Invoices for Craftsmen: Mandatory Information, Tips and Templates for Practice

As a craftsman, you're a pro in your trade - but writing invoices isn't necessarily among your favorite tasks. Yet the invoice is more than just a formality: It secures your payment claim, enables your clients' input tax deduction and can serve as evidence in disputes.

In this practice guide, I'll show you how to create professional, legally compliant invoices as a craftsman - with all the specifics relevant to your trade.

Mandatory Information on Craftsman Invoice

Every invoice must contain certain information. With craftsman invoices, additional details often come into play.

The Legal Mandatory Information

This information is mandatory on every invoice over 250 € gross:

Specifics for Craftsmen

List material costs individually: Clients want to see what they're paying for materials. List all used materials with quantity and unit price.

Document working time comprehensibly: State how many hours you worked and at what hourly rate. With multiple employees: break down.

Make travel costs transparent: Travel costs are a frequent point of dispute. Clearly state kilometers or travel flat rate.

Separate disposal costs: If you dispose of old material, list these costs separately.

Structure of a Professional Craftsman Invoice

Header Section

• Your company logo and contact details
• Customer data
• Invoice number and date
• Possibly order number / customer number

Service Description

This is where it gets particularly important for craftsmen. A good structure:

1. Labor:

Pos. 1: Dismantling old washbasin incl. disposal
        2.0 hrs. × 58.00 € = 116.00 €

Pos. 2: Installing new washbasin with connection
        1.5 hrs. × 58.00 € = 87.00 €

Pos. 3: Adapting supply and drain pipes
        1.0 hrs. × 58.00 € = 58.00 €

2. Material:

Pos. 4: Washbasin ceramic white, 60cm
        1 pcs. × 189.00 € = 189.00 €

Pos. 5: Single-lever mixer chrome-plated
        1 pcs. × 79.00 € = 79.00 €

Pos. 6: Connection hoses, seals, small materials
        flat rate = 24.50 €

3. Ancillary costs:

Pos. 7: Travel (15 km × 0.50 €)
        = 7.50 €

Pos. 8: Disposal old material
        flat rate = 25.00 €

Summary

Sum net:                     586.00 €
plus 19% VAT:                111.34 €
────────────────────────────────────────
Total amount gross:          697.34 €

Footer Section

• Payment term (e.g., "Payable within 14 days")
• Bank details
• Reference to tax exemption (if small business)
• Possibly warranty notices

Specifics for Different Trades

Plumbing / Heating / Climate (SHK)

Typical items:

• Pipes (meters + material)
• Fittings and sanitary objects
• Heating components
• Maintenance work
• Emergency service surcharges

Important:

• With maintenance contracts: Attach maintenance protocol
• With heating systems: Reference to subsidies (if applied for)
• Emergency service: Show surcharges for night/weekend separately

Electrical

Typical items:

• Installation material (cables, boxes, switches)
• Lights and bulbs
• Tests and measurements
• Commissioning

Important:

• Mention test protocols as attachment
• With new installations: Reference to VDE standards
• Smart home components: Programming effort separately

Painter / Varnisher

Typical items:

• Square meter information (wall, ceiling, facade)
• Paints and materials
• Prep work (masking, priming, filling)
• Scaffolding costs

Important:

• Document paint quantities (for reorders)
• With facades: Scaffolding rental separate or included
• Wallpapering work: Specify strips or sqm

Carpenter / Joiner

Typical items:

• Material costs (wood, fittings)
• Workshop work (hours)
• On-site installation
• Custom work

Important:

• With furniture: Describe dimensions and material precisely
• Sketches or photos as attachment sensible
• Specify wood type and quality

Roofer

Typical items:

• Square meters roof area
• Roofing (material + labor)
• Insulation
• Scaffolding / fall protection
• Disposal old material

Important:

• Distinguish: New roofing vs. repair
• Warranty notices particularly important
• Storm damage: Note for insurance

The Small Amount Invoice: Simplified Rules

For invoices up to 250 € gross (small amount invoice), simplified rules apply:

Minimum information:

• Full name and address of provider
• Issue date
• Quantity and type of service
• Gross amount
• Tax rate (19% or 7%)

Not required:

• Customer address
• Invoice number
• Tax number
• VAT statement

Practice tip: Even with small amount invoices, I recommend making all statements - it looks more professional and you don't have to switch between different formats.

