How do I create a ZUGFeRD or XRechnung invoice in VAT GPT?

On the "Income" page, open "Generate Invoice" in the "Tips" card, fill in the mandatory details and click download: the PDF is a ZUGFeRD invoice, the XML an XRechnung. Invoice creation is included in the Free plan.

Last updated: 29 October 2026

In brief

  • Where: "Income" page, "Tips" card, entry "Generate Invoice".
  • Format: Under "Format" you choose "ZUGFeRD (PDF)" or "XRechnung (XML)".
  • Check: If a mandatory detail is missing, the editor marks the field and says what is missing.
  • Save: "Save" keeps the invoice in your account and counts it in your income.

How do I open the invoice editor?

Go to "Income & OSS" in the menu. In the "Tips" card, "Generate Invoice" is the first entry. One click opens the editor with an empty invoice. "Back to Income" at the top takes you back.

What this means for you: You need no extra program; the editor runs in the same account as your taxes.

How do I create the invoice step by step?

  1. Open "Generate Invoice" in the "Tips" card.
  2. Under "Your personal details" enter your name or company and address.
  3. Under "Your tax details" enter your tax number or VAT ID.
  4. Under "Your payment method" enter your IBAN.
  5. Under "Client details" enter the customer's name and full address.
  6. On the invoice itself fill in the invoice number, issue date, supply date or period and at least one line item with description and amount. Add more lines with "Add a line".
  7. Enter a due date or payment terms.
  8. Under "Format" pick "ZUGFeRD (PDF)" or "XRechnung (XML)". If needed, change "Invoice language" (German or English) and "Currency".
  9. Click "Download PDF", or for an XRechnung "Download XML".
  10. Click "Save".

What this means for you: Steps 2, 3, 5 and 6 cover mandatory details under § 14 (4) UStG; the tax rate and tax amount, or a note on the exemption, are mandatory too. § 14 UStG does not require the IBAN or payment terms; the editor asks for them for the e-invoice.

What is different for an XRechnung?

With "XRechnung (XML)" the extra field "Buyer reference (Leitweg-ID)" appears. For a public authority you enter the real Leitweg-ID there. You also need the customer's e-mail address under "Client details". An XRechnung has no PDF view; to read it you use a viewer, for example the tax administration's at e-rechnung.elster.de.

What this means for you: Authorities need the Leitweg-ID, business customers usually do not; details are in Create an XRechnung step by step.

What happens if something is missing?

The editor shows "Please fill in:" and lists what is missing, for example your name and address, the customer's name and address, the invoice number, the issue date, at least one line item with description and amount, or a payment method (IBAN). If you reuse an invoice number, it says "Already in use." and offers a suggestion. The editor only produces the file once everything is filled in.

What this means for you: Without the required fields the editor produces no file; you still check the description of the supply, the tax rate and any exemption note yourself.

Where do I find my invoices later?

Saved invoices appear in your income and feed into the VAT return there. From the income list you reopen them in the editor or download them again. In the editor you set the status to "Paid" or "Unpaid".

What this means for you: You do not have to enter an invoice you created a second time for tax purposes.

How VAT GPT helps

  1. Fill in: You enter sender, customer, line items and format in the editor.
  2. Check: The editor checks the mandatory details before the download and marks what is missing.
  3. Send: You download the PDF or XML and send the invoice to your customer; "Save" keeps it in your account.

There is Free (invoice creation included), Go (30 days free with all Pro features) and Pro. Try it for free

No tax advice: This content does not replace individual advice.

Frequently asked questions

Does creating invoices in VAT GPT cost anything? No, invoice creation (ZUGFeRD and XRechnung) is part of the Free plan.

Which format should I choose, ZUGFeRD or XRechnung? ZUGFeRD is a PDF with embedded data and readable for most business customers; XRechnung is a pure XML file that mainly public authorities require. The comparison is in XRechnung or ZUGFeRD.

Do I always have to fill in the Leitweg-ID? Only for invoices to public authorities. For a business customer you do not need to change anything.

How do I create the invoice as a small business owner? Small-business invoice in Germany explains the specifics.

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