Accounting and invoicing for planning firms
Work stages, stage invoices by progress, reports by effort: whoever plans and surveys bills in phases and steps. Saldiqo issues stage invoices from the quote, runs the final invoice and shows per project what is already paid.
What comes up for planning and surveying firms
Billing in phases
Planning services are delivered and billed in steps. Every step has a stage invoice, and at the end comes a final invoice.
Long project durations
A project lasts months to years. Open stage invoices and late payments have to stay in view.
Disbursements
Travel, plots, copies and survey fees are often passed on as a flat fee or at cost.
Several projects in parallel
Every project has its own fees, costs and dates. The figures should be visible per project.
How Saldiqo helps
- Stage invoices from the quoteFee by work stage as a quote, and you issue the stage invoices straight from it.
- Final invoiceThe final invoice deducts all stage invoices already paid.
- Cost centre per projectAssign invoices, expenses and time to a project and see the report per cost centre.
- Time tracking for effort-based workReports and consulting by effort you record in hours and create the invoice from them.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Work stage 3, stage invoice 1 of 3
- Work stage 4, planning application
- Disbursements, flat fee
- Report by effort, hours
- Site visit, travel
- Plots and copies as per receipt
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
Can I bill by work stage?
Yes. You write the fee as a quote and issue the stage invoices straight from it. The final invoice deducts them.
How do I see what a project earns?
With cost centres. You assign invoices, expenses and time to the project.
Do planning and surveying firms 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 planning and surveying firms 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 planning and surveying firms 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.