How to Create a Swiss QR Invoice Easily and for Free in 2025

Since October 2022, every business, freelancer, and entrepreneur in Switzerland must include a QR code on their invoices. This isn't optional—it's a legal requirement that replaced the traditional red and orange payment slips.

If you're wondering how to create these QR invoices without expensive software, you're in the right place. This guide covers everything you need to know: what Swiss QR invoices are, who needs them, technical requirements, and the best free tools to create them in minutes.

Important 2025 Update: Since November 22, 2025, only structured addresses are permitted in Swiss QR codes. If your invoicing tool still uses unstructured addresses, you must update immediately to avoid payment rejection.

Components of a QR Invoice

Every QR invoice consists of two distinct sections:

The Receipt (left side, perforated)

• Payment amount
• Account/payable to
• Payable by (customer)
• For the payer's records

The Payment Part (right side, perforated)

• Swiss QR code containing all payment data
• All payment information in readable text
• Currency and amount
• Due date (optional)
• Additional information (optional)

Both sections are perforated so customers can separate them if paying at a post office counter or keeping physical records.

What Happens If You Don't Comply?

Invoices without QR codes create problems for everyone:

• Customers struggle to process and pay your invoices
• Payment delays become common
• You risk violating Swiss payment legislation
• Banks may reject or delay non-compliant payment slips
• Your professional reputation suffers

Some customers may even refuse to pay invoices lacking proper QR codes, forcing you to reissue compliant versions.

How to Create Your First Swiss QR Invoice (Step-by-Step)

Creating a compliant QR invoice takes just a few minutes when you have the right information ready.

What You Need Before Starting

Your information:

• Full legal business name
• Complete structured address
• IBAN (or QR-IBAN if using QRR)
• Reference type preference (NON, SCOR, or QRR)

Customer information:

• Full name or company name
• Complete structured address
• Language preference (German, French, Italian, or English)

Invoice details:

• Amount in CHF or EUR
• Currency
• Reference number (if using SCOR or QRR)
• Due date (optional but recommended)
• Additional information or message (optional)

How Magic Heidi Works

1. Download the App – Available on App Store and Play Store, or use the web version
2. Enter Your Business Details – Add your information once
3. Add Customer Information – Save customer details for future invoices
4. Fill Invoice Details – Enter amount, due date, and optional notes
5. Generate PDF – App creates compliant PDF with QR code automatically
6. Send – Email directly from the app or print

Alternative Free Tools

PostFinance QR-Bill Generator

• Official tool from Swiss Post's banking division
• Best for: Occasional invoicing or testing
• Pros: Trusted source, no registration, always compliant
• Cons: Web-only, no full invoice creation, manual process

Swiss QR Bill Generator (swissqrbill.ch)

• Basic web generator for QR codes only
• Best for: Users with existing invoice templates
• Pros: Simple interface, no account needed
• Cons: No invoice features, no storage

Our Recommendation: If you invoice regularly (even just a few times per month), use Magic Heidi. It saves time, maintains your customer database, and handles everything from invoice creation to QR code generation.

Advanced Integration Tips

Connect with Accounting Software

If you use accounting software like bexio, Banana, or similar Swiss solutions, connect your QR invoice generator. This integration:

• Automatically transfers invoice data to your accounting books
• Matches incoming payments to invoices
• Updates payment status in real-time
• Simplifies VAT reporting
• Reduces duplicate data entry

Magic Heidi includes built-in accounting features and bank statement imports for automatic reconciliation.

Set Up Payment Reconciliation

Configure your banking app or accounting software to automatically match incoming payments with invoices based on the reference number.

How it works:

1. Customer pays using QR code
2. Bank receives payment with reference number
3. Your accounting system matches reference to invoice
4. Invoice marked as paid automatically
5. Customer receives payment confirmation

Create Invoice Templates

Save time on recurring invoices by creating templates with:

• Your business information pre-filled
• Standard payment terms
• Common services or products
• Default due date calculations

Update only the customer-specific details and amounts for each new invoice.

Your Next Steps

1. Choose your tool: For most freelancers and small businesses, Magic Heidi offers the easiest solution—free, mobile-friendly, and always compliant with Swiss requirements.
2. Enter your details: Add your business information and bank account once.
3. Create your first invoice: Fill in customer details and amount, then let the tool generate your compliant QR invoice automatically.
4. Send and get paid: Email the PDF or print and mail it. Your customer scans and pays in seconds.

Remember the 2025 compliance requirement: Verify your invoices use structured addresses. If you're still using tools that generate unstructured address formats, switch immediately to avoid payment rejections.

The sooner you adopt QR invoicing, the sooner you'll experience faster payments and easier bookkeeping.