5 / 5
I had three different Excel spreadsheets for retainers, project invoices, and expenses. Now everything is in Magic Heidi. The accountant export alone saves me two hours per quarter.
Thomas Keller
Strategy Consultant, Zurich
Accounting Software for Consultants & Coaches in Switzerland
Retainers, day rates, project fees, hourly billing — every billing model you use, in one app. Professional invoices in under 2 minutes. No accounting knowledge needed.
As a consultant or coach, your billing is as varied as your work.
Monthly retainers for ongoing client relationships. Hourly rates for ad-hoc mandates. Day rates for workshops and intensive sessions. Project flat fees for clearly defined deliverables.
Your accounting software should adapt to your reality — not the other way around. Magic Heidi does exactly that: one solution for all your billing models, with professional Swiss QR invoices, automated payment reminders, and one-click exports for your accountant.
Consulting admin is costing you billable hours
Every hour spent on administration is an hour less on actual consulting. Swiss consultants and coaches all know these frustrations:
🔄
Recreating retainer invoices
The same invoice rebuilt by hand every single month📋
Multiple billing models
Hours, day rates, flat fees, and packages managed simultaneously🧾
Collecting receipts
Travel, software tools, books — receipts get lost or forgotten⏰
Chasing late payments
Clients forget to pay, manual follow-up wastes time and feels awkward📊
Preparing accountant documents
Hours of manual preparation instead of a single export💼
Unprofessional invoice appearance
Generic invoices without your branding undermine your consulting credibilityBefore vs. After
Your daily workflow: today vs. with Magic Heidi
What costs consultants time every day — and how Magic Heidi automates it
| Task | Without Magic Heidi | With Magic Heidi |
|---|---|---|
| Send retainer invoice | Recreate manually every month | Auto-sent on your chosen date |
| Log expenses | Collect receipts, type them in | Photo → AI extracts everything |
| Payment reminder | Manual follow-up, uncomfortable | Automated reminders configured |
| Accountant export | Hours of manual preparation | One click, everything ready |
| Invoice from template | Start from scratch or copy-paste | Pick template, adjust, send |
| Professional design | Word document or generic format | Your logo, colours, consistent branding |
Templates & Recurring Invoices
Create once, send automatically
Create a retainer invoice template for your ongoing client — and Magic Heidi sends it automatically every month. With your logo, your payment terms, and the right VAT rate. You never have to manually recreate the same invoice again.
Core FeaturesEverything consultants
Everything consultants
actually need.
Three areas that fundamentally simplify your administrative workload.
Templates & Recurring Invoices
Create invoice templates for each of your billing models. Retainers run automatically. Set it up once, save time every month.
- Templates for retainers, hourly, day rate billing
- Automatic monthly or custom-schedule sending
- Configurable payment terms (30, 60, 90 days)
- Professional design with your logo
Expense & Receipt Management
Travel, software subscriptions, professional books — everything captured in a tax-compliant way. Take a photo, AI does the rest.
- AI receipt scanning via smartphone photo
- Travel expenses automatically categorised
- Professional tools and books as deductions
- Tax-ready expense reports on demand
Reminders & Accountant Export
Automated payment reminders before things get awkward. Clean exports so your accountant can get started immediately. No more manual chasing.
- Configurable automatic payment reminders
- Dunning levels on your schedule
- Export for accountants and tax advisors
- Complete transaction history always accessible
AI Expense Scanning
Log expenses with a photo
You travel to a client in Basel. You buy a professional book. You pay for a software subscription. Instead of typing everything in manually: just take a photo. The AI reads the amount, date, category, and VAT automatically. By tax time, everything is neatly organised.
For Consultants & Coaches
Invoices that reflect your professionalism
Every invoice is a business card. Magic Heidi ensures your invoices look as professional as your consulting work.
- 📋Detailed service descriptions
Project names, hours, day rates and descriptions listed clearly for complete transparency
- 🔄Recurring invoices
Retainers sent automatically on your chosen date — monthly, quarterly, or custom schedule
- ⏰Automated payment reminders
Payment follow-ups on your schedule, professional and consistent
- 📤Accountant export
All receipts, invoices and reports exported in one click
Invoices
- Invoice #3
Magic Heidi
CHF 500
Jan 29
- Invoice #2
Webbiger LTD
CHF 2000
Jan 24
- Invoice #1
John Doe
CHF 600
Jan 20
Consultant invoice checklist: what must be included ✓
Every Swiss invoice of fees must contain these elements — Magic Heidi fills them all in automatically:
- ✓ Name and address of both parties (consultant and client)
- ✓ Invoice number (sequential, for your accounting records)
- ✓ Invoice date and service period
- ✓ Precise service description (project, hours, day rate or flat fee)
- ✓ VAT indication — or note "exempt from VAT" (under CHF 100k annual revenue)
- ✓ Bank details + QR Code per the Swiss QR standard
- ✓ Payment deadline (standard: 30 days)
Magic Heidi handles all of this automatically — you only need to enter the service and the amount.
Swiss compliance
without an accounting degree.
Magic Heidi is built specifically for Swiss self-employed professionals — with all legal requirements for consultants, coaches, and advisors already built in.
