How to write an invoice in Germany, in English

Updated: 17 October 2026 · Hafiz Khalid

German invoices have a fixed list of required details, and the tax office takes them seriously. Miss one and your client may not be able to deduct the VAT. Here is the checklist I wish I had when I started, written for freelancers and expats.

What every invoice must contain

For invoices over €250, § 14 (4) of the German VAT Act (UStG) requires:

Your full name and address, and your client's full name and address.
Your tax number (Steuernummer) from the tax office, or your VAT ID (USt-IdNr.).
The invoice date.
A unique invoice number, from one or more sequences that you never reuse.
The quantity and type of the goods, or the kind and scope of the service.
The date or period of delivery or service (a month is fine, for example "Service period: October 2026").
The net amount, split by tax rate.
The VAT rate and VAT amount, or a note explaining why no VAT is charged.
Any agreed reduction such as a discount for early payment, if not already in the price.

The VAT note: the part most people get wrong

If you do not charge German VAT, the invoice must say why. The common cases:

Small business (§ 19 UStG): if your turnover was up to €25,000 last year and stays under €100,000 this year, you may opt out of charging VAT. Write for example: "Gemäß § 19 UStG wird keine Umsatzsteuer berechnet." (No VAT is charged under § 19 UStG.)
Services to a business in another EU country: usually the client pays the VAT (reverse charge). Show both VAT IDs and write "Steuerschuldnerschaft des Leistungsempfängers" (reverse charge).
Services to a business outside the EU: usually not taxable in Germany. Note that the service is not taxable in Germany.

The invoice tool picks the right case from the two countries and client types and prints the note for you.

Can the invoice be in English?

Yes. German law does not require invoices to be written in German. The tax office can ask for a translation in a specific case, so many people use a bilingual layout or keep the legal notes in German.

Small invoices up to €250

For invoices up to €250 gross (Kleinbetragsrechnung) a shorter version is enough: your name and address, the date, the goods or service, and the gross amount with the VAT rate. The client's name and the invoice number are not required.

Keep, number, correct

Retention: keep invoices for 8 years (since 2025; before that it was 10).
Corrections: do not edit an invoice you already sent. Issue a credit note or a corrected invoice that refers to the original.
E-invoicing: from 2027 or 2028, invoices to German businesses must be e-invoices. See e-invoicing in Germany, explained.

Questions

Do I need a VAT ID or is my tax number enough?

Either is enough on a domestic invoice. For services to businesses in other EU countries you need a VAT ID (USt-IdNr.), which you request from the Federal Central Tax Office (BZSt).

What should a Kleinunternehmer write on the invoice?

A note such as 'Gemäß § 19 UStG wird keine Umsatzsteuer berechnet.' and no VAT amount. All other required details still apply.

Can I write my invoices in English?

Yes. German law does not require German. The tax office may ask for a translation in individual cases.

How long must I keep invoices in Germany?

8 years for invoices issued from 2025 on, counted from the end of the calendar year.

Sources

This guide reflects the rules as of October 2026 and is not tax advice. For your own case, ask a tax advisor.