How to Issue Swiss‑Compliant Invoices with Revolut Business (QR-bill) Using Magic Heidi

If you run your business in Switzerland and use Revolut Business for payments, invoicing can become unexpectedly complicated—especially when you want to issue Swiss‑compliant invoices that customers can pay easily and that you can reconcile without manual work.

This guide explains, step by step, how to issue compliant Swiss invoices (including QR-bills when eligible) with Revolut Business + Magic Heidi, and how to avoid the most common traps: shared IBAN attribution, missing payment references, foreign IBAN limitations, and the mandatory structured address change coming in November 2025.

Why Revolut Business can make Swiss invoicing tricky

Revolut Business is popular for CHF and cross‑border transactions, but Swiss invoicing has some non‑negotiables—especially if you want seamless payment allocation.

The main issue: payment attribution often depends on the reference

In Switzerland, many businesses rely on invoice references to automatically match incoming payments to the correct customer and invoice.

With Revolut Business, CHF setups can create friction because:

• The beneficiary account details you give clients might not behave like a “classic Swiss bank account” workflow.
• In some Revolut configurations, a payment reference becomes essential to ensure you can identify which invoice was paid (and by whom), especially when you receive multiple payments.

That’s why a “Swiss‑compliant invoice” in practice isn’t just about legal fields—it’s also about payment reconciliation (knowing what got paid, instantly).

Swiss “compliant invoice” checklist (before you send anything)

Use this checklist to reduce rejected payments, customer questions, and reconciliation issues.

Invoice basics (always)

• Your business name + full address (seller)
• Customer name + full address (buyer)
• Invoice date
• Due date / payment terms
• Invoice number (unique, consistent numbering)
• Description of services/products
• Amounts (net, VAT if applicable, gross total)
• Currency (commonly CHF; EUR is possible but impacts QR-bill options)

Payment information (where Revolut often changes the game)

• IBAN (and whether it’s CH/LI or foreign such as LT/GB)
• Account holder name
• Clear payment reference (ideally generated per invoice)
• If QR-bill is used: correct reference type (where applicable)

QR-bill readiness (if you want a QR code on Swiss invoices)

A Swiss QR-bill has specific requirements (currency, addresses, account format, reference types). Whether you can issue a valid QR-bill depends heavily on your IBAN and setup.

Quick decision table: Can you create a QR-bill with Revolut Business?

This is the fastest way to avoid wasted time.

If your IBAN is non‑Swiss, the safest approach is to issue a classic invoice with bank details in text form and an unambiguous payment reference (so you can still reconcile payments).

Step-by-step: Set up Magic Heidi for Revolut Business invoices (Switzerland)

Magic Heidi is designed for Swiss invoicing workflows (including QR-bills where eligible). The setup below focuses on what matters most for Revolut Business users: correct company details, correct bank details, and references.

Tip: Set this up once, then invoicing becomes a repeatable, low-friction workflow.

1) Add your company details (must be correct for compliance and QR-bill)

In Magic Heidi, go to your invoicing settings/profile and complete:

• Legal business name
• Business address (street, number, postal code, city, country)
• Email / phone (optional but helpful)
• VAT number (if applicable)

Important: use structured address fields (not a single free-text line)

This is more than “nice to have.” Swiss QR-bill standards are tightening: structured addresses become mandatory from November 2025 (more on this below).
Make sure your address is entered as:

• Street
• House number
• ZIP
• City
• Country

Do the same for your customers whenever possible.

2) Add your Revolut Business bank details (and decide how you’ll handle QR vs non-QR)

Go to invoice customization/payment settings and add:

• Account holder name (as shown in Revolut)
• IBAN
• BIC/SWIFT (if needed for international payers)
• Bank name (optional but can reduce customer friction)

If you have a CH IBAN (best case for Swiss invoicing)

You can usually generate a QR-bill directly on your invoice (assuming all other QR requirements are met).

If you have a foreign IBAN (LT/GB/etc.)