Craftsman Invoice and Tax Bonus

What Clients Want to Know

Many private clients ask about the "craftsman bonus". This allows private individuals to deduct 20% of labor costs (maximum 1,200 € per year) from taxes.

What You Must Note

So your client can use the bonus:

1. Show labor costs separately: Material and working time must be listed separately
2. No cash payment: Invoice must be paid by bank transfer
3. State service location: Work must take place in client's household

Wording Help

Add this note to your invoices to private clients:

"The labor costs shown in this invoice amounting to XXX,XX € can be claimed for tax purposes according to § 35a EStG. Prerequisite is payment by bank transfer."

Common Mistakes with Craftsman Invoices

Mistake 1: Flat Service Description

Poor: "Plumbing work: 850.00 €"

Better: Individual items with quantities, times and prices

Mistake 2: Missing Separation Material/Labor

Problem: Client can't use tax bonus, inquiries arise

Solution: Always list separately, even if it's more effort

Mistake 3: Unclear Travel Costs

Problem: Clients complain about "hidden" costs

Solution: Travel transparent in quote and on invoice

Mistake 4: Forgotten Service Date

Problem: Legally problematic, input tax deduction jeopardized

Solution: Always state date when work was performed

Mistake 5: No Invoice Number

Problem: Not permissible, looks unprofessional

Solution: Introduce sequential numbering (e.g., RE-2025-0001)

Tips for Faster Payment

1. Invoice Immediately

Issue invoice on day of completion - or directly at client's on site. The faster the invoice, the faster the payment.

2. Clear Payment Terms

Don't just write "payable immediately", but state a concrete date: "Payable by 29.12.2025"

3. Offer Multiple Payment Methods

• Bank transfer (mandatory for tax bonus)
• PayPal or credit card
• EC card on site (with mobile terminal)

4. QR Code for Transfer

A QR code on the invoice enables payment via banking app in seconds.

5. Friendly Wording

"Thank you for your order! We look forward to your transfer by XX.XX.XXXX."

Down Payment Invoices for Larger Projects

With larger orders, down payment invoices are common and sensible.

When Down Payment Invoices?

• Projects over several weeks
• Material costs in advance
• Agreement in quote

Correct Labeling

1st Down Payment Invoice (40% of order sum)
Project: Bathroom renovation Schmidt family
Order sum net: 8,500.00 €
Down payment (40%): 3,400.00 €
plus 19% VAT: 646.00 €
Payment amount: 4,046.00 €

Final Invoice

Final invoice lists all down payments and deducts them:

Total service net: 8,750.00 €
plus 19% VAT: 1,662.50 €
Gross: 10,412.50 €

Minus:
- 1st down payment (15.11.2025): -4,046.00 €
- 2nd down payment (01.12.2025): -3,035.00 €

Remaining amount: 3,331.50 €

Mobile Invoicing for Craftsmen

As a craftsman you're on the road a lot. Mobile invoicing is therefore particularly practical:

Advantages

• Create invoice directly at client's
• No more forgotten invoices
• Faster payment receipt
• Professional impression

How It Works

With modern tools you can via smartphone:

• Enter services and material
• Generate PDF
• Send via email or WhatsApp
• Accept payment via EC card

Clever Invoice for Craftsmen

With Clever Invoice, you create professional craftsman invoices in minutes:

• Material + labor separated: Automatic separation for tax bonus
• Templates for your trade: Typical items preset
• Mobile creation: Via app or WhatsApp directly at client's
• QR code for payment: Faster transfers
• Down payment invoices: Bill projects cleanly
• E-invoice ready: XRechnung and ZUGFeRD for business clients
• Dunning system: Automatic payment reminders

Conclusion: Professional Invoices Pay Off

As a craftsman, your invoice is more than a formality - it's part of your external image. A professional, transparent invoice:

The most important insights:

1. All mandatory information - otherwise problems threaten with client and tax office
2. Separate material and labor - for your clients' tax bonus
3. Detailed items - creates trust and avoids discussions
4. Invoice quickly - the earlier the invoice, the earlier the money
5. Use mobile tools - create invoices directly on site

With the right software, invoicing becomes a matter of minutes instead of annoying paperwork. And that pays off - in faster payments and more satisfied clients.

Ready for professional craftsman invoices? Try Clever Invoice free and create your first invoice in under 2 minutes. With templates especially for craftsmen.