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 translator work:
Per-word translation
Übersetzung EN→DE, 3.200 Wörter à €0,12 – Technisches Handbuch
Per-hour interpretation
Simultandolmetschen, Konferenz XYZ, 6 Stunden à €85 – 15. März 2026
Certified / sworn translation
Beglaubigte Übersetzung Geburtsurkunde DE→EN – amtlich beglaubigt
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 translators in Germany
Translators commonly start as Kleinunternehmer (§19 UStG) — no VAT below €22,000/year. If your clients are translation agencies (B2B), many will expect a proper VAT setup once you scale. For certified translation work for courts and public bodies, the §19 exemption is fully accepted. For non-EU clients (e.g. UK or US agencies), 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 translators
State the language pair
Always include the source and target language in the service description — e.g. "EN→DE" or "Deutsch nach Englisch." This is the core of what you delivered and should be on record.
State the word count or hours
For per-word billing, include the source word count, the rate per word, and the total. For interpretation, include the number of hours and the hourly rate. This makes the invoice auditable and reduces disputes.
Agencies may require your USt-ID
Large translation agencies — especially in other EU countries — may require your Umsatzsteuer-ID (VAT ID) for reverse charge. If you are a Kleinunternehmer without a VAT ID, most will still accept your invoice with the §19 disclaimer, but it is worth discussing before you take on the first project.
Keep source files for 10 years
German law requires you to keep invoices for 10 years. For certified translations, keep a copy of the original source document as well — you may need to provide it if the translation's accuracy is ever challenged.
Frequently asked questions
Are translators classified as Freiberufler in Germany?
Yes — translators and interpreters are explicitly listed as a freier Beruf under §18 EStG. This means no Gewerbesteuer and a simpler tax registration. You register directly with the Finanzamt (not the Gewerbeamt).
Do I need a certification to invoice as a translator in Germany?
No certification is required to work as a freelance translator. However, if you want to offer sworn / certified translations (beglaubigte Übersetzungen) for legal and official purposes, you must be sworn in (vereidigt) by a court. This is a separate qualification — most working translators are not sworn and do not need to be.
Can I invoice in a foreign currency?
Yes — German law allows invoices in any currency. However, for tax purposes you may need to convert to EUR at the exchange rate on the invoice date. If you invoice in USD or GBP regularly, your Steuerberater can advise on how to handle currency conversion in your annual tax filing.
How do I invoice a translation agency in another EU country?
For B2B services across EU borders, the reverse charge mechanism applies — you do not charge German VAT; the agency accounts for VAT in their country. Your invoice should include both parties' VAT IDs and the note "Reverse Charge" or "Steuerschuldnerschaft des Leistungsempfängers." As a Kleinunternehmer without a VAT ID, in practice most EU agencies still accept your §19 disclaimer.
What is the going rate for freelance translation in Germany?
Rates vary significantly by language pair, subject matter, and type of work. General translation: €0.10–0.16 per source word. Specialist (legal, medical, technical): €0.14–0.22 per word. Interpretation: €80–150/hour. Certified translations: typically per page or per document. Agencies pay less than direct clients — often 30–50% less.
Related guides
Create a legally correct translator invoice
§19 UStG or 19% MwSt. Language pair, word count, rate per word — all on one PDF. No sign-up. €1.99.
Create my invoice — €1.99