Invoice, quote, payment reminder, and cancellation invoice templates

Download simple templates for the documents freelancers and small businesses use most often in Germany. The Word-compatible files are for document copy, while the Excel-compatible files help with line items, totals, and control fields.

Invoice Template

For complete invoices with line items, payment terms, bank details, and required fields.

Best for: Freelancers, small businesses, and small teams

Quote Template

For clear quotes with scope, validity, prices, and acceptance wording.

Best for: Project proposals, service packages, and new client requests

Payment Reminder Template

For factual reminders and dunning letters with invoice reference and a new deadline.

Best for: Overdue invoices and structured payment follow-up

Cancellation Invoice Template

For invoice corrections with original invoice reference, negative amounts, and reason.

Best for: Incorrect invoices, partial cancellations, and later corrections

The templates in full

If you just want to copy something quickly, the text of the most important templates is right here. The download files above contain the same content as Word and Excel versions.

Template: Quote

Adjust the items, amounts, and tax rate to your case. Under the Kleinunternehmerregelung, drop the VAT line and add the §19 UStG note.

Quote No. [QT-2026-001]

[Your name / company]
[Street, ZIP City]
[Email, phone]
Tax number: [XX/XXX/XXXXX]

To:
[Client name]
[Street, ZIP City]

Date: [DD.MM.YYYY]
Valid until: [DD.MM.YYYY]

Dear [Name],

Thank you for your inquiry. I am pleased to offer you the following:

Item 1: [Description], [quantity] x [unit price] = [total]
Item 2: [Description], [quantity] x [unit price] = [total]

Net total: [X,XXX.XX EUR]
VAT (19 %): [X,XXX.XX EUR]
Grand total: [X,XXX.XX EUR]

Service period: [Period or date]
Payment terms: Payable within 14 days of invoice date.

This quote is valid until [date]. To accept, please confirm in writing by email.

Best regards,
[Your name]

Template: Invoice

The required fields under §14 UStG have to be complete. Invoices below 250 EUR qualify for simplified requirements.

Invoice No. [INV-2026-001]

[Your name / company]
[Street, ZIP City]
[Email, phone]
Tax number: [XX/XXX/XXXXX]

To:
[Client name]
[Street, ZIP City]

Invoice date: [DD.MM.YYYY]
Service date: [DD.MM.YYYY or period]

Dear [Name],

Thank you for your trust. For the work delivered, I am invoicing the following amount:

Item 1: [Description], [quantity] x [unit price] = [total]
Item 2: [Description], [quantity] x [unit price] = [total]

Net total: [X,XXX.XX EUR]
VAT (19 %): [X,XXX.XX EUR]
Grand total: [X,XXX.XX EUR]

Please transfer the total amount by [DD.MM.YYYY] to the following account:

Account holder: [Your name]
IBAN: [DE XX XXXX XXXX XXXX XXXX XX]
BIC: [XXXXXXXX]

Best regards,
[Your name]

Template: Invoice for Small Businesses (§19 UStG)

Under the Kleinunternehmerregelung you do not charge VAT. Instead of the tax lines, add the §19 UStG note.

Invoice No. [INV-2026-001]

[As above, with your details and the client's details]

Item 1: [Description], [quantity] x [unit price] = [total]

Grand total: [X,XXX.XX EUR]

Pursuant to §19 UStG, no VAT is charged (small business rule).

Please transfer the total amount by [DD.MM.YYYY] to the following account: [bank details].

Tips for using the templates

  1. Pick a systematic numbering scheme. A sequential invoice number is required, but it does not have to be gap-free. For quotes it is optional. Format for example QT-2026-001 and INV-2026-001.
  2. One document, one purpose. Do not merge quote and invoice into the same file. The invoice may grow out of the quote later, but each document stands on its own.
  3. Specific service descriptions. "Consulting" is not enough. Be as concrete as possible about what you delivered, for example "Landing page concept, 8 hours".
  4. Realistic payment deadlines. 14 days is standard. For larger amounts or enterprise clients, plan for 30 days.
  5. Send invoices early. Send the invoice right after delivery, not at the end of the month. The earlier the invoice arrives, the earlier you get paid.
  6. Version your templates. When tax rates, addresses, or terms change, update the template centrally. Otherwise errors creep in.
  7. Back up your invoices. German law requires you to keep invoices for 8 years. At least as PDF, ideally in a tool that helps you keep track.

Related guides

Note

These templates are not legal or tax advice. Always check required fields, tax rates, and wording for your specific case.

Templates are a starting point

If you do not want to manage numbers, customers, taxes, and payment status manually, create your documents directly in revoBill.

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