address also matter because German VAT invoices require full supplier and recipient details.
Everhour separates cost rates from billable rates, so internal labor cost and client-facing pricing stay distinct. Members can have default rates, projects can override those rates, and dated rate changes preserve older calculations when prices change during a long engagement.
Keep German quote pricing tied to approved project rates and tracked work. Everhour connects cost rates, billable rates, dated rate history, and project pricing into a cleaner billing workflow.
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