Don’t force a QR code that won’t validate. Instead:

• Show bank details as text
• Use a clear, unique reference per invoice (see next step)

3) Enable or set a strong payment reference workflow (critical with Revolut)

For Revolut Business users, the payment reference is where you win or lose time.

In Magic Heidi, configure invoice references so that each invoice includes:

• A unique reference string (per invoice)
• A reference that’s easy for customers to copy/paste
• A reference that you can search in Revolut transactions

Recommended approach: include the invoice number in the reference (and optionally the customer name or ID), e.g.
Invoice MH-2026-00123

This makes it easier to identify payments even when customers don’t pay via QR.

4) Create your invoice template (Swiss-friendly and customer-friendly)

In the invoice customization area, set:

• Default language (FR/DE/EN depending on client base)
• Default currency (CHF for Swiss clients is simplest)
• Payment terms (e.g., 10 days, 30 days)
• Any footer notes (e.g., “Please include the reference when paying.”)

A simple but high-performing Swiss payment note is:

“Please use the payment reference shown on this invoice to ensure your payment is allocated correctly.”

5) Issue your first invoice (and verify what the customer will see)

When creating an invoice:

• Select the customer (ensure their address is complete/structured)
• Add line items
• Confirm VAT handling (if applicable)
• Confirm the payment block:
  • QR-bill appears only when eligible
  • Otherwise bank details appear as text + reference

Before sending, preview the PDF and check:

• Are addresses complete?
• Is currency correct?
• Is the payment reference clearly visible?
• If QR exists: does it look like a standard Swiss QR-bill section?

Common edge cases (and how to handle them correctly)

Edge case 1: “My Revolut IBAN is not Swiss—can I still send a Swiss QR invoice?”

In most cases, no—a valid Swiss QR-bill generally relies on Swiss/Liechtenstein-compatible account details and QR-bill rules.

What to do instead:

• Issue a normal invoice (PDF)
• Show IBAN/BIC as text
• Add an unmistakable reference
• Consider adding a one-line instruction for international transfers if your clients are abroad

This keeps you compliant and avoids payment rejections.

Edge case 2: International clients paying from outside Switzerland

Even with Swiss QR-bills, some international payers won’t use QR scanning. Make sure your invoice includes:

• IBAN
• BIC/SWIFT (helpful for international banks)
• Account holder name
• Reference

A QR-bill can still be useful for Swiss-based clients, while international clients can use the text bank details.

Edge case 3: Customers pay without the reference

This happens. Reduce it with:

• A bold reference label near the payment section
• A short instruction in the invoice footer
• A consistent invoice number scheme

If it still happens, you can usually reconcile by:

• Amount
• Customer name
• Invoice date range

…but that’s exactly the manual work you’re trying to avoid.

Edge case 4: Clients want to pay at the post office

Swiss payment workflows and AML considerations increasingly require complete recipient information. Practically:

• Ensure your recipient address is complete and correctly formatted
• Avoid missing country/city/ZIP

If your customers still rely on post office payments, treat address completeness as mandatory—not optional.

Swiss QR-bill basics for Revolut users (IBAN vs QR-IBAN, references explained)

You don’t need to become a payments expert—but understanding these basics helps you avoid non-compliant invoices and failed payments.

IBAN vs QR-IBAN (what’s the difference?)

• IBAN: standard international bank account number used for bank transfers.
• QR-IBAN: a special IBAN used specifically with certain QR-bill reference types (commonly linked to structured reference workflows).

Whether you should use IBAN or QR-IBAN depends on your bank/payment setup and the type of reference you are using. If you’re unsure, the safest path is:

• Use standard IBAN + a clear reference (especially with Revolut)
• Use QR-bill only when your tool generates a valid QR-bill for your account setup

Reference types (why they matter)

In Swiss invoicing, references help allocate payments automatically. Common concepts include:

• No reference (NON): simplest, but weaker reconciliation.
• Creditor reference (SCOR): structured reference format used internationally in some contexts.
• QR reference (QRR): used in QR-bill workflows with specific requirements.

