Accounting and invoicing for consultants and coaches
A fee by time, a workshop with a prepayment, a retainer for three months: consultants and coaches rarely have two identical jobs. Saldiqo keeps quotes, invoices and payments together, even when you run several companies.
What comes up for consultants and coaches
Different fee models
Hourly rate, day rate, flat fee, success fee: each model needs its own presentation on the quote and the invoice.
Prepayment and instalments
Coaching packages and workshops are often paid upfront, larger projects in instalments. The final invoice has to make that traceable.
Fixed monthly amounts
A retainer brings planned income but needs an on-time invoice every month.
Several businesses
Many consultants have a company or a second line next to their sole trader business. Each needs its own books, but not its own software.
How Saldiqo helps
- Quote by fee modelYou create services as items: hour, day, package. The quote is built from these blocks.
- Time tracking and invoice from timeIf you bill by effort, you record the time and create the invoice from it.
- Retainer as a recurring invoiceThe monthly invoice is created on a fixed date, without writing it anew each time.
- Deposit and final invoiceYou issue prepayments from the quote, and the final invoice deducts them automatically.
- Several companies, one loginSwitch between your companies and invite team and tax adviser with their own rights.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Strategy consulting, 6 hours
- Full-day workshop, up to 12 participants
- Coaching package, 5 sessions
- Retainer, October
- Preparation and follow-up, flat rate
- Travel costs at cost
Tax and invoicing in Germany
What applies to invoices in Germany, in short. As of October 2026.
- VAT
- Standard rate 19 %, reduced rate 7 %. Which rate applies to which supply depends on the case. Saldiqo calculates each invoice line with the rate you pick.
- Small business scheme
- Under section 19 of the VAT Act (UStG) you charge no VAT as long as your turnover was at most €25,000 last year and is at most €100,000 this year. Saldiqo shows how much room is left and adds the note to your invoice.
- Mandatory details
- Under section 14 UStG every invoice shows a tax number or VAT ID, a consecutive invoice number, the date of supply and the recipient. Saldiqo checks this before you finalise an invoice. Small invoices up to €250 gross need fewer details.
- E-invoicing
- All businesses have had to be able to receive e-invoices since 1 January 2025. Issuing becomes mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in all cases. Small businesses under section 19 are exempt. Saldiqo creates XRechnung and ZUGFeRD.
- VAT return
- The advance VAT return goes to the tax office through ELSTER, by the 10th after the end of the period. You file monthly if last year’s VAT was above €9,000 and quarterly above €2,000. Saldiqo provides the figures; you file in ELSTER or through your tax adviser.
- Record keeping
- Keep invoices and accounting vouchers for 8 years, books for 10 years and business letters for 6 years. The period starts at the end of the calendar year.
- Late payment
- In the second half of 2026 the default interest rate is 10.52 % between businesses and 6.52 % towards consumers, plus a €40 flat fee that applies to businesses only. Saldiqo has reminder levels with deadlines and fees.
- Getting paid
- Every invoice carries a GiroCode (EPC QR) that customers scan with their banking app. You match payments by uploading the bank statement as CSV or CAMT.
- Tax adviser
- Cash-basis profit calculation (EÜR), a DATEV export and a separate login for your tax adviser are built in.
For consultants and coaches in Germany
Whether coaching and consulting services are subject to VAT depends on the case. Some educational services are exempt, most consulting is not. You clear that with your tax adviser, and in Saldiqo you set the matching rate per line.
Frequently asked questions
Can I bill by time and with flat fees?
Yes. You create hourly, daily and package rates as items and mix them in one quote or invoice.
How do I bill coaching packages with prepayment?
With a deposit invoice from the quote. The final invoice deducts the prepayment and shows the rest.
Can I manage several companies?
Yes. Several companies run under one login, each with its own books and its own invoice numbers.
Do consultants and coaches in Germany have to charge VAT?
Yes, unless they qualify as small businesses under section 19 UStG. That applies when turnover was at most €25,000 last year and is at most €100,000 this year. The limit is hard: VAT is due on the sale that takes you over it.
Do consultants and coaches in Germany need e-invoicing?
Every business must be able to receive e-invoices since 2025. Issuing is mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in general. Small businesses, invoices up to €250 and tickets are exempt. Private customers still get a normal invoice.
How long do consultants and coaches have to keep invoices?
Invoices and vouchers for 8 years, books for 10 years and business letters for 6 years, counted from the end of the calendar year. You can store receipts digitally in Saldiqo. The legal duty to keep records and to document your procedures stays with you.
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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.