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Billing Statement Letter

Billing Statement Letter Template for Germany

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Key Requirements PROMPT example:

Billing Statement Letter

"I need a Billing Statement Letter for our German software company to summarize multiple outstanding invoices from January-March 2025 for our enterprise client, including VAT details and payment terms for consolidated payment."

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Document background
The Billing Statement Letter is a crucial business document used in the German market to formally communicate outstanding payment obligations to customers. It serves multiple purposes: documenting the current balance, listing unpaid invoices, and specifying payment terms and methods. This document must comply with German commercial law (HGB), tax regulations (UStG), and data protection requirements (DSGVO). The Billing Statement Letter is typically issued when there are multiple outstanding invoices, when payment clarification is needed, or as part of regular account reconciliation processes. It includes all legally required business information, tax details, and payment instructions, making it a valid document for accounting and potential legal proceedings.
Suggested Sections

1. Sender Information: Complete business details including company name, address, tax ID, and contact information as required by German law

2. Recipient Information: Customer's full name and address, customer ID if applicable

3. Date and Reference Numbers: Statement date, invoice numbers, customer reference numbers

4. Outstanding Balance Summary: Total amount due and summary of outstanding invoices

5. Payment Details: Due date, accepted payment methods, bank account information

6. Legal Notices: Mandatory legal information including VAT details and business registration information

Optional Sections

1. Late Payment Notice: Include when payments are overdue, stating legal consequences and late payment interest according to German law

2. Payment History: Add when providing context of previous payments or partial payments

3. Payment Plan Proposal: Include when offering installment options or special payment arrangements

4. Credit Notes: Add when there are any credits or adjustments to be applied

5. Dispute Information: Include when addressing any disputed charges or providing information about the dispute resolution process

Suggested Schedules

1. Invoice Detail List: Detailed breakdown of all outstanding invoices including dates, amounts, and current status

2. Payment History Statement: Record of all payments received and applied in the relevant period

3. Interest Calculation: Detailed calculation of any late payment interest charges if applicable

4. Previous Communications Log: Summary of relevant previous correspondence regarding the outstanding balance

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Retail

Manufacturing

Professional Services

Technology

Healthcare

Construction

Wholesale Trade

Utilities

Telecommunications

Financial Services

Education

Transportation and Logistics

Relevant Teams

Accounts Receivable

Finance

Accounting

Credit Control

Collections

Revenue Operations

Treasury

Customer Service

Legal

Financial Operations

Relevant Roles

Accounts Receivable Manager

Finance Director

Credit Controller

Billing Coordinator

Accounting Manager

Financial Controller

Collections Specialist

Finance Operations Manager

Revenue Manager

Treasury Manager

Credit Manager

Billing Administrator

Industries
German Civil Code (Bürgerliches Gesetzbuch - BGB): Fundamental law governing contractual relationships, payment obligations, and general terms and conditions in Germany
German Commercial Code (Handelsgesetzbuch - HGB): Regulates commercial transactions and required documentation between businesses
Value Added Tax Act (Umsatzsteuergesetz - UStG): Specifies requirements for VAT documentation and mandatory invoice elements
General Data Protection Regulation (GDPR/DSGVO): Regulates the handling of personal data in business communications and documentation
Price Indication Regulation (Preisangabenverordnung - PAngV): Governs how prices must be displayed and communicated to customers
Electronic Billing Ordinance (E-Rechnungs-Verordnung - ERechV): Regulates the requirements and standards for electronic invoicing
German Act Against Unfair Competition (Gesetz gegen den unlauteren Wettbewerb - UWG): Ensures fair business practices and proper communication with customers regarding payments
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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