Proper invoice is indispensable for companies that book fitter accommodation for their employees. In contrast to private bookings, where a simple receipt is sometimes sufficient, companies need tax-correct documents for their accounting. These invoices must contain certain mandatory information and comply with the legal requirements so that the accommodation costs can be claimed as operating expenses. Serious landlords of fitter’s apartments are familiar with these requirements and automatically issue correct invoices. This text explains what information a company invoice must contain and what companies should pay attention to when checking the invoice.
Mandatory information on corporate bookings
Do you get an invoice or a receipt for the company? Yes, professional landlords always issue proper invoices. These must contain certain mandatory information under German tax law so that they are recognized by the tax office. If important information is missing, the invoice cannot be booked as an operating expense in the worst case.
The mandatory information includes the full name and address of the landlord as well as his tax number or sales tax identification number. The full company name and address of the booking company must also be listed. The exact designation of the service is important – not just ‘overnight stay’, but, for example, ‘rental of a furnished fitter’s apartment for four people’.
The invoice date and a consecutive invoice number must also be present. This number is used for unique identification and may only be assigned once. The performance period must be clearly recognizable, i.e. from when to when the accommodation was used.
The invoice amount must be broken down by net and gross amount, with a separate statement of sales tax. In the case of fitter apartments, the reduced tax rate of 7 percent usually applies when it comes to short-term rentals. In the case of longer rentals over six months, the rental as a normal living space rental can be exempt from sales tax.
Important mandatory information at a glance
- Full name and address of landlord and company
- Tax number or VAT ID no. of the landlord
- Invoice date and unique invoice number
- Exact description of services and service period
- Net amount, sales tax rate and gross amount
- Payment term and bank details
Fitter room invoice for the company – special requirements
For corporate bookings, there are often additional requirements that go beyond the statutory information. Many companies need a breakdown by person, especially if several employees were accommodated in different rooms or apartments. This breakdown facilitates internal cost allocation to projects or cost centers.
The names of the employees may also be desired. Some companies want to be able to understand which employee was accommodated and when. This is particularly relevant for longer projects with changing employees.
The company’s reference or order number should be noted on the invoice if it was indicated at the time of booking. Many companies work with internal order numbers, which must appear on all documents so that the invoice can be assigned correctly.
Time and type of invoicing
The question of when the invoice will be asked can be handled differently depending on the agreement. In the case of shorter stays of up to four weeks, invoicing usually takes place after departure. The landlord then sends the invoice to the specified company address or e-mail address within a few days.
For longer stays over several months, a monthly statement is common. The landlord then issues an invoice for the past month at the end of each month. This facilitates accounting on both sides and avoids high individual amounts.
Invoicing can be done in different ways. Most landlords today send invoices by e-mail as a PDF document. This is fast, inexpensive and the invoice can be processed directly digitally. However, some companies still require invoices by post, especially for larger amounts.
electronic invoices
Electronic invoices by e-mail are legally equivalent to paper invoices. They must contain the same mandatory information and can be booked in the same way. It is important that the invoice is available as a PDF or in another format that cannot be changed.
Special rules apply to the archiving of electronic invoices. They must be kept in unchanged form for over ten years. Most accounting programs today offer automatic archiving capabilities that meet this requirement.
Payment methods and deadlines
The payment period is noted on the invoice and is usually 14 to 30 days after the invoice date. In established business relationships, landlords often grant longer payment terms of up to 30 days. This gives the accounting sufficient time to check and release the invoice.
Payment is usually made by bank transfer. The landlord’s bank details are indicated on the invoice. The invoice number should always be specified as the purpose so that the payment can be clearly assigned. In the case of regular bookings, standing orders or SEPA direct debits can also be agreed.
Discount is rarely granted for fitter apartments, since the margins are already relatively low. However, some landlords offer 2 to 3 percent discount on payment within 7 days.
Correction and Cancellation
Errors on invoices occur and must be corrected. In the event of incorrect amounts, missing information or other errors, the landlord must issue an invoice correction or cancellation invoice. A simple change to the existing invoice is not permitted, since the original invoice already has an invoice number.
The cancellation invoice is given a new number and refers to the incorrect original invoice. A new, correct invoice with another new number will then be issued. This procedure ensures the complete traceability of all business transactions and corresponds to the tax requirements.