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Business Invoice Book

Business Invoice Book Template for Germany

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Key Requirements PROMPT example:

Business Invoice Book

"I need a Business Invoice Book for my new German e-commerce startup launching in January 2025, with specific sections for digital payment processing and international transactions in USD and GBP."

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Document background
The Business Invoice Book is a fundamental document required for businesses operating in Germany to maintain proper accounting records in accordance with German law. It serves as a systematic record-keeping tool that helps businesses comply with the German Commercial Code (HGB), Value Added Tax Act (UStG), and GoBD guidelines. The document is essential for tracking all business transactions, managing VAT obligations, and providing necessary documentation for tax authorities and auditors. A properly maintained Business Invoice Book is crucial for tax compliance, financial reporting, and business operations, particularly for small and medium-sized enterprises that may not use comprehensive accounting software systems. It includes detailed records of all invoices issued and received, VAT calculations, payment tracking, and related business documentation.
Suggested Sections

1. Cover Page: Title page identifying the business and period covered by the invoice book

2. Table of Contents: Organized listing of all sections and page numbers

3. Instructions for Use: Guidelines on how to properly complete and maintain the invoice book

4. Business Information: Company details including legal name, tax ID, address, and contact information

5. Invoice Number System: Explanation of the sequential numbering system used for invoices

6. Invoice Entry Templates: Standardized format for recording invoice details including date, customer information, amounts, and VAT

7. Monthly Summary Pages: Pages for monthly totals of invoices issued and received

8. VAT Calculation Section: Dedicated area for VAT calculations and summaries

9. Payment Record Section: Area to track payment status of invoices

10. Certification Page: Page for official stamps and signatures if required by authorities

Optional Sections

1. Foreign Currency Conversion: Section for recording exchange rates and conversions when dealing with international invoices

2. Special VAT Rules: Section for handling special VAT cases like reverse charge or intra-EU supplies

3. Industry-Specific Requirements: Additional sections required for specific industries (e.g., construction, medical services)

4. Digital Integration Guide: Instructions for connecting with digital accounting systems or tax software

5. Credit Note Section: Dedicated area for recording credit notes and corrections

Suggested Schedules

1. Appendix A - VAT Codes: List of VAT codes and their explanations

2. Appendix B - Customer/Supplier Codes: Reference list of regular customers and suppliers with their details

3. Appendix C - Error Correction Procedures: Guidelines for making corrections and amendments

4. Appendix D - Required Documentation: Checklist of supporting documents needed for different types of invoices

5. Appendix E - Compliance Calendar: Key dates for tax filing and reporting requirements

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 legal definitions
Invoice
VAT (Umsatzsteuer)
Input Tax (Vorsteuer)
Output Tax (Umsatzsteuer)
Tax Period
Business Year (Geschäftsjahr)
Reverse Charge
Credit Note (Gutschrift)
Due Date (Fälligkeitsdatum)
Payment Terms (Zahlungsbedingungen)
Net Amount (Nettobetrag)
Gross Amount (Bruttobetrag)
VAT Registration Number (Umsatzsteuer-Identifikationsnummer)
Tax Number (Steuernummer)
Commercial Register Number (Handelsregisternummer)
Electronic Invoice (elektronische Rechnung)
Supporting Documents (Belege)
Correction Entry (Korrekturbuchung)
Monthly Statement (Monatsabschluss)
Annual Statement (Jahresabschluss)
Invoice Number (Rechnungsnummer)
Invoice Date (Rechnungsdatum)
Place of Supply (Leistungsort)
Payment Method (Zahlungsart)
Exchange Rate (Wechselkurs)
Relevant Industries

Retail

Manufacturing

Professional Services

Construction

Healthcare

Hospitality

Technology

Transportation

Wholesale

E-commerce

Real Estate

Agriculture

Education

Financial Services

Relevant Teams

Finance

Accounting

Administration

Tax

Compliance

Treasury

Accounts Payable

Accounts Receivable

Internal Audit

Relevant Roles

Accountant

Bookkeeper

Financial Controller

Tax Manager

Finance Director

Business Owner

Managing Director

Accounts Payable Specialist

Accounts Receivable Specialist

Finance Manager

Compliance Officer

Chief Financial Officer

Administrative Assistant

Office Manager

Industries
German Commercial Code (Handelsgesetzbuch - HGB): Sections 238-263 cover accounting requirements and proper bookkeeping obligations for businesses, including invoice documentation requirements
German Value Added Tax Act (Umsatzsteuergesetz - UStG): Regulates VAT invoice requirements, particularly §14 and §14a covering mandatory invoice contents and electronic invoicing
German Tax Code (Abgabenordnung - AO): Sections 146-147 specify retention periods for business records and requirements for maintaining proper accounting documentation
GoBD (Grundsätze zur ordnungsmäßigen Führung und Aufbewahrung von Büchern, Aufzeichnungen und Unterlagen in elektronischer Form): Principles for the proper management and storage of books, records and documents in electronic form, including specific requirements for electronic invoice management
German Civil Code (Bürgerliches Gesetzbuch - BGB): Sections 241a-246 govern general contractual obligations and payment terms that affect invoice requirements
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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