How to invoice German clients
from the UK.
Your German clients are asking for ZUGFeRD invoices. Most UK invoicing tools have never heard of it. Facturwise generates ZUGFeRD 2.4 automatically, compliant, readable, and ready to send. No German required. No accounting software. No setup.
No credit card. No time limit. All formats included.
- EN 16931 compliant by default
- EU data hosting
- GDPR
- 30+ currencies
- 0% fees on SEPA payments
The problem UK freelancers face
As a UK freelancer invoicing German clients, you face a format problem that most UK tools cannot solve. You landed a German client. You sent a PDF invoice. They came back asking for a ZUGFeRD invoice, or an e-invoice in a structured format. Maybe they mentioned EN 16931. Maybe they just said their system could not process your invoice.
This is increasingly common. German businesses have been required to receive structured e-invoices since January 2025. Many have updated their accounts payable systems to expect ZUGFeRD or XRechnung automatically. A standard PDF no longer gets processed the same way, and in some cases it gets rejected entirely.
The problem is that virtually no UK invoicing tool generates ZUGFeRD. FreeAgent does not. FreshBooks does not. Wave does not. QuickBooks UK does not. Xero does not. They were built for the UK market, and ZUGFeRD is a German and European standard.
Facturwise was built for exactly this situation.
Why your current invoicing tool does not work for German clients
Most UK invoicing tools, FreeAgent, FreshBooks, QuickBooks, Wave, Xero, were built for the UK and US markets. ZUGFeRD is a German and European standard that requires generating a PDF/A-3 file with embedded XML conforming to EN 16931. None of the major UK tools support this natively. Some offer EU invoicing features but these cover VAT compliance, not structured e-invoice format generation.
Facturwise was built from the ground up for the European market and generates ZUGFeRD 2.4 automatically on every invoice.
What Facturwise does for UK freelancers
ZUGFeRD 2.4: what your German client actually needs
ZUGFeRD is a hybrid format, a normal PDF invoice with an XML data file embedded inside. Your German client can open it and read it like any PDF. Their accounting system reads the embedded XML automatically. It complies with the European standard EN 16931. Facturwise generates it from the free plan, no activation needed.
Your invoice, in English
You do not need to write your invoice in German. ZUGFeRD is a format standard, not a language requirement. Facturwise supports 22 invoice languages. You can write in English and your German client's system will still process the structured data correctly.
VAT handled correctly
As a UK freelancer invoicing a VAT-registered German business, you do not charge VAT. The reverse charge mechanism applies, your German client accounts for VAT on their side. Your invoice should state this clearly. Facturwise applies the correct reverse charge wording automatically and includes your client's German VAT number on the invoice.
XRechnung if your client is a public authority
Invoicing a German federal, state or municipal body? They require XRechnung rather than ZUGFeRD. XRechnung is a pure XML format, no readable PDF, used for B2G invoicing in Germany. Your client will provide a Leitweg-ID routing number. Facturwise generates XRechnung 3.0 automatically from the same account.
DATEV export for your accountant
A DATEV-compatible CSV export every month, on all plans including free. If your accountant or tax advisor needs a record of your German invoices, they get exactly the format they know.
Do UK freelancers have to use ZUGFeRD?
No. The German e-invoicing mandate applies to businesses established in Germany. As a UK-based freelancer without a German fixed establishment, you are not legally required to issue structured e-invoices.
However, your German client's accounting system may be configured to expect structured invoices. If they ask for ZUGFeRD, sending a plain PDF creates friction, delayed payments, manual processing, or outright rejection by their system.
Generating ZUGFeRD is not a legal obligation for you. It is a practical one. Clients who can process your invoice automatically pay faster and ask fewer questions.
What to do if your German client rejects your invoice
If a German client says their system cannot process your invoice, or asks you to resubmit in a structured format, they almost certainly need ZUGFeRD. Their accounts payable system is configured to import invoice data automatically from the embedded XML, a plain PDF requires manual entry on their side, which many larger German companies now refuse.
Create your invoice in Facturwise and download the ZUGFeRD file. Send it to your client the same way you would any PDF, by email as an attachment. Their system reads the embedded XML automatically.
If they ask specifically for XRechnung, use Facturwise's XRechnung output instead and ask them for their Leitweg-ID routing number.
Not sure whether your existing invoice is already compliant? Use the free Facturwise validator at facturwise.com/en/validate, no account required. Upload your PDF or XML and get an instant EN 16931 compliance report.
What to put on your invoice for a German client
A valid invoice for a German business client requires the following. Facturwise includes all of these automatically:
- Your full name and address.
- Your client's full name and address.
- Your client's German VAT number (Umsatzsteuer-Identifikationsnummer, starting with DE followed by 9 digits, for example DE123456789).
- Your own VAT number if you are VAT-registered in the UK.
- A unique sequential invoice number.
- The date of issue.
- The date the service was delivered or the service period.
- A clear description of the services provided.
- The net amount.
- A statement that the reverse charge applies, the wording "VAT reverse charge, Article 196, Council Directive 2006/112/EC" is standard and accepted by German clients.
You can verify any German VAT number for free using the EU VIES system at ec.europa.eu/taxation_customs/vies before sending your first invoice. An invalid VAT number means the reverse charge cannot be applied and your client may reject the invoice.
If you are not VAT-registered in the UK, include a note stating you are not registered for VAT. German companies sometimes ask for your Steuernummer, if you do not have one, a note stating you are not registered for tax in Germany is sufficient.
All formats. All plans.
| Format | For | From plan |
|---|---|---|
ZUGFeRD 2.4 | German B2B clients | Free |
XRechnung 3.0 | German public authorities | Free |
Factur-X 1.0.8 | French business clients | Free |
Peppol BIS 3.0 | Belgian and Dutch B2B clients | Free |
All formats comply with the European standard EN 16931. No hidden upgrades.
Simple pricing. No surprises.
5 invoices total
- ZUGFeRD 2.4, XRechnung 3.0, Factur-X 1.0.8, Peppol BIS 3.0
- DATEV-compatible export
- 5 saved clients
- Quotes and credit notes
- Expense and time tracking
- No credit card
- No time limit
per month · unlimited invoices and clients
- Everything in the free plan
- Unlimited invoices
- Unlimited clients
- SEPA QR code payments
- Quarterly tax summary CSV
- Analytics dashboard
per month · full automation
- Everything in the Advanced plan
- Automated payment reminders
- Automated recurring billing
- Automated recurring expenses
- White-label invoices (no Facturwise branding)
- Priority support
All prices excluding VAT. Cancel anytime. Compare all plans →
Frequently asked questions
Five invoices free. No credit card.
ZUGFeRD 2.4, XRechnung 3.0, Factur-X 1.0.8 and Peppol BIS 3.0. All formats, all plans.