A simple system for quotes and invoices consists of four things: templates with all mandatory details, fixed numbering, clear payment terms and a list of open items that you can check quickly. This article shows how to get there from paper chaos with little effort. It is not tax advice; clarify individual questions with your tax adviser.
What belongs in a quote?
A good quote prevents disputes before they arise. It contains both parties, date and number, a description of the work with scope and exclusions, prices split into labour and materials, the period of validity, the expected timeframe and the payment terms. Disputes rarely arise over the work itself but over things that were written down nowhere: who disposes of the rubble, is the scaffolding in the price, what applies if something unexpected appears behind the wall? One paragraph on that in the quote saves many follow-up questions.
Quotes count as business letters and, under § 147 AO, must be kept for six years, invoices as accounting records for eight.
What must an invoice contain?
The mandatory details are set out in § 14 UStG. They include the name and address of you and the customer, your tax number or VAT identification number, the date of issue, a sequential, unique invoice number, type and quantity of the service, the date of the service and the consideration.
As a small business under § 19 UStG you show no VAT and note it, for example: "Under § 19 UStG no VAT is charged." Anyone who owes VAT shows it separately. For construction services to other businesses, special rules may apply (§ 13b UStG); clarify that with your tax adviser.
For work on a property for private individuals, the invoice must also contain a note on their retention duty (§ 14(4) no. 9 UStG). Show labour and material costs separately: private customers can claim part of the labour costs for tax purposes (§ 35a EStG) if they pay by bank transfer.
How do you number quotes and invoices?
Set a scheme and stick to it without exception.
| Document | Scheme | Example |
|---|---|---|
| Quote | A, year, running number | A-2026-001 |
| Invoice | R, year, running number | R-2026-001 |
| Payment reminder | Invoice number plus stage | R-2026-001, reminder 1 |
Three habits keep the system clean. Enter every document in your list on the day of issue. Do not skip or reuse a number. Do not change invoices that have been sent; if there is a mistake, issue a correction or cancellation invoice.
How do you get paid on time?
Most late payments are forgetfulness, not intent. State a clear payment deadline on the invoice, for example "payable within 14 days without deduction", and send the invoice on the day the work is finished. After the deadline, remind briefly and factually.
Under § 286 BGB, default generally arises after a reminder, at the latest 30 days after the due date and receipt of the invoice. Towards consumers that applies only if the invoice points this out specifically. A simple reminder could read: "According to our records, invoice R-2026-001 for [amount] is still open. Please transfer the amount by [date] or get in touch if you have questions."
How do you keep open items in view?
You need no large program for this. A list with number, customer, amount, due date and status is enough, checked once a week. In our package for trades and the self-employed, the Complete package (€299 a month) includes tracking of quotes and invoices. You continue to write the invoices themselves in your own program. What invoicing software should be like is described in Invoicing software for small businesses in Germany; how processes can be automated is shown in Automating quotes and invoices. All prices are final prices under § 19 UStG with a 24-month term.
- Quote template with scope, exclusions, validity and payment terms
- Invoice template with all mandatory details and the § 19 UStG note
- Numbering scheme set and applied without gaps
- Labour and material costs shown separately
- Payment deadline on every invoice, reminder text prepared
- List of open items checked once a week
- Retention settled: invoices eight years, quotes six
Conclusion: an afternoon that pays off repeatedly
The aim is not a perfect program but a process you actually keep to: good templates, fixed numbers, clear deadlines and a short weekly check. If you want to set this up together with website and booking, talk to us.
