Tenant Checklist: Digital Invoice Review Germany

As a tenant in Germany, it is important to know how to review digital receipts for service and operating cost statements and how to properly request additional charges when extra payments occur. This guide explains in plain language which documents you may request, which deadlines apply and how to securely store receipts to refute errors or unjustified claims. We show which proofs are important, how to make formal requests and how authorities or courts in Germany may handle receipts. The language remains simple so that people without legal background can follow and apply the steps.

What does digital invoice review mean?

Digital invoice review means that as a tenant you may request original or scanned digital invoices, statements and payment proofs from the landlord and examine them. Legal bases for duties and rights in the tenancy are found in the Civil Code (BGB)^[1] and in the Operating Costs Ordinance (BetrKV)^[2]. Additional rules for heating cost statements apply under the Heating Costs Ordinance (HeizKV)^[3].

Checklist: Review receipts

• Collect all invoices, statements and payment proofs for the billed period.
• Compare billed amounts with individual invoice items and check for double charges.
• Formally request missing digital receipts in writing and ask for a clear breakdown.
• Observe deadlines for objections to the statement and respond in time.
• Check items for maintenance or repair costs that are not allocable to tenants.
• Record phone notes and e-mail exchanges as evidence of requests and responses.

How to formally request receipts?

Write a brief, polite message to the landlord listing the missing receipts and a deadline for submission. State the billing period and request the receipts in a common digital format (PDF, JPG). Keep proof of sending and responses.

When can you reject or reduce an additional charge?

If receipts are missing, incorrect, or statements contain erroneous allocations, you can refuse payment or pay only the undisputed part and withhold the rest until clarification. If unsure, seek legal advice or bring the matter before the competent local court. Civil procedural rules apply under the Civil Procedure Code (ZPO)^[4].

FAQ

What digital receipts may I request?

You may request invoices, consumption statements, payment proofs and contracts related to the statement.

How long do I have to object to an additional charge?

There is no uniform deadline; check your statement immediately and respond within any deadlines stated there; if in doubt, object in writing promptly.

Which court do I contact in case of dispute?

Tenancy disputes are usually heard by the competent local court; ultimately, the Federal Court of Justice may issue precedent decisions^[5].

How-To

1. Note the affected billing period and all receipts you already have.
2. Send a formal request to the landlord listing missing documents and a deadline.
3. Secure received digital receipts unchanged (PDF/JPG) and create a review log.
4. Check the calculation and demand corrections for obvious errors.
5. Respond within set deadlines and document every reminder and reply.
6. If dispute continues, consider filing a claim at the local court or seek legal counsel.

Help and Support

• Federal Ministry of Justice - Germany
• Gesetze im Internet (Legal texts)
• Federal Court of Justice (BGH)

1. [1] Bürgerliches Gesetzbuch (BGB) - gesetze-im-internet.de
2. [2] Betriebskostenverordnung (BetrKV) - gesetze-im-internet.de
3. [3] Heizkostenverordnung (HeizKV) - gesetze-im-internet.de
4. [4] Zivilprozessordnung (ZPO) - gesetze-im-internet.de
5. [5] Federal Court of Justice (BGH) - bundesgerichtshof.de