The Complete Guide to Creating Swiss Invoices with Revolut Business and Magic Heidi

If you're a Swiss freelancer using Revolut Business, you've probably noticed something frustrating: Revolut's IBANs often aren't uniquely yours. This creates a problem when clients pay your invoices—without a unique payment reference, their payments might not reach your account correctly.

Here's the good news: Magic Heidi solves this exact problem while helping you create Swiss-compliant QR invoices in minutes. This guide shows you exactly how to set up both platforms to streamline your invoicing and get paid faster.

Why Swiss Freelancers Choose Revolut Business (and Where It Falls Short)

Revolut Business has attracted over 10,000 Swiss corporate customers with compelling benefits:

• Low fees: CHF 10/month basic plan with 10 free local transfers
• Multi-currency banking: Accept payments in 35+ currencies with minimal FX markup
• Modern interface: Mobile-first design that actually works
• Fast setup: No branch visits or lengthy paperwork

But Revolut wasn't built specifically for Swiss invoicing requirements. It can't:

• Generate Swiss QR invoices (mandatory since October 2022)
• Create unique payment references for shared IBANs
• Support eBill or TWINT payments
• Automatically sync with Swiss accounting software

This is exactly where Magic Heidi bridges the gap.

The Payment Reference Problem (and How to Solve It)

Without a unique payment reference on your invoice, payments can:

• Get lost in processing
• Take days to allocate correctly
• Require manual intervention from support
• Frustrate your clients

The solution: Magic Heidi automatically adds custom payment references to every invoice, ensuring payments are correctly attributed to your account.

Swiss Invoice Requirements: What You Must Include

Before we dive into setup, let's clarify what Swiss law requires on every invoice. Missing these elements can delay payments and create problems with the Federal Tax Administration.

Mandatory Elements for Swiss Invoices:

✓ Your business details: Full name and complete address
✓ Client information: Recipient name and address
✓ Invoice date and unique number: Sequential, continuous numbering
✓ Service description: Clear explanation of what you provided
✓ Amounts: Itemized charges with totals
✓ Payment information: IBAN, payment reference, due date
✓ QR-code section: Since October 2022, only QR invoices are processed

Important update: From November 21, 2025, only structured addresses (type S) may be used in QR invoices. Unstructured addresses will stop working entirely after September 30, 2026.

VAT Requirements

You must register for VAT if your annual turnover exceeds CHF 100,000. Current rates:

• Standard rate: 8.1% (increased from 7.7% in January 2024)
• Reduced rate: 3.8% (accommodation services)
• Special rate: 2.6% (essential goods like food)

If you're below the threshold, you don't need to show VAT on invoices.

Creating Your First Invoice with Magic Heidi

Basic Invoice Creation

1. Click New Invoice in Magic Heidi
2. Select or add your client (saved for future use)
3. Choose your invoice template
4. Add line items with descriptions and amounts
5. Select whether to include VAT (if applicable)
6. Click Generate

Magic Heidi automatically:

• Creates a unique, sequential invoice number
• Generates a compliant QR-code with your Revolut details
• Adds your custom payment reference
• Calculates totals including VAT if needed
• Formats addresses according to Swiss requirements

The QR Invoice Section

The QR-code section is the most critical part. Magic Heidi ensures it includes:

• Your Revolut IBAN and payment reference
• The exact invoice amount in the correct currency
• Structured address data (compliant with 2025+ requirements)
• Scannable QR code for easy payment

Your clients can simply scan this code with their e-banking app. The payment details auto-fill, reducing errors and speeding up payment.

Invoice Templates and Branding

Magic Heidi offers several professional templates you can customize:

• Add your logo
• Choose color schemes
• Include payment terms (e.g., "Payment due within 30 days")
• Add footer text (bank details, VAT number if applicable)
• Select language for each client

Templates save automatically, so future invoices take just seconds to create.

Automating Your Workflow with Zapier

Setting Up the Integration

1. Create a free Zapier account (or use existing)
2. Search for Revolut Business and Magic Heidi apps
3. Create a new Zap: "When payment received in Revolut → Create expense in Magic Heidi"
4. Authenticate both apps (requires API keys from each platform)
5. Map fields: Amount, Date, Description, Category
6. Test the connection
7. Activate your Zap

What Gets Automated

Every time a payment hits your Revolut Business account:

• The transaction automatically appears in Magic Heidi
• It's categorized based on your rules
• The payment matches to the correct invoice
• Your accounting records update in real-time
• Tax estimates reflect the new income

This saves hours each month and ensures nothing falls through the cracks.

