Create a Professional Invoice in 30 Seconds

Swiss freelancers and small business owners generate compliant QR invoices in under 30 seconds—from any device. This guide walks you through the complete process.

Magic Heidi Invoice Creation on Mobile

What You Need Before Starting

First-time setup takes about 2 minutes. After that, each invoice takes seconds. Have these ready before creating your first invoice.

🏦
Your IBANSwiss bank account recommended for QR-bills
👤
Client DetailsName, address, and email
📝
Service DescriptionProducts or services with pricing
Optional Setup

Branding & VAT Details

Make your invoices look professional and stay tax-compliant from day one.

Professional Results

Your Invoice Ready to Send

Magic Heidi creates a professional PDF with your business details, logo, client information, itemized services with totals, and a Swiss QR code for instant payment.

Magic Heidi Invoice List
Customization

Customize Your Invoices

Every invoice can be tailored to match your client's needs and your brand.

Invoice Settings

Edit Language, Currency & More

On mobile, tap the pen icon. On desktop, click Edit Invoice in the top-right corner.

  • Language: German, French, Italian, or English
  • Currency: CHF, EUR, USD, or other currencies
  • Custom message: Payment terms, thank-you notes
  • Document type: Switch between Invoice and Quote
Magic Heidi Invoice Settings
Branding

Add Your Logo

A branded invoice looks professional and builds trust with clients.

  • Mobile: Menu → Change Logo
  • Desktop: Left sidebar → Change Logo
  • Upload a square image for best results
  • Preview before saving to your invoices
Magic Heidi Branded Invoice

Configure VAT Settings

If your annual turnover exceeds CHF 100,000, you must register for VAT and charge it on invoices. Below that threshold, registration is optional—but if you're not registered, don't add VAT.

To enable VAT:

  • On mobile: Menu → Bank Details → Enable VAT
  • On desktop: Left sidebar → Bank Details → Enable VAT

Choose your VAT mode:

  • Standard: VAT adds on top of the price. A CHF 100 invoice becomes CHF 108.10
  • VAT Included: VAT is built into your prices. A CHF 100 invoice stays CHF 100

The default rate is 8.1% (current Swiss standard rate). You can adjust this per invoice when needed.

Important: If you're VAT-registered, your invoices must show your UID number (CHE-xxx.xxx.xxx MWST/TVA/IVA), the VAT rate, and the VAT amount.

Learn more about VAT management →

Swiss QR Invoice
Compliance Built In

Since September 30, 2022, QR invoices are mandatory in Switzerland. The old orange and red payment slips no longer work. Magic Heidi generates compliant QR invoices automatically—no technical setup required.

🇨🇭 Swiss Compliant
✅ QR-Bill Ready
📅 Nov 2025 Ready
🔄 Auto-Updated
🏦
Your IBAN

Banking details embedded

💰
Invoice Amount

Currency and total included

🔢
Reference Number

Unique payment reference

📍
Business Address

Compliant formatting

November 2025 Update

Starting November 21, 2025, QR invoices require structured addresses (separate fields for street, number, postal code, city). Unstructured address formats will be phased out.

Magic Heidi handles this automatically. Keep your client addresses properly formatted, and your invoices remain compliant.

Your clients scan the code with their banking app—one click triggers payment. No typing account numbers, no errors, faster payments for you.

Payment Tracking

Track Payments and Follow Up

Creating the invoice is step one. Getting paid is the goal. Track which invoices are Draft, Sent, or Paid. Mark payments as received and send polite reminders for overdue invoices directly from the app.

Magic Heidi Invoice Tracking
Beyond Invoicing

What Else Magic Heidi Does For You

Invoicing is just the start. Magic Heidi helps Swiss freelancers manage their entire financial workflow.

  • 📸
    AI Receipt Scanning

    Snap photos, details extracted automatically

  • 🏦
    Bank Statement Import

    Connect transactions to invoices

  • 📊
    Tax Estimation

    See expected tax burden all year

  • 🔄
    Multi-Device Sync

    Start on phone, finish on laptop

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

FAQ

Frequently Asked Questions

What must a Swiss invoice include?

A valid Swiss invoice needs: your business name and address, client name and address, invoice date and number, clear description of services or goods, total amount with currency, payment details (IBAN, QR code), and VAT details if you're registered. Magic Heidi includes all required elements automatically.

Do I need a special QR-IBAN?

No. Magic Heidi generates QR invoices from your standard Swiss IBAN. Banks issue QR-IBANs for reference-based payments, but they're not required for basic QR invoices.

Can I create invoices in multiple languages?

Yes. Set the language per client. A Zurich-based client gets German invoices, a Geneva client gets French—without changing your settings each time.

How do I convert a quote to an invoice?

Create the document as a Quote first. Once your client approves, open it and switch the document type to Invoice. All details carry over.

Is Magic Heidi free?

Magic Heidi offers a free plan with 3 invoices to test the full functionality. For unlimited invoices and all features, Pro costs CHF 30/month or CHF 299/year.

What if I need help?

Support is available by phone and email in German, French, Italian, and English. Built by a Swiss freelancer for Swiss freelancers—we understand your needs.

Start Invoicing Today

Stop postponing your invoicing. Create professional, Swiss-compliant QR invoices in 30 seconds—from your phone, tablet, or computer. Try your first 3 invoices free, no credit card required.

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