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Help & FAQ

Answers to frequent questions and a glossary of the most important terms. Did not find what you were looking for?

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First steps

  1. Request access or accept an invitation, create an account and confirm your e-mail address
  2. Set up your company: address, tax number, bank details, logo
  3. Add customers and products (or type them directly into the document)
  4. Write, finalise and send your first invoice
  5. Match the incoming payment – done

Frequently asked questions

How do I create my first invoice?
After registering, set up your company (address, tax number, bank details). Then: Invoices → “Create invoice”, choose a customer or type the address, enter items, “Save & finalise”. The invoice number is assigned on finalising; then send the PDF by e-mail.
How do I change a finalised invoice?
As the owner, you reopen it via “Edit”: the number stays, the previous version is kept, and you send the corrected version again. This is blocked as soon as a payment has been recorded or the invoice has been cancelled. Or choose “Correct invoice” under “More”: projectxy creates a cancellation credit note and a new invoice draft with the same content, which you correct and finalise.
What details must an invoice contain?
Name and address of you and the customer, your tax number or VAT ID, invoice number, invoice date, service date or period, quantity and type of service, net amount broken down by tax rate together with any agreed reduction such as a cash discount, tax rate and tax amount (or the note on § 19 UStG or on a tax exemption). projectxy puts your details in the designated place; before finalising, the invoice check shows the most important missing details.
In which languages can I create documents?
The interface comes in 12 languages, documents in Deutsch, Türkçe, Русский, English, Polski, Română, Українська, Shqip, Italiano, Hrvatski, Български, ქართული. Choose the interface language in the menu; set the document language per customer or per document – default texts, date and number formats adapt.
How does bank reconciliation work?
Export your transactions as CSV in online banking and upload the file under Payments → Bank reconciliation. projectxy recognises invoice numbers in the payment reference and suggests the matching invoice. Your bank credentials are not needed.
What is an e-invoice and do I need it?
An e-invoice is an XML file following the EN 16931 standard (XRechnung in Germany; ZUGFeRD combines PDF and XML). Public authorities require XRechnung; since 2025 businesses must be able to receive e-invoices. projectxy creates XRechnung files and reads incoming e-invoices.
Can my tax advisor access the data?
Yes, in the Business and Team packages – invite them with the “Accounting” role. They see documents, contacts, payments and reports and may export, but cannot change anything. Alternatively, hand over the accountant package (ZIP) per quarter or year.
Does projectxy replace my bookkeeping or tax return?
No. projectxy is an invoicing and preparatory bookkeeping solution: it collects income, expenses and receipts and evaluates them. The advance VAT return, cash-basis profit statement or balance sheet is prepared by you or your tax advisor on this basis.
How secure is my data?
Encrypted connection, two-factor sign-in, lock after failed attempts, log of important actions, strict separation of company accounts and regular backups. Details are in the privacy policy and the data processing agreement.
How long do I have to keep invoices?
Since 2025, Germany requires 8 years for invoices and accounting records and 10 years for books, inventories and annual accounts. Export an accountant package regularly and keep it locally as well.

Glossary

These explanations also appear in the application behind the ? symbol.

