You sold to a German GmbH. The invoice is 60 days past due. Their AP department keeps saying "Buchhaltung prüft noch"—accounting is still reviewing. Meanwhile, your cash flow dashboard is turning a concerning shade of red.
Whether it's a manufacturing buyer in Stuttgart, a tech startup in Berlin, or a logistics operator in Hamburg, the pattern is familiar: formal culture, formal process, formal patience required. Germany rewards structure. This guide gives you that structure—the Mahnverfahren Protocol™—so your invoice moves from "under review" to "paid" without destroying the relationship or your sanity. Explore our locations to see how we handle cases across Germany and Europe.
Why Germany is Different: The Formal Escalation Culture
BGB (Bürgerliches Gesetzbuch)
: Civil Code governing payment obligations, default (Verzug), and interest
HGB (Handelsgesetzbuch)
: Commercial Code for B2B transactions between merchants
Handelsregister
: Commercial register for entity verification—critical for GmbH structures
RDG (Rechtsdienstleistungsgesetz)
: Legal Services Act governing debt collection licensing
When to Consider a Germany Debt Collector
Hit 3+ of these? It's time to bring in the pros.
Invoice is 45+ days overdue
German payment terms typically run 30 days; 45+ indicates pattern behavior, not oversight
Debtor is silent or "prüft noch" indefinitely
Two follow-ups with no substantive response means external attention is needed
Acceptance proof (Abnahme) is weak
No signed Leistungsnachweis or delivery confirmation gives the debtor leverage
Late dispute appears after reminders
Disputes raised after you've asked for payment are typically tactical
Entity mismatch risk
Invoice sent to GmbH subsidiary but contract was with Holding AG—common in German group structures
Cross-border elements
Non-EU creditor facing SEPA friction, language barriers, or multi-jurisdiction contract terms
Before you hire, do 3 things:
Why B2B Invoices Go Unpaid in Germany
A professional overseas invoice collection service does more than send reminder emails. Here's the real workflow:
AP Batch Cycles
Large German firms process invoices monthly, not weekly—yours may be queued for the next Zahllauf (payment run)
Missing Bestellnummer
Invoice without valid PO reference gets routed to review pile instead of payment queue
Abnahme Not Confirmed
Debtor claims formal acceptance hasn't occurred—even while using your deliverable daily
Late Quality Disputes
"Quality concern" surfaces only after second reminder—classic leverage tactic
Entity Mismatch
Invoice names "ABC Operations GmbH" but contract was with "ABC Holding GmbH"—legal grey zone
Language Precision
Informal English email doesn't carry the weight of a structured German Mahnung
Insolvency Signals
Debtor is distressed but hasn't filed yet—prioritizing other creditors while you wait
Decision-Owner Gone
The person who approved the purchase has left; replacement "doesn't have authority"
The best agencies don't just chase—they diagnose why you're not getting paid first.
The Germany Mahnverfahren Protocol™: 5-Step Ladder
Friendly, reference-focused reminder. Confirms invoice details, attaches SOA, asks for payment date. Tone: collegial, assumes oversight.
- Reference invoice number and Bestellnummer
- Attach Statement of Account (SOA)
- Request confirmation of payment date within 5 business days
- Offer to resolve any discrepancies
Germany Evidence Pack (Belegpaket): What to Gather
| Document | Why It Matters | Common Gap (Quick Fix) |
|---|---|---|
| Signed Contract / AGB / PO | Establishes legal basis and payment terms | Missing signature → check email for accepted terms or order confirmation |
| Bestellung / Bestellnummer | PO reference required for AP routing | No PO → request from debtor's procurement contact |
| Lieferschein (Delivery Note) | Proves physical delivery occurred | No signed copy → get carrier POD or warehouse receipt |
| Leistungsnachweis / Abnahme | Proof of service acceptance for professional services | No formal sign-off → compile UAT notes, deployment logs, email confirmations |
| Rechnung (Invoice) | Shows amount and payment terms | Wrong entity → issue corrected invoice with same date reference |
| Statement of Account (SOA) | Summarizes all outstanding balances | No SOA → export from accounting system, format as PDF |
| Communication Log | Shows debtor acknowledgment and commitment dates | Scattered emails → compile into single timeline document |
| Handelsregister Extract | Confirms correct legal entity | Unsure of name → check Unternehmensregister.de |
| Bank Details (IBAN/BIC) | Ensures debtor has correct payment instructions | Not on invoice → resend with payment details highlighted |
Key German Cities & Regional Expertise
- 🏙️ Berlin: Tech startups, government contracts, creative industries. Fast-growing but cash-flow-sensitive debtors. Startup culture means informal processes—formal Mahnung cuts through. Read our Berlin B2B debt collection guide →
- ⚓ Hamburg: Port logistics, maritime trade, import/export. CMR documentation critical. Cross-border freight disputes common. Read our Hamburg maritime collections guide →
- 🚗 Munich: Automotive, aerospace, precision engineering. Large corporates with formal AP cycles. Milestone-based contracts require acceptance proof. Read our Munich automotive collections guide →
- 🏦 Frankfurt: Finance, consulting, professional services. Sophisticated debtors who know the law—your evidence pack must be airtight.
- 🏭 Düsseldorf: Trade fairs, manufacturing, retail. Seasonal payment patterns around Messe (trade fair) cycles.
- 🔧 Stuttgart: Engineering, automotive suppliers, Mittelstand (mid-market) manufacturers. Payment terms often tied to project milestones.
Industry-Specific Collection Scenarios in Germany
- 🏭 Manufacturing (Maschinenbau): Contract disputes often center on milestone acceptance (Abnahme). Typical pattern: buyer claims machine isn't performing to spec while using it in production daily. Evidence needed: commissioning report, training sign-off, any email confirming operational use.
- 🚚 Logistics & Trade: CMR documentation governs liability. Cross-border freight means multiple parties and jurisdictions. Common issue: consignee rejects delivery but freight charges remain due. Evidence needed: signed POD, CMR with reservations noted, correspondence about damage claims.
- 💻 Technology & SaaS: Subscription disputes and implementation delays. Buyer claims system "isn't working" after 6 months of daily logins. Evidence needed: login logs, support ticket history, any UAT or go-live confirmation.
- 📋 Professional Services: Scope creep and deliverable disputes. Client approved work informally but won't sign final acceptance. Evidence needed: email approvals, meeting notes, time logs, any interim milestone sign-offs.
10 Questions Before Hiring a Germany Debt Collector
Germany Soft-to-Firm Communication Pack
Betreff: Zahlungserinnerung – Rechnung [Invoice Number] Sehr geehrte/r [Contact Name],
Frequently Asked Questions: Germany Debt Collection
Next Steps: Your Germany Collection Pathway
Compile contract, invoices, delivery proof, communication log, and Handelsregister extract. Fill any gaps before proceeding—weak documentation is the #1 reason German collections stall.
What If You Delay? The Cost of Waiting
⚙️ Mahnverfahren Delay Simulator
See how delays at each stage affect your total recovery time, interest accrual, and insolvency risk.
@ 9.12% p.a. (BGB §288)
Sarah Lindberg
International Operations Lead
Sarah coordinates our global partner network across 160+ countries, ensuring seamless cross-border debt recovery.