Expense Tracking

The integration works both ways. When you spend money through Revolut:

• Business expenses automatically import to Magic Heidi
• You can snap photos of receipts with your phone
• AI-powered scanning extracts relevant details
• Categories assign automatically based on merchant
• Everything is ready for tax time

Handling Different Freelancer Scenarios

Scenario 1: Domestic Swiss Freelancer with CH-IBAN

If you're lucky enough to have a Swiss (CH) Revolut IBAN:

• Your QR invoices look identical to traditional bank invoices
• Clients recognize the familiar format immediately
• Payment processing is fastest
• No confusion about foreign IBANs

Setup: Standard Magic Heidi configuration with your CH-IBAN. No special payment reference needed, but including one helps with reconciliation.

Scenario 2: International Freelancer with LT/UK-IBAN

Most Revolut Business users have Lithuanian (LT) or UK (GB) IBANs:

• Clearly label the payment reference on your invoice template
• Add a note: "Please include payment reference when paying"
• Consider adding SEPA/international payment instructions
• Allow 2-3 business days for international processing

Setup: Use custom payment reference with your name. Add footer text explaining the foreign IBAN is legitimate.

Scenario 3: VAT-Registered Business

Once you exceed CHF 100,000 annual revenue:

1. Register for VAT with Swiss Federal Tax Administration
2. Add your VAT number to Magic Heidi settings
3. Enable VAT on all new invoices (8.1% standard)
4. Use Magic Heidi's VAT reports for quarterly filing
5. Keep detailed records (required for 10 years)

Magic Heidi benefit: Automatic VAT calculation and reporting saves significant time compared to manual tracking.

Scenario 4: Startup with Global Clients

If you invoice internationally:

• Create invoices in client's currency (EUR, USD, GBP)
• Revolut converts at competitive FX rates
• Magic Heidi tracks in CHF for accounting
• Consider VAT reverse charge for EU clients

Pro tip: Revolut's Basic plan includes about CHF 1,250 in free FX per month. Beyond that, you pay a small markup—still better than traditional Swiss banks.

Best Practices for Getting Paid Faster

1. Send Invoices Immediately

Don't wait until month-end. Invoice as soon as work completes:

• Clients pay faster when the work is fresh in their mind
• You maintain better cash flow
• Less chance of forgotten or disputed charges

Magic Heidi's mobile app lets you create and send invoices from anywhere.

2. Set Clear Payment Terms

Include on every invoice:

• Payment due date: "Payment due within 30 days" or specific date
• Late payment terms: "Interest charged at 5% per annum on overdue amounts"
• Accepted payment methods: Bank transfer, cards (if you accept them)

3. Automate Payment Reminders

Magic Heidi can automatically send:

• Payment confirmation when invoice is sent
• Friendly reminder 3 days before due date
• Overdue notice if payment not received
• Final reminder before escalation

This saves awkward conversations and maintains professional relationships.

4. Make Payment Easy

Your Magic Heidi invoices include:

• QR-code for one-click payment
• Complete IBAN and reference details
• Multiple format downloads (PDF, print)
• Direct email delivery

The easier you make it to pay, the faster money arrives.

5. Track Everything

Magic Heidi's dashboard shows at a glance:

• Outstanding invoices and amounts
• Overdue payments requiring follow-up
• This month's income vs. last month
• Average time to payment

Use these insights to identify slow-paying clients and adjust your terms accordingly.

Cost Breakdown: What You'll Actually Pay

Let's calculate typical monthly costs for a Swiss freelancer:

Revolut Business Basic Plan: CHF 10/month

• 10 free local CHF transfers
• ~CHF 1,250 free FX per month
• Unlimited incoming payments
• Mobile and web access

Magic Heidi: From CHF 15/month

• Unlimited invoices
• Automated bookkeeping
• Swiss tax estimation
• Mobile receipt scanning
• Multi-currency support

Total: CHF 25/month (approximately)

Compare to traditional solution:

• Swiss bank business account: CHF 25-50/month
• Accounting software: CHF 50-100/month
• Manual bookkeeping time: 5-10 hours/month

The Revolut + Magic Heidi combination saves both money and significant time.

Ready to Streamline Your Invoicing?

You now have everything you need to create Swiss-compliant invoices that work perfectly with Revolut Business. The combination gives you:

✓ Modern, low-cost banking with multi-currency support
✓ Automatic QR invoice generation meeting Swiss standards
✓ Custom payment references for shared IBANs
✓ Automated bookkeeping through Zapier integration
✓ Time savings of 5-10 hours per month
✓ Professional invoices that get paid faster

The setup takes less than an hour, but saves countless hours every month while ensuring you stay compliant with Swiss regulations.

Next step: Try Magic Heidi free for 30 days. See how much easier invoicing becomes when your banking and accounting work together seamlessly.

Need help getting started? Magic Heidi's support team knows Swiss invoicing requirements inside and out. Contact them directly for setup assistance or questions about your specific situation.