Write an Invoice: Legally Compliant in Minutes
You write a legally compliant invoice by including all mandatory fields under § 14 UStG: full names and addresses of the supplier and recipient, tax number or VAT ID, invoice date, a sequential invoice number, a description of the service, the service date, plus the net amount, VAT rate and VAT amount. For invoices up to 250 € gross, a simplified small-amount invoice is enough. With our free invoice generator you create a §14-compliant PDF invoice without signing up.
- No signup required
- German formatting (1.234,56 €)
- § 14 UStG compliant
- Hosted in Germany
Mandatory fields for a valid invoice are missing:
- Your details: Company / name, Street and number, Tax number (Steuernummer)
- Recipient: Company / name, Street and number
- Invoice details: Invoice number
- Items: Description of the service
Invoice
Which mandatory fields must an invoice contain under § 14 UStG?
A complete invoice needs ten mandatory fields. If even one is missing, the tax office can deny the recipient the input-tax deduction, so accuracy pays off:
- Name and address of the supplying business (issuer), in full
- Name and address of the recipient (customer)
- Tax number or VAT ID of the issuer
- Issue date of the invoice
- Sequential, unique invoice number
- Quantity and type of the goods or service (clear description)
- Time of the supply/service (service date)
- Net amount broken down by VAT rate
- Applicable VAT rate and VAT amount, or a note on the tax exemption
- Any reductions agreed in advance (e.g. discounts, early-payment rebates)
If you invoice without VAT, you replace the VAT rate and amount with the appropriate note (see the small-business section).
Write an invoice in 6 steps
Follow this structure so nothing slips through:
- Enter master data: your full company name, address and tax number/VAT ID, plus the customer's details.
- Set the invoice number and dates: a sequential, unique number, the issue date and the service date.
- List the services: for each item, the quantity, type of service and net unit price.
- Calculate the VAT: total the net per VAT rate, then add 19 % or 7 %.
- Show the totals: clearly separate net, VAT amount and gross.
- Add payment terms and bank details and save the invoice as a PDF.
Example: 1,000.00 € net at 19 % gives 190.00 € VAT and 1,190.00 € gross. At 7 % it would be 70.00 € VAT and 1,070.00 € gross.
What is a small-amount invoice up to 250 €?
For invoices up to 250 € gross, § 33 UStDV allows a simplified small-amount invoice. This saves time on receipts, small services or material purchases.
Here it is enough to state: the full name and address of the issuer, the issue date, the quantity and type of service, the gross amount as a single sum, and the applicable VAT rate (or a note on the tax exemption).
Not required are, among others, the recipient's details, a sequential invoice number and a separate VAT breakdown. As soon as the invoice exceeds 250 € gross, all mandatory fields under § 14 UStG apply again.
Invoicing as a small business under § 19 UStG
As a small business under § 19 UStG you do not charge VAT. The rule applies since 2025 if your prior-year turnover was no more than 25,000 € and your turnover in the current year does not exceed 100,000 €.
Instead of a VAT rate and amount, the invoice must carry the mandatory note: "Gemäß § 19 UStG wird keine Umsatzsteuer berechnet." (No VAT is charged under § 19 UStG.) You therefore state only the net or total amount without VAT.
Input-tax deduction is not available to small businesses. All other mandatory fields, such as name, address, tax number, invoice number and service description, still apply.
E-invoicing: what changes in 2025 and 2028?
Since 01.01.2025, every business in Germany must be able to receive structured B2B e-invoices. Transition periods apply to issuing them.
- Until 31.12.2026, paper and PDF invoices are still allowed with the recipient's consent.
- For businesses with prior-year turnover up to 800,000 €, this deadline extends to 31.12.2027.
- From 01.01.2028, structured e-invoices are mandatory in the B2B sector.
Common formats under EN 16931 are XRechnung (pure XML) and ZUGFeRD (hybrid PDF/A-3 with embedded XML). B2C invoices are exempt. Small businesses must be able to receive e-invoices, but are exempt from issuing them for their own tax-free sales.
Create an invoice free and §14-compliant
You do not need to build a template in Word. With our free invoice generator you create a §14 UStG-compliant invoice directly as a PDF, without signing up and with no hidden costs.
The tool calculates the VAT correctly and automatically, whether 19 %, 7 % or tax-free. You add the right small-business note with one click, and the German number format (1.234,56 €) is already built in.
If you create an account, you can also save company details and a logo, keep an invoice history and reuse templates. Try it out and write your next invoice in just a few minutes.
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Frequently asked questions
What information must an invoice contain?
Under § 14 UStG, a complete invoice must include the name and address of the supplier and recipient, the tax number or VAT ID, the issue date, a sequential invoice number, the quantity and type of service, the service date, the net amount broken down by VAT rate, and the VAT rate and amount, or a note on the tax exemption.
Can I write an invoice as a private individual?
Yes, private individuals may write an invoice, for example when selling an item. However, the strict mandatory fields under § 14 UStG apply only to businesses. Without a VAT obligation you do not show VAT and state neither a tax number nor a VAT rate, but you should still clearly document the date, amount and item.
What is a small-amount invoice?
A small-amount invoice is a simplified invoice up to 250 € gross under § 33 UStDV. It needs only the issuer's name and address, the issue date, the quantity and type of service, the gross amount as a single sum, and the VAT rate. Recipient details, an invoice number and a separate VAT breakdown are not required here.
How do I write an invoice without VAT?
As a small business under § 19 UStG you write the invoice without VAT and add the note: "Gemäß § 19 UStG wird keine Umsatzsteuer berechnet." You state the total amount without VAT. All other mandatory fields, such as name, address, tax number, invoice number and service description, are still required.
How should an invoice number be structured?
The invoice number must be sequential and unique so each invoice is clearly identifiable. Avoid gaps or duplicates. You decide the structure yourself, for example by year and running number such as 2026-0001. Digits, letters and combinations are allowed, as long as the sequence remains traceable.
Do I have to write an e-invoice from 2025?
Since 01.01.2025, every business must be able to receive e-invoices. Issuing them is not yet immediately mandatory: until 31.12.2026, paper and PDF invoices are allowed with consent, and for smaller businesses up to 800,000 € turnover until 31.12.2027. From 01.01.2028, structured e-invoices are mandatory in the B2B sector.
How long must I keep invoices?
Under the GoBD, you must keep invoices for eight years; the period was reduced from ten to eight years in 2025. Storage must be tamper-proof so that later changes are recognizable. This applies equally to outgoing and incoming invoices, both in paper form and digitally.