Accounting and invoicing for garages
Estimate, job, spare parts, labour, invoice: in the garage every invoice hangs on a vehicle and on parts from the wholesaler. Saldiqo writes quote, order confirmation and invoice from the same lines and keeps supplier invoices in view.
What comes up for garages and auto repair shops
Parts and labour kept apart
Customers and insurers want to see spare parts, labour and disposal separately. Every line should be traceable.
Estimate and job
Before the repair comes the estimate, afterwards the job. If the invoice differs, there are questions.
Parts from the wholesaler
Spare parts come from several suppliers with their own invoices and terms. The receipts must stay assignable to the jobs.
Fleet and business customers
Businesses with vehicles expect a collective invoice or fixed monthly invoices and pay on terms.
How Saldiqo helps
- From estimate to invoiceThe quote turns into order confirmation and invoice with the same lines, without retyping.
- Item master for parts and servicesLabour hours, flat fees and common parts you create once.
- Stage invoice for big repairsFor expensive jobs you issue a stage invoice from the quote, and the final invoice deducts it.
- Service contracts as recurring invoicesFixed monthly amounts for fleet customers are created by a recurring invoice on schedule.
- Supplier receipts and paymentsYou record wholesale receipts as expenses and bundle open invoices into a batch payment file for online banking.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Front brake pads, set
- Workshop labour, hours
- Service to manufacturer schedule, flat fee
- Disposal of waste oil and old parts
- Recovery service, flat fee
- Roadworthiness test, preparation and presentation
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 garages and auto repair shops in Germany
You enter the lift, diagnostic equipment and tools in the asset register if they cost over €800 net, and Saldiqo calculates the depreciation. Used-car sales under the margin scheme are not covered by Saldiqo.
Frequently asked questions
Can I show parts and labour as separate lines?
Yes. You create them as items and add them individually to the invoice, each with its own tax rate.
Can I bill used cars under a margin scheme?
No. Saldiqo does not know the margin scheme. For repairs, parts, accessories and services Saldiqo fits.
How do I keep open invoices in view?
After the bank statement you see which invoices are paid. For the rest you send a payment reminder with one click.
Do garages and auto repair shops 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 garages and auto repair shops 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 garages and auto repair shops 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.