A Kleinbetragsrechnung (small-amount invoice) is a simplified invoice type in Germany for transactions up to €250 (gross). These invoices speed up daily business operations and enhance convenience, thanks to fewer mandatory details, especially in retail, gastronomy, or service industries with many low-value transactions. Below, you’ll discover the rules and required elements for small-amount invoices.
What is a Kleinbetragsrechnung?
A Kleinbetragsrechnung is a small-value invoice that can be issued for a gross amount of up to €250 (including VAT). It benefits from streamlined legal requirements under the German Umsatzsteuer-Durchführungsverordnung (UStDV).
Why it exists
This simplified invoice format reduces administrative work for high-frequency, low-value transactions, such as buying office supplies, a quick restaurant meal, or a short taxi ride. It doesn’t require clients’ personal information.
Mandatory vs. optional details
By law (§ 33 UStDV), a valid Kleinbetragsrechnung must include:
Name and address of the supplier (the seller or service provider)
Date of invoice issuance
Description of the goods or services (type, quantity, or scope)
Total gross amount (net amount + VAT combined)
Applicable VAT rate (e.g., 19% or 7%) or a note on VAT exemption (e.g., under Kleinunternehmerregelung)
Optional (and therefore not required) in a Kleinbetragsrechnung:
Customer’s name and address
Invoice number
Tax number or VAT ID of the issuer
Date of service or supply (Leistungsdatum), if it differs from invoice date
⚠️ If you include more details than required, ensure absolute accuracy. Any errors in extra fields can invalidate your customer’s right to claim input tax (Vorsteuerabzug).
Examples of Kleinbetragsrechnungen
In everyday business, you’ll often see small invoices in these scenarios:
Retail: Supermarkets, convenience stores, pharmacies, flower shops
Gastronomy: Cafés, restaurants, bars, takeaways, bakeries
Services: Taxis, hairdressers, laundries, minor repairs, small-scale deliveries
🧾 Receipts up to €250—such as store receipts or short restaurant tabs—automatically qualify as Kleinbetragsrechnungen if they meet the minimal legal criteria above.
Limitations of Kleinbetragsrechnung
Kleinbetragsrechnungen are governed primarily by:
Umsatzsteuergesetz (UStG)
Umsatzsteuer-Durchführungsverordnung (UStDV)
Under these regulations:
Allowed up to €250 gross: The net threshold depends on the VAT rate—e.g., at 19% VAT, the net limit is €210.08.
Not permitted in certain cases: You cannot use a Kleinbetragsrechnung for:
Cross-border sales within the EU if special rules apply (e.g., Versandhandelsregelung).
Innergemeinschaftliche Lieferungen (intra-EU supplies) are tax-exempt under § 6a UStG but must follow standard invoice rules.
Reverse Charge transactions under § 13b UStG, where the tax liability shifts to the recipient.
If any of these exceptions apply, you need a standard invoice even if the amount is under €250.
Bewirtungsbeleg special case
A Bewirtungsbeleg (hospitality or restaurant receipt) can be a Kleinbetragsrechnung if under €250 gross. However, business meals have extra conditions for tax recognition:
Full name and address of the restaurant
Date and location of the meal
Items ordered listed with prices
Name(s) of all participants
Specific reason for the meeting (e.g., “Project discussion for Client X,” not just “business meal”)
You’ll need a standard invoice if it exceeds €250, or you need more formal documentation.
VAT and the Vorsteuerabzug (Input tax deduction)
Even with a Kleinbetragsrechnung, businesses can claim input tax (Vorsteuer) if the document is fully compliant. Key points:
VAT must be numerically stated: Phrases like “includes all legal VAT” aren’t enough. You must specify “19%” or “7%.”
Check immediately: Always verify new receipts for correctness (e.g., correct date, total) since post-transaction corrections can be difficult.
Claiming Vorsteuer: You can deduct the VAT portion during your monthly or quarterly filing if the required details are present.
Record-keeping and archiving requirements
Under German law (GoBD guidelines), you must keep all invoices—including Kleinbetragsrechnungen—for at least 8 years. They must remain legible and unaltered, whether you store them physically or electronically.
What if the amount exceeds €250?
Any invoice over €250 (gross) qualifies as a standard invoice and must contain all mandatory fields per § 14 Abs. 4 UStG, including:
Recipient’s name and address
Consecutive invoice number
Detailed net, VAT, and gross amounts
Date or period of service delivery
If applicable, discounts or rebates (Skonti)
If your transaction is borderline (e.g., you expect it to be just above €250), issue a standard invoice to avoid compliance issues.
How Norman makes your invoicing effortless
Norman is designed to streamline the invoicing process. Here’s how Norman makes Kleinbetragsrechnungen easier:
Quick invoice creation: Generate a compliant invoice or receipt with minimal effort.
Automatic calculations: The system applies the correct VAT rate and total.
Automatic payment tracking: Identify which customers have paid their invoices and which are still pending.
Digital storage: Safely archive your invoices for the legally mandated 8 years—no more paper chaos.
With Norman, you can confidently handle small and standard invoices, keep accurate records, and stay ready for potential audits.
Key takeaways
Max €250 gross: Kleinbetragsrechnungen applies only if the total (net + VAT) doesn’t exceed €250.
Fewer mandatory fields: Name and address of issuer, invoice date, description of goods/services, gross amount, VAT rate, and possibly a tax exemption note.
Exceptions & restrictions: Cross-border transactions, intra-EU supplies, or reverse charge scenarios are not allowed.
Vorsteuerabzug is still possible: As long as the invoice is correct and the VAT rate is explicitly stated.
Archive for 8 years: Follow GoBD rules for digital or physical storage.
Over €250: Issue a standard invoice with full legal details.
By following these guidelines, you’ll stay compliant with German tax laws while saving time on administrative tasks. And remember: if you prefer to automate the process, Norman is here to help you create and manage your Kleinbetragsrechnungen effortlessly.