Accounting and invoicing for online shops
An order comes in, goods go out, the invoice has to be right, a return comes back. An online shop produces documents by the minute. Saldiqo fetches the orders from your shop, writes the invoice and delivery note and matches the payment at the end.
What comes up for online shops
Many small orders
Hundreds of orders a month with a few euros of goods each are common. Each needs an invoice, a delivery note and a payment received.
Several sales channels
Own shop, marketplace, social media: orders come from different sources and have to end up in one place.
Returns and refunds
Part of the goods come back. Every return needs a credit note that matches the original invoice.
Stock and shipping
Pick list, shipping list and tracking numbers belong to the order. Stock should be right before someone sells something that no longer exists.
How Saldiqo helps
- Fetch ordersSaldiqo retrieves orders from WooCommerce, Shopify or Billbee. There is also a CSV import for other channels and manual orders.
- Invoice and delivery note per orderFrom an order you create an invoice, a delivery note and, if needed, a credit note. Everything stays linked.
- Stock, pick list, shipping listFor items with stock tracking, stock falls with the order and rises again on cancellation and return. The pick list combines the items of several orders, the shipping list provides the data for the carrier.
- Report shippedFor WooCommerce Saldiqo reports the shipment with its tracking number back to the shop.
- Match paymentsUpload the bank statement: Saldiqo matches payments to invoices, also for purchase on account. Whoever does not pay gets a reminder.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Items as per order, shipping shown separately
- Parcel shipping, tracking number on the delivery note
- Voucher, redeemed as a discount
- Credit note: return of two items
- Packaging and extra service
- Delivery to another EU country
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 online shops in Germany
Private customers still get a normal invoice, an e-invoice is only planned for domestic business-to-business sales. Returns such as the EC sales list or the one-stop shop you file yourself.
Frequently asked questions
Which shops can Saldiqo connect?
WooCommerce, Shopify and Billbee. For other channels there is the CSV import with its own template and the manual order. You enter the access details yourself.
How do I handle returns?
You create a credit note or cancellation for the invoice. It stays linked to the order and the original invoice.
Can I show deliveries to other countries?
Saldiqo has the tax types intra-EU supply, reverse charge and export. Which rule applies to a delivery, you clear with your tax adviser.
Do online 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 online 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 online 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.