Accounting software Switzerland

Tip: In addition to the solutions mentioned above, there are other niche solutions. For example, milchbüechli.ch offers minimalist online software for simple income and expense accounting (for self-employed individuals with very few transactions). This allows you to easily record income and expenses and generate a year-end statement for your tax return. However, it lacks advanced features such as invoicing or quotation creation. Such ultra-lightweight solutions are only suitable if you really don't need any additional features.

Which accounting solution is ideal for sole proprietors, freelancers, and sidepreneurs? For this target group, ease of use and basic functions are paramount, as they often lack in-depth accounting knowledge. Modules for invoicing, receipt capture, and possibly tax documents are important, while complex features (e.g., multi-level group accounting) are usually unnecessary.

For solo self-employed individuals with few entries, simple accounting may be sufficient. The so-called milk book accounting (income and expenses) is permitted if your turnover is below CHF 500,000. Tools like milchbüechli.ch are aimed precisely at this group: Here, you simply record income and expenses in a list and receive a statement for your tax return at the end of the year. The advantage: minimal complexity and a very affordable price (approx. CHF 9/month). The downside: No extras – functions like quotes or VAT accounting are limited to the bare essentials. This solution is suitable if you really only need a cash book and, for example, create invoices separately (e.g., in Word or an invoicing tool).

However, many freelancers want an integrated system to write invoices, manage clients, and at the same time not neglect accounting. This is where solutions like Magic Heidi come into play. These offer an all-round package: You can create quotes and invoices, have client and project management, and your income and expenses are automatically entered into accounting. This way, you can keep track of everything without using multiple tools. Magic Heidi, for example, was developed expressly for sole proprietorships and combines time tracking, expense management, and accounting in one interface. This means that working hours can be transferred directly to an invoice, which is then posted without you having to double-enter data. Such all-in-one approaches save time and reduce sources of error.

If you have little accounting knowledge, pay attention to automation. Some programs take routine work off your hands - Magic Heidi, for example, uses AI to automatically post incoming invoices and reconcile transactions. Run my Accounts goes one step further: Here you can practically outsource accounting by scanning receipts and having them recorded by the provider. This can be attractive for a sole proprietor with a moderate volume of receipts, as you hardly have to worry about posting them yourself. However, these services come with transaction-based costs – calculate whether this is a good fit for you compared to a flat-rate subscription fee.

Tax return and annual financial statements: As a self-employed person (sole proprietorship), you must declare your profit in your private tax return. Accounting software makes this easier by providing an income statement (profit and loss statement) and a balance sheet at the end of the year. You can enter these figures directly into your tax forms or give them to your accountant. Some programs (e.g., Banana or milchbüechli.ch) offer specific analyses for tax purposes – such as simplified annual reports. However, the software does not replace a tax advisor: If you have any uncertainties (e.g., depreciation, social security contributions), you should consult a tax advisor. It is important that all receipts are properly recorded; the software helps with this so that no payment transaction is forgotten.

Conclusion for freelancers

For many sole proprietors, a cloud solution with integrated invoicing is optimal because they work from anywhere and want to have all business processes in one tool. Those who prefer simplicity and have few receipts may be able to get by with a minimal tool or even Excel – but then have to work manually with discipline (risk of errors and time!). However, as soon as you regularly write invoices or become VAT liable, professional accounting software is worthwhile in order to save time and remain legally compliant.

The choice of accounting software should be tailored to your individual situation. Here are some typical profiles and suitable solutions:

• Freelancer/Sole proprietor (no VAT, few receipts): If, for example, you are a consultant or creative professional who only issues a few invoices per month and handles accounting on the side, simple tools are sufficient. For minimal requirements, milchbüechli.ch may be sufficient. If you want to create invoices professionally, you should opt for Magic Heidi or KLARA Starter, as they include invoicing. Banana requires some initiative (knowledge of accounting), while Klara or Magic Heidi are more intuitive and remind you of many things (e.g., VAT).

• Self-employed with VAT liability or moderate complexity: As soon as you are subject to VAT or, for example, have many expenses, bank transactions, and possibly foreign currencies, the requirements increase. Bexio in the Pro version is a popular choice here, as it combines broad functionality (warehouse, projects, e-banking, etc.) with ease of use. Klara Basic/Plus would also be suitable, especially if you also want to integrate payroll (for yourself or 1-2 employees) – corresponding modules can be added. Those who are IT-savvy and want maximum cost control can also consider CashCtrl PRO, which offers a lot for CHF 340/year (and is fully VAT-ready). If you need support with accounting, Accounto might be interesting, as it automates a lot, or you can rely on Run my Accounts and leave the bookings largely to the professionals (usually only worthwhile above a certain document volume due to the transaction fees).

