Subcontractor Invoice Form Template for Germany

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Key Requirements PROMPT example:

Subcontractor Invoice Form

"I need a Subcontractor Invoice Form for my IT consulting firm based in Berlin, compliant with German VAT regulations, that includes specific sections for time-tracking and project milestone completions, as we'll be billing multiple clients for software development services starting January 2025."

Document background
The Subcontractor Invoice Form is essential for businesses operating in Germany that engage subcontractors for various projects or services. This document ensures compliance with German tax regulations (particularly §14 UStG regarding VAT requirements) and commercial law while providing a standardized format for billing. It's specifically designed to capture all legally required elements including VAT identification, service descriptions, and payment terms. The form is particularly relevant when main contractors need to maintain consistent invoice documentation from their subcontractors, ensuring proper tax treatment and audit compliance. Each element of the form is structured to meet the strict documentation requirements of German tax authorities while facilitating efficient processing and payment.
Suggested Sections

1. Invoice Header: Company logo, document title 'Invoice' (Rechnung), and invoice number

2. Contractor Details: Full legal name, address, tax ID, and VAT registration number of the contractor

3. Client Details: Full legal name, address, and if applicable, VAT registration number of the client

4. Invoice Details: Invoice date, delivery/service date, payment terms, and reference numbers

5. Service Description: Clear description of services provided, including quantity, unit price, and total amount

6. Calculation Section: Subtotal, VAT calculation (with rate specified), and total amount in EUR

7. Payment Information: Bank account details, IBAN, BIC, and any specific payment instructions

8. Legal Notices: Mandatory legal information including tax-related notices and small business status if applicable

Optional Sections

1. Purchase Order Reference: Include when client requires specific PO numbers on invoices

2. Project Reference: For project-specific billing, including project codes and cost centers

3. Discount Terms: When early payment or other discount terms are offered

4. Contact Information: Specific contact person details for invoice queries

5. Special Tax Notices: For reverse charge procedures or special VAT treatments

6. Time Period Details: For recurring services or time-based billing periods

Suggested Schedules

1. Time Sheet: Detailed breakdown of hours worked and activities performed

2. Material List: Itemized list of materials used or expenses incurred

3. Work Completion Certificate: Client sign-off on completed works (Abnahmeprotokoll)

4. Service Level Report: Documentation of service levels achieved if part of the agreement

5. Expense Receipts: Copies of receipts for reimbursable expenses

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

Relevant legal definitions
Relevant Industries

Construction

Information Technology

Engineering

Manufacturing

Professional Services

Consulting

Project Management

Software Development

Industrial Services

Facility Management

Energy

Telecommunications

Technical Services

Business Services

Relevant Teams

Finance

Accounting

Procurement

Operations

Project Management

Legal

Compliance

Accounts Payable

Vendor Management

Contract Administration

Relevant Roles

Finance Manager

Accounts Payable Specialist

Procurement Manager

Project Manager

Contractor

Subcontractor

Financial Controller

Tax Accountant

Operations Manager

Contract Administrator

Freelancer

Business Owner

Accounting Manager

Compliance Officer

Industries
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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