E-Invoice Template & Sample: the Mandatory Fields
Check an e-invoice here
Drop an XML or ZUGFeRD PDF file here. Validation runs locally in your browser against EN 16931 — your file never leaves your machine.
A real e-invoice template is not a nicely designed PDF but a structured data set — the meaningful “template” is the set of mandatory EN 16931 fields that you fill in and export as a file.
Why there is no classic template
For a paper invoice you pick a nice layout in Word or Excel and start typing. That does not work for an e-invoice. An e-invoice is structured XML per EN 16931 — a machine reads the data straight from the fields, not from the layout. There are two formats: XRechnung (pure XML) and ZUGFeRD (a hybrid PDF with embedded XML).
That is why a Word sample is no help. The only meaningful “template” is the list of mandatory fields — once it is filled in completely and correctly, the invoice is valid.
The mandatory fields as a template
An e-invoice contains the same mandatory details as any invoice under § 14 UStG, only structured:
- Full name and address of seller and buyer
- Tax number or VAT ID of the seller
- Invoice number
- Invoice date
- Description and quantity per line item
- Delivery or service date
- Net amounts, tax rates, tax amounts and the gross total
For invoices to public authorities (B2G) the Leitweg-ID is added as a mandatory field.
Fill in the template and export
- Enter the mandatory fields: put seller, buyer, invoice number, date, line items with quantity, tax rates and amounts into a form.
- Choose a format: XRechnung for pure data transfer, ZUGFeRD when the recipient should also receive a readable PDF.
- Export: download the finished file and send it.
The fastest way is to create your e-invoice in the browser — locally, without upload, without an account. There is a detailed walkthrough under create an e-invoice, and one for pure XRechnungen under create an XRechnung.
XRechnung or ZUGFeRD?
Both formats comply with EN 16931. XRechnung is pure XML and ideal for public authorities. ZUGFeRD is a hybrid PDF with embedded XML — handy when your counterpart also wants to see the invoice. Which fits better is covered by the comparison of XRechnung vs. ZUGFeRD.
Check before sending
A filled-in template is only valid if every mandatory field is correct. So have the file checked for validity beforehand — the tool validates against EN 16931 and the German business rules.
For context on the deadlines: businesses must be able to receive e-invoices since 1 January 2025. Sending becomes mandatory from 2027 for businesses with over €800,000 turnover and from 2028 for everyone.
Frequently asked questions
Is there an e-invoice template to fill in?
Not a visual template like a paper invoice. The real template is the list of EN 16931 mandatory fields. You enter them into a form and export a valid XRechnung or ZUGFeRD.
Why can I not use a Word or Excel sample?
A Word or Excel document is only a visual representation. An e-invoice is structured XML per EN 16931 that software processes automatically. A PDF look alone does not meet the requirement.
Which mandatory fields must an e-invoice contain?
Name and address of seller and buyer, tax number/VAT ID, invoice number, invoice date, line items with quantity, delivery/service date, plus net, tax rate, tax amount and gross total. For public authorities, the Leitweg-ID is also required.
How do I fill in the template and export it?
You enter the mandatory fields into a browser form, choose XRechnung or ZUGFeRD and download the finished file — no installation and no account.