🇨🇭 Swiss compliant
📱 Swiss QR Standard
💬 Multilingual
🧾 VAT-Ready
🇨🇭
Swiss QR Standard
Legally compliant QR invoices generated automatically since October 2022
💰
VAT flat-rate 5.9%
Simplified VAT accounting for consulting services — calculated automatically
📋
CHF 100K VAT threshold
Built-in revenue tracking — you'll know when registration becomes required
🌍
Multilingual invoices
EN, DE, FR, IT — for clients across Switzerland and abroad
All Features
Built for independent consultants
Magic Heidi handles the accounting side of your consulting business — so you can focus on the actual work.
Invoice Templates
Templates for every billing type — retainer, hourly, day rate
Retainer Automation
Recurring invoices sent automatically
AI Expense Scanning
Photograph receipts, automatic data extraction
Automated Reminders
Payment follow-ups on your schedule
Swiss QR Invoices
Legally compliant QR codes automatically
Accountant Export
All documents exported in one click
Multi-Currency
EUR, USD, CHF — for Swiss and EU clients
Cross-Platform
iPhone, Android, Mac, Windows, Web
Success Stories
Why Swiss consultants choose Magic Heidi
Independent consultants and coaches across Switzerland have simplified their accounting
5 / 5
En tant que coach indépendante, je facture différemment chaque mois. Magic Heidi gère mes abonnements mensuels et mes ateliers sans que j'aie à tout ressaisir. Un vrai gain de temps.
Marie-Claire Dupont
Business Coach, Geneva
5 / 5
The automatic payment reminders have saved me multiple times. I no longer have to play the role of debt collector with my clients — the app does it professionally on my behalf.
Marco Bernasconi
IT Consultant, Bern
Simple pricing. No surprises.
One subscription. All features. Cancel anytime.
Free Trial
CHF0/month
Test all features
- 3 invoices included
- 3 expenses included
- All features unlocked
- No credit card required
- Cancel anytime
Most Popular
Annual Plan
CHF24.99/month
per month, CHF 299 billed annually
- Unlimited invoices
- Unlimited expenses
- AI receipt scanning
- Swiss QR invoices
- Recurring invoices
- Automated reminders
- Accountant export
- Priority support
Monthly Plan
CHF30/month
per month, flexible billing
- Unlimited invoices
- Unlimited expenses
- AI receipt scanning
- Swiss QR invoices
- Recurring invoices
- Automated reminders
- Accountant export
- Standard support
🛡️30-day money-back guarantee. Try it risk-free.
FAQ
Frequently asked questions from Swiss consultants
How do I create a retainer invoice in Switzerland?
In Magic Heidi, you create the retainer invoice once as a template — with the service description, amount and payment terms. Then you activate the recurrence (monthly, quarterly or custom). The app automatically sends the invoice on your chosen date. No more manual recreation every month.
Do I need to pay VAT as a coach in Switzerland?
VAT registration in Switzerland only becomes mandatory once you reach CHF 100,000 in annual revenue. Below this threshold, you can issue invoices without VAT — with a note stating 'exempt from VAT'. Magic Heidi automatically tracks your revenue and warns you as you approach the threshold.
What information must a Swiss invoice of fees contain?
A proper Swiss consulting invoice must include: name and address of both parties, sequential invoice number, invoice date and service period, precise service description (project, hours or day rate), VAT indication or exemption note, bank details with QR code (Swiss QR standard), and payment deadline. Magic Heidi fills everything in automatically and correctly.
How do I log travel expenses as a consultant in a tax-compliant way?
Photograph the receipt directly with your smartphone. Magic Heidi's AI reads the amount, date, category and VAT automatically. Travel expenses are automatically assigned to the correct category. At tax time, you export all expenses as a clean report for your accountant.
What is the VAT flat-rate for consulting and coaching services?
For consulting and coaching services in Switzerland, the VAT flat-rate (Saldosteuersatz) is 5.9%. This is a simplified VAT accounting method where you remit a flat percentage of your revenue, rather than tracking each individual input tax. Magic Heidi calculates this automatically.
How do I send automated payment reminders?
In Magic Heidi, you configure your reminder schedule once: for example, first reminder after 30 days, second after 45 days. The app automatically sends reminders for all outstanding invoices. You no longer need to follow up manually — and it stays professional because the messages are sent in your name.
Can I invoice EU clients in euros?
Yes. Magic Heidi supports EUR, USD, CHF and other currencies. You can issue invoices in your client's currency. Your accounting still runs in CHF. Ideal for consultants with international clients.
How do I export my accounting data for my accountant?
With one click, you export all invoices, expenses and receipts as a structured report — in the format your accountant or tax advisor needs. No more hours of manual preparation. Quarterly and annual closings become straightforward.
How do I invoice for workshops and day rates?
Magic Heidi supports all common billing models: hourly rate, day rate, project flat fee and recurring retainer. For a workshop at a day rate, simply enter number of days × day rate. For multi-day projects, you can list each service item individually — for maximum transparency with your client.
Invoice without VAT: is that possible as a consultant under CHF 100,000 in revenue?
Yes, absolutely. Anyone generating less than CHF 100,000 in annual revenue is exempt from VAT. You issue invoices without VAT and add the note 'exempt from VAT'. Magic Heidi automatically sets this up correctly once you indicate your VAT status.
Ready to simplify your consulting admin?
Templates, retainers, expenses and payment reminders — all in one app. Start free, no credit card needed.