VAT in a restaurant: setting 7 % and 19 % correctly
In GastroZukunft you set the VAT rate per category: under Buchhaltung → MwSt.-Sätze you assign each category its tax rate – for example 7 %, 19 % or a custom rate. The matching rate is then applied automatically per dish. A rate you set directly on an individual dish takes precedence over the category rate. Important: a rate is never assumed automatically – a category without an assignment stays untaxed and is clearly flagged.
Where you set the rates
You manage the assignment in the panel under Buchhaltung → MwSt.-Sätze. Every category gets its rate there; categories without an assigned rate are clearly flagged so nothing is missed. The step-by-step guide is Set VAT rates per category.
7 %, 19 % or a custom rate – the built-in guide
A built-in guide helps with the classification: food often 7 %, drinks often 19 %. That is an orientation aid and not tax advice. Which rate applies to which item on your menu is your decision – when in doubt, take it up with your tax advisor. The system calculates with the rate you store.
The exception on an individual dish
The rate is attached to the category and, where needed, to the individual dish. If one article has to be taxed differently from the rest of its category, store the deviating rate directly on the dish: the rate on the dish takes precedence over the category rate. So you do not need an artificial category just because one item is treated differently. Which classification applies to your business is something to clarify with your tax advisor.
Unassigned means untaxed
If you leave a category without an assignment, it stays untaxed, and you will see a warning notice. There is no silent 19 %. For this reason, assign all categories before launch.
Small business owners under § 19 UStG
If you selected Kleinunternehmer (§ 19 UStG) in your Geschäftsangaben, no VAT is shown – instead of the VAT row, the corresponding notice appears. The receipt then carries the note that no VAT is shown.
What your guest gets
By default the guest receives a receipt (Beleg) with a note that it is not an invoice (§ 14 UStG). It contains the line items, any deposit (Pfand) line and the VAT presentation. The difference is explained in Receipt and invoice for guests.
Invoice and deposit
You can create a real invoice with sequential numbering (§ 14 UStG) yourself at any time from an order number – including cancellation and correction, and output as a PDF. An invoice is created automatically only if this function is activated for your restaurant and only for orders paid online; it is set up differently depending on the restaurant. If deposit (Pfand) is charged, the Pfand-MwSt. must additionally be set in the Geschäftsangaben – as long as that is not the case, an order with a deposit remains a receipt.
VAT report, CSV and DATEV
Under Buchhaltung → Berichte you create a Tagesbericht, Monatsbericht and MwSt.-Bericht – each also as a PDF, for your records and the conversation with your tax advisor. The VAT report summarises the tax shares. In addition you can export your data as CSV or as a DATEV posting batch – as a standard export your tax advisor can process directly. See DATEV and CSV export for your tax advisor.
Who is this worth it for?
For every business selling food and drinks at different rates. The larger the menu, the clearer the difference: you maintain the rate once per category instead of on every single dish. Anyone working as a small business owner selects that in the Geschäftsangaben, and no VAT is shown. Anyone issuing invoices works with sequential numbering from the system. The overall picture is given by Accounting, invoices & DATEV export.
Frequently asked questions
7 % or 19 % – which VAT rate applies in a restaurant?
The built-in guide names the usual classification: food often 7 %, drinks often 19 %. That is an orientation aid and not tax advice – the binding classification for your business is something to clarify with your tax advisor.
Where do I set VAT in the restaurant system?
Under Buchhaltung → MwSt.-Sätze you assign each category its tax rate – for example 7 %, 19 % or a custom rate. The matching rate is then applied automatically per dish.
What happens if a category has no tax rate?
The category stays untaxed. A rate is never assumed automatically, and you will see a warning notice. For this reason, assign all categories before launch.
Can an individual dish have a different VAT rate from its category?
Yes. A rate on the individual dish takes precedence over the category rate.
How is VAT handled for small business owners under § 19 UStG?
If Kleinunternehmer (§ 19 UStG) is selected in the Geschäftsangaben, no VAT is shown. Instead of the VAT row, the corresponding notice appears.
Does my guest get a receipt or an invoice?
By default a receipt with a note that it is not an invoice (§ 14 UStG). You can create a real invoice with sequential numbering yourself at any time from an order number; it is created automatically only if the function is activated for your restaurant and the order was paid online.
Do I get a VAT report for my tax advisor?
Yes. Under Buchhaltung → Berichte there is a Tagesbericht, Monatsbericht and MwSt.-Bericht, each also as a PDF. In addition you can export your data as CSV or as a DATEV posting batch.
More on this: Accounting, invoices & DATEV export · Receipt and invoice for guests · Legally compliant menu