What to write in the service description
German invoices require a clear description of the service delivered. Vague entries like "Consulting" or "Design work" are not sufficient — you need enough detail that both parties can identify what the invoice relates to. Here are examples for freelance developer work:
Hourly development work
Softwareentwicklung – Backend-Entwicklung, März 2026 (40 Stunden à €90)
Fixed-price project
Webentwicklung Projekt XYZ – Konzeption, Implementierung und Übergabe
Consulting / code review
Technische Beratung und Code-Review, Februar 2026
Required fields on a German invoice
German law (§14 UStG) specifies exactly what must appear on every invoice. Missing any of these can make the invoice legally non-compliant and give the client grounds to delay payment.
Full name and address
Your legal name and address as registered with the Finanzamt. If you trade under a business name, include both.
Client name and address
The full legal name and address of the recipient — not just a trading name or contact name.
Invoice date (Rechnungsdatum)
The date the invoice was issued. Not the date the work was completed, unless they are the same.
Invoice number (Rechnungsnummer)
A unique, sequential number. Must not be repeated. Gaps are allowed; going backwards is not.
Service description (Leistungsbeschreibung)
A clear description of what was delivered and when. Vague entries are not compliant.
Net amount (Nettobetrag)
The amount before VAT. If you are a Kleinunternehmer, this is also the total — no VAT line needed.
VAT amount or §19 disclaimer
VAT-registered: show 19% MwSt. Kleinunternehmer: include the §19 UStG disclaimer instead.
Your Steuernummer or Umsatzsteuer-ID
Mandatory on every invoice. Kleinunternehmer use their Steuernummer. VAT-registered businesses use their Umsatzsteuer-ID.
IBAN for payment
Not legally required but universally expected. Include your IBAN so the client can pay by bank transfer.
VAT for freelance developers in Germany
Most freelance developers in Germany start as Kleinunternehmer under §19 UStG — no VAT, no monthly VAT returns, simpler admin. Once your revenue exceeds €22,000 in a year (or you choose to opt in), you switch to standard 19% MwSt. If you work for non-EU clients (US, UK, etc.), no VAT applies regardless of your status.
§19 UStG disclaimer (required if you are a Kleinunternehmer)
Gemäß §19 UStG wird keine Umsatzsteuer berechnet.
Invoicing tips for freelance developers
Always specify the period
Include the month or date range the work covers. "Softwareentwicklung März 2026" is clearer than just "Softwareentwicklung" and helps your client match it to their project records.
Itemise hours or milestones
You can list multiple line items on one invoice — e.g. design, backend, testing as separate rows. This is not required but reduces payment disputes.
Your Steuernummer on every invoice
German law requires your tax number (Steuernummer) on every invoice. If you are VAT-registered, your Umsatzsteuer-ID instead. Never leave this field blank.
Invoice number must be sequential
German law requires consecutive, non-repeating invoice numbers. Gaps are allowed; going backwards is not. A simple format: RJ-2026-001, RJ-2026-002, etc.
Frequently asked questions
Am I a Freiberufler or Gewerbetreibender as a developer?
Most software developers qualify as Freiberufler (liberal profession) under §18 EStG, which means no Gewerbesteuer and simpler registration. The Finanzamt makes the final call — generally accepted if you do custom development requiring creative judgement. Reselling software or pure IT support may be classified as Gewerbe.
Can I invoice in English as a freelance developer in Germany?
Yes. There is no legal requirement to invoice in German. However, the §19 UStG disclaimer (if you are a Kleinunternehmer) is usually kept in German for clarity with your client's accountant. Everything else — service description, amounts, dates — can be in English.
Do I need a written contract before invoicing?
Not strictly — German law recognises verbal agreements for freelance work. In practice, always use a written contract (even a short email confirmation) to define scope, rate, and payment terms. This protects you if a client disputes the invoice.
How do I invoice a US client as a German developer?
Invoice in EUR or USD, net amount only, no VAT (services exported outside the EU are zero-rated). Include your Steuernummer. The §19 UStG disclaimer is optional for non-EU clients but harmless to include. Payment is typically by bank transfer or Wise.
When is the payment due on a German invoice?
German law sets a default of 30 days after receipt of invoice (§271 BGB). You can state any due date you agree with your client — "Zahlungsziel: 14 Tage" (14-day payment target) is common in the freelance market. After the due date, you are entitled to charge statutory late interest.
Related guides
Create a legally correct developer invoice
Sequential numbering. §19 UStG or 19% MwSt — you choose. German PDF, browser download. No sign-up. €1.99.
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