• Small businesses/SMEs with employees: For GmbH/AG or larger sole proprietorships with multiple employees, warehouses, multiple projects simultaneously, etc., a more comprehensive tool is recommended. Bexio Pro or Infoniqa (Sage) cover most needs, including payroll accounting and asset management. Proffix can be useful if you have industry-specific requirements (e.g., special interfaces) – it can be precisely customized using modular features. If you already work with trustee software or your accountant uses Abacus, AbaNinja/AbaWeb can also be ideal, as it allows you to exchange data directly with the trustee. In general, SMEs should pay attention to multi-user capability (multiple people working simultaneously) – cloud systems usually have an advantage here (user management, rights) over standalone programs.

• Startups and growing companies: Pay attention to scalability. A program like Bexio or Klara may be sufficient at first, but will grow with you (higher subscriptions with more users/modules). If you experience rapid growth, you may need to upgrade to a larger ERP (e.g., the complete Abacus package) later. Therefore, check whether data export is possible to avoid getting stuck in a dead end in case of doubt. Many people start small (perhaps Excel first, then Banana/Bexio) – it's important that you keep accurate records at all times and don't lose track as you grow. It's better to invest in a solid system early on than to have to laboriously re-enter data later.

Of course, these are only guidelines. Every situation is different – ​​it's best to make a list of priorities (budget, must-have features, existing knowledge, willingness to subscribe, etc.) and compare it with the offers. Suppliers often offer consultations or webinars to find out if the product is a good fit for you.

How ​​much does accounting software cost? Pricing models vary considerably – from free basic versions to comprehensive packages costing several hundred francs per year. Here are the most common models and what you should look out for:

• Monthly subscriptions: Most cloud solutions are offered on a subscription model. For entry-level packages, costs often range between CHF 20 and 40 per month (e.g., Klara Starter CHF 19, Bexio Starter ~CHF 35). More comprehensive packages for SMEs range from CHF 50 to 100+ per month (Bexio Pro ~CHF 65, Klara Plus CHF 49, Bexio Pro+ possibly ~CHF 99, etc.). These subscriptions usually include support, updates, and data backup. There are often discounts for annual payments. Calculate the costs per year – for a freelancer, a CHF 30 subscription can be quite justified if it saves a lot of time. Pay attention to tiered pricing: Some providers have multiple tiers, or separate fees for additional users, modules (e.g., an extra payroll module), or transactions.

• One-time purchase/license: Classic PC software is often sold with a one-time license fee. Banana, for example, can be licensed annually (CHF 69–149/year for Pro/Advanced); previously, there were versions available for a one-time purchase. Infoniqa/Sage sells packages that are licensed monthly, but there were also purchase options. The advantage: After the purchase, you can use the software indefinitely; you only incur additional costs when you want to upgrade to a new version. This can be cheaper in the long run unless you constantly need the latest version. However, you have to take care of things like backups yourself and may pay for support separately. For small organizations or self-employed individuals with minimal requirements, a one-time purchase is attractive to avoid ongoing costs.

• Freemium models: Some providers offer free basic versions to attract users, with optional upgrades. CashCtrl FREE is a fully functional accounting tool with no time limit – here the provider finances itself through the Pro version and voluntary upgrades. Banana offers a free mode with a limited number of transactions. These versions are suitable for trial use or for very small accounting departments. However, be aware that as your business grows or your needs increase, you may need to upgrade to a paid version. Klara was also previously free at its core, but has been charging fees since 2023 to finance further development. Free often also means limited support and possibly advertising.

• Special pricing models: Some services have unusual billing policies. Run my Accounts, for example, combines a low subscription (from CHF 0 to 290/month depending on the package size) with costs per accounting receipt (around CHF 0.95–1.80 per transaction). This is ideal if you have few receipts – then you pay almost nothing – but scales up with your business. Another example is Accounto, which costs a flat rate starting at CHF 49/month and automates accounting; here, accountants pay significantly more for the software (CHF 200/month) because they use it for many clients. Proffix allows you to "rent" the software, module by module starting at CHF 4 per month, so you can put together your own package. Atlanto has fixed prices up to a certain number of users, etc. – in short, take a close look at how the price is calculated: based on the number of users, companies, bookings, modules, or a combination thereof.

• Value for money: Don't let the price be your only consideration. A cheap or even free program is of little use if it creates a lot of extra work or lacks important features. On the other hand, it doesn't have to be the most expensive all-in-one system if you don't need half of the features. Think about where you stand: A solo freelancer without employees doesn't need payroll accounting - here you can choose software without a payroll module and save. A small GmbH with 5 employees, on the other hand, should invest in a tool with a payroll function so that all invoices are clear. The time horizon is also important: Are you planning to expand your business? Then make sure the software can grow with you so you don't have to switch again in a year (data migration can be expensive).

Finally, many providers publish their prices transparently online, often with comparison tables of the packages. Use this information (and our overview above) to make an informed decision. Calculate the costs per year and put them in relation to the benefits: If a CHF 30/month tool saves you several hours of effort and prevents errors, it is usually worth it!