Do I need new accounting software for this?

Not necessarily. For occasional invoices a creation tool is enough. With many invoices, software that creates e-invoices directly pays off.

Can I keep using my old Word or Excel invoice?

As a data source yes, you transfer the details. A simple PDF invoice is not yet an e-invoice, though.

Does the obligation apply to me as a sole trader?

Yes, unless an exception such as the small-business scheme applies. The deadlines are in the guide on the obligation.

E-invoicing for the self-employed: how to do it without new software

Whoever works alone or in a small team does not need a big solution. A few steps produce a correct e-invoice.

Updated on 28 October 2026

What to have ready

For every invoice you need the same details:

Your data: name, address, tax number or VAT identification number, bank details
The customer's data: name, address, order number if any
The service: description, quantity, price, date of service
The tax rate or the note on an exemption

Choose the format

Ask the customer what they can process. Businesses often accept ZUGFeRD because they can read the invoice like a PDF. Authorities usually require XRechnung. When in doubt, ZUGFeRD with the EN 16931 profile is a safe choice for businesses.

Create the invoice

Enter the details in a creation tool. It calculates the totals, sets the mandatory fields and produces the file. The result can be validated straight away.

Send and retain

Send the file as an e-mail attachment. Keep the original file, generally for eight years, and carry it in your bookkeeping. Your tax adviser can confirm how it is recorded in your business.

Typical special cases

Depending on your work, special cases come up:

Small businesses show no VAT.
For services to businesses abroad the tax liability may lie with the recipient (reverse charge).
Down payments and partial invoices need a clear reference to the final invoice.

Frequently asked questions

Do I need new accounting software for this?: Not necessarily. For occasional invoices a creation tool is enough. With many invoices, software that creates e-invoices directly pays off.
Can I keep using my old Word or Excel invoice?: As a data source yes, you transfer the details. A simple PDF invoice is not yet an e-invoice, though.
Does the obligation apply to me as a sole trader?: Yes, unless an exception such as the small-business scheme applies. The deadlines are in the guide on the obligation.

Try it now

Check an e-invoice in a few seconds. Your file stays in the memory of a server in Germany only and is deleted after one hour at the latest.

Validate e-invoice

More guides

These guides do not replace tax or legal advice. For questions about your own case please ask your tax adviser.