VAT ID (VAT identification number)
A number for business within the EU, e.g. DE123456789. You apply for it at the Federal Central Tax Office. For German customers only, the tax number is enough.
Reverse charge (recipient accounts for VAT)
For certain services to companies elsewhere in the EU you do not show VAT – the customer accounts for it. The invoice then needs a corresponding note.
Tax treatment (reverse charge, EU, non-EU)
Per document: standard taxation with VAT, reverse charge for services to businesses in other EU countries or certain domestic cases (Sec. 13b UStG), tax-free intra-Community supply (Sec. 4 no. 1b UStG) or export to a non-EU country (Sec. 4 no. 1a UStG). Without VAT, projectxy puts the mandatory note and the customer’s VAT ID on the document; EU sales appear in the EC Sales List under Reports.
ZUGFeRD
A PDF that also carries the invoice data in machine-readable form. The recipient sees a normal PDF, but their software can read the data directly.
Tax rate
The VAT percentage on a line item. Usually 19 %, reduced 7 % (e.g. books, food), 0 % for exempt services.
Net / gross
Net is the price without VAT, gross the price including VAT – i.e. what the customer actually pays.
Value added tax (VAT)
The tax you add to your services and pay to the tax office. In Germany usually 19 %, for certain services 7 %.
Input tax
The VAT you paid on your own purchases. You can offset it against the VAT you collected (VAT payable).
Small business regulation (§ 19 UStG)
Those who stay below certain turnover limits may waive VAT. Then no VAT may be shown on invoices – projectxy adds the mandatory note automatically.
Small business threshold (§ 19 (1) UStG)
Since 2025: a small business is one whose total turnover was at most €25,000 in the previous year and does not exceed €100,000 in the current year. Once the €100,000 are exceeded, the scheme ends immediately – the sale that crosses the threshold is taxable, earlier sales remain tax-free. Counting is by date of payment, excluding VAT; tax-exempt sales under § 4 no. 8 ff. UStG do not count and would have to be deducted. In the year of founding, the €25,000 limit applies to the current year. The traffic light in the reports is no substitute for tax advice.
Service date / service period
The day or period in which the service was provided. Mandatory on invoices – for monthly services e.g. “01/08 – 31/08”.
Due date
The day by which the customer should pay. After that the invoice is overdue and reminders can be sent.
Costing (internal)
Your planned costs for a quote or invoice: own hours, material, external services, travel. Visible internally only – never on documents, in exports or in the search.
Planned surplus
Net price minus planned costs including risk buffer. A planning figure for pricing decisions – not a realised profit, as taxes, overheads and payment defaults are missing.
Billing plan
The plan of what is to be billed for a contract and when (flat rates per period, milestones, approvals). If the invoice for a due period is missing, a check note appears – invoices are only created when you click.
Automation modes
Preview only shows what would happen. Watch places proposals for approval. Active creates reminders automatically (without sending). A central switch pauses everything.
Cash discount
A price reduction when the customer pays particularly quickly – e.g. 2 % if paid within 7 days.
Progress invoices
A progress invoice is a full invoice for part of the amount. It is deducted again in the final invoice of the same order.
Credit note / cancellation invoice
A credit note (cancellation invoice) reverses a finalised invoice in full or in part – afterwards a new, correct invoice can be created.
Reminder levels
Payment reminder, 1st reminder, 2nd reminder: each level has its own text, deadline and fee. Reminder fees may only reflect the damage actually caused by the default, such as postage – not your own working time.
GiroCode
A QR code on the invoice that customers scan with their banking app. IBAN, amount and payment reference are filled in automatically.
E-invoice / XRechnung
An invoice as a structured XML file following the European standard EN 16931. Public authorities in Germany require XRechnung; since 2025 businesses must be able to receive e-invoices.
Leitweg-ID
An identifier of public-sector customers in Germany. It is required as buyer reference in the XRechnung.
Cash-basis profit statement (EÜR)
A simplified profit calculation on a cash basis (§ 11 EStG): income counts when the money arrives, expenses when they are paid. In projectxy it corresponds to the report by payment – a preparation for it, not a tax return.
Result by invoice date (accrual)
Income counts with the invoice date, even while the invoice is unpaid. This is not the tax cash-basis profit statement (EÜR): it goes by the time of payment (§ 11 EStG). For that, the report has the view by payment.
Cash accounting for VAT (§ 20 UStG)
With the tax office’s approval you owe VAT only when the money arrives, not already with the invoice. If this is set, the report and the overview show the view by payment first. The setting has no effect on your documents.
Advance return period
How often you file the advance VAT return (§ 18 para. 2 UStG): quarterly is the rule, monthly with more than €9,000 VAT due in the previous year or in the first two years after founding. The tax office tells you the period. Due by the 10th day after the end of the period.
Annex EÜR (preparation)
The lines of annex EÜR with the amounts from projectxy – income by payment received, paid expenses by category. projectxy does not know depreciation, staff, vehicle costs and payments to the tax office; add those in ELSTER or with your tax adviser.
Open items
All invoices that are not yet (fully) paid.
VAT payable
VAT collected minus input tax paid – the amount that goes to the tax office (or is refunded).