For most Revolut Business users, the practical goal is:

• Provide a reference that works consistently, is displayed clearly, and is unique per invoice.

Magic Heidi’s value here is operational: it helps you standardize how references appear on invoices so you don’t reinvent the process each time.

Critical update: Structured addresses in QR codes become mandatory in November 2025

Swiss QR-bill standards are evolving. One of the most important upcoming changes for “invoice compliance” is:

From November 2025, QR-bills require structured addresses

That means addresses must be encoded in a structured format (separate fields), rather than unstructured multi-line free text.

What you should do now (so you’re not scrambling later):

• Ensure your invoicing tool stores addresses in structured fields:
  • Street
  • House number
  • ZIP
  • City
  • Country
• Update your customer database: clean up incomplete addresses.
• If you copy/paste addresses from email signatures, convert them into structured fields.

Why this matters: even if your invoice “looks fine,” a QR-bill can fail validation or processing if underlying QR data does not meet the new structure requirements.

Best practices to stay compliant and get paid faster (Swiss + Revolut)

Keep CHF as the default for Swiss clients

CHF is the simplest path for Swiss QR workflows and reduces questions from customers.

Make your reference impossible to miss

Place it:

• In the payment section
• In the invoice footer
• Near the total (optional)

And keep the wording consistent from invoice to invoice.

Use consistent numbering and keep it searchable

A format like 2026-001, 2026-002 (or MH-2026-0001) helps you:

• Find invoices quickly
• Match payments quickly
• Avoid duplicates

Validate your workflow once, then standardize it

Don’t “wing it” per invoice. Do one careful setup, then reuse:

• the same template
• the same payment block style
• the same reference logic

FAQ: Revolut Business + Swiss invoices (QR-bill and compliance)

Do I need a payment reference on every invoice with Revolut Business?

If you want reliable reconciliation, yes—you should treat a payment reference as mandatory. It reduces manual matching and helps avoid “unidentified payment” situations.

Can I issue a Swiss QR-bill if my Revolut IBAN is not CH/LI?

Typically, no. If your Revolut IBAN is foreign (e.g., LT/GB), the safer compliant option is a standard invoice with bank details displayed as text, plus a strong reference.

What’s the difference between IBAN and QR-IBAN?

An IBAN is the standard account number for bank transfers. A QR-IBAN is a specialized format used in certain QR-bill reference scenarios. Whether you need it depends on the QR-bill/reference setup your bank supports.

Which reference should I use: SCOR, QRR, or no reference?

It depends on your payment setup and what your invoicing tool supports. Operationally, the key is that the reference is:

• unique per invoice
• clearly displayed
• consistently used by customers when paying

What exactly changes in November 2025 for Swiss QR-bills?

Structured addresses become mandatory in QR codes. Make sure your invoicing tool and customer address data are structured (street, number, ZIP, city, country).

Can my customers still pay at the post office?

Often yes, but post office/counter payments are more sensitive to incomplete recipient information. To avoid issues, ensure addresses are complete and correctly formatted.

Can I invoice in EUR with a Swiss invoicing tool?

Yes, you can invoice in EUR, but QR-bill/payment workflows may differ. For Swiss clients, CHF remains the simplest and most compatible choice.

How much does Magic Heidi cost—do you offer a free plan?

Magic Heidi offers a free tier with limited usage and paid plans for ongoing invoicing needs. For current pricing and plan limits, check the official pricing page.

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Ready to invoice confidently with Revolut Business in Switzerland?

If you want Swiss-friendly invoicing that’s built for real payment workflows—not just pretty PDFs—set up Magic Heidi with your Revolut Business details once, then generate invoices that:

• include the right bank details
• display a clear payment reference
• generate a QR-bill when eligible
• keep you ready for November 2025 structured address requirements

Next step: Create your Magic Heidi account, connect your invoicing settings, and send a test invoice to yourself to verify the full payment block (QR vs non-QR) before billing clients at scale.