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Paperwork Panic? Turn Swiss Accounting Docs Into Superpowers

Below you’ll find a fact-checked, jargon-free playbook that keeps the tax office happy and sells your product (hello, Magic Heidi ).

Try today!

Fast-Track Definition: What Counts as an “Accounting Document”?

Any record—paper or PDF—that proves money moved:

  • Invoices you issue
  • Receipts for expenses (software, SBB ticket, client coffee)
  • Bank/TWINT statements
  • Contracts & purchase orders
  • VAT returns once you cross CHF 100 000

Each file must show date, parties, purpose, amount and VAT rate.

Why These “Boring” PDFs Secretly Run Your Business?

Legal armour

No document, no deduction during an audit.

Profit radar

Tagged docs feed reports that shout “fire this client” or “double down”.

Proof for banks & landlords

Clean folders > frantic inbox searches.

VAT lifeline

Solid evidence of input tax once you’re VAT-registered.

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Toolbox Throw-down: Swiss Apps That Do the Heavy Lifting

Informal poll of Swiss freelance Facebook groups, April 2025.

Feature Magic Heidi Bexio Banana Accounting
Swiss QR-bill creation ✔ ✔ ✔
Mobile receipt scan (OCR) ✔ AI auto-OCR ✔ (Scan2Go) Add-on
Starter price (May 2025) CHF 0 freemium CHF 24.50 / mo with code bx30 CHF 149 / yr licence
Built-in accountant marketplace ✔ ✖ ✖
Freelancer popularity* 9 / 10 8 / 10 6 / 10

Quick-Glance Compliance Checklist

Business bank account & card separated

All 2025 docs scanned, named, cloud-backed (CH/EU server)

VAT turnover alert set at CHF 90 000

Last Finance Friday done—no tears!

QES platform (e.g., Swisscom TrustServices) connected

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Swiss Rules You Can’t Ignore!

Fact-check: As of May 2025, the VAT entry threshold is still CHF 100,000—no EU-style hike.

Retention

Keep every doc 10 years from the fiscal year-end

VAT threshold

Register when worldwide taxable turnover ≥ CHF 100,000 in any 12-month window

Digital archiving

Scans are fine if complete, readable & tamper-proof

E-signatures

A qualified e-signature (QES) = handwritten signature under ZertES

Five-Step Doc-Taming Method

Automate

Magic Heidi auto-imports Swiss QR-IBAN payments & OCR-scans receipts while you sleep

Segregate money streams

Dedicated business account = cleaner statements.

Finance Friday

30 min weekly to match receipts & chase late payers.

Go cloud or go crazy

Use Drive/Dropbox or an app with OCR → name files “2025-05-27_client-invoice_1200CHF.pdf”.

Call pros when stakes rise

Forming a GmbH? Buying property? Plug a fiduciary into your cloud books.

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Final Takeaway

Accounting documents aren’t red tape; they’re the GPS of your freelance finances.

File them right and you’ll glide through tax season, impress lenders, and spot growth opportunities first. Skip them and you’ll burn money faster than a ski weekend. Ready to level up? Open your free Magic Heidi account, snap today’s receipts, and let the AI do the rest.

Your wallet—and the tax inspector—will thank you!