Accounting and invoicing for life coaches
Single sessions, packages, online programmes and retreats: life coaches work with private people and often have a small income with a few jobs a month. Saldiqo writes invoices with a neutral service description, creates package invoices and shows the turnover limit so that the tax question does not come as a surprise.
What comes up for life coaches
Few, valuable jobs
A package costs several hundred euros, and a month brings only a few clients. Every invoice counts.
Discretion
Clients do not want more on invoices than necessary.
Small business limit
Many coaches stay under the turnover limit. Whoever passes it needs VAT.
How Saldiqo helps
- Neutral service textsService as an item with a general name.
- Packages as itemsSession package, online programme, single session.
- Retreats with a depositQuote, deposit, final invoice.
- Limit in viewSaldiqo shows how much turnover is still free.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Coaching session, 60 minutes
- Session package, 5 appointments
- Online programme, 8 weeks
- Weekend retreat, course share
- Deposit 30 % on booking
- No-show fee for short-notice cancellation
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.
Frequently asked questions
How neutral should the service description be?
As neutral as your clients wish and the mandatory details allow. You choose the item name freely.
Does a tax exemption apply to coaching?
That depends on the country and the case. You clear that with your tax adviser.
Do life 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 life 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 life 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.