Invoicing Software for Swiss Tradespeople

Create quotes, send progress invoices, and document your work cleanly – from your phone, directly on the job site. Nothing forgotten, no paper chaos, faster payments.

You've finished the job. Now comes the real work.

What was that change order from week 2? Which extra materials did you buy? What did the daily work report say on Tuesday – 3 or 4 hours? And did the client actually confirm the extra work in writing?

You search through WhatsApp messages, paper notes, and memories. In the end, you send an invoice that's too low. Money gone.

Magic Heidi solves the problem. Track daily work, materials, and change orders continuously on your phone – and create quotes, progress invoices, and final invoices in minutes, Swiss-compliant with QR payment slip.

Why construction billing is so painful

The trade is complex. The billing doesn't have to be. But without the right tools, tradespeople constantly lose money – not because the work was bad, but because the documentation was missing.

📝

Undocumented daily work

Extra hours get forgotten, money left on the table

🔧

Change orders unclear

No written record → disputes with clients

🛒

Materials forgotten

Hardware store receipts missing from the invoice

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Progress payments confusing

Who paid what and when – across multiple projects?

The cost of forgetting

An example: Bathroom renovation

What gets lost on a typical job site – and what it costs.

The project: Bathroom renovation, quote CHF 8,500

What happens without proper documentation:

Week 2 change order: pipes had to be rerouted → 4 hours of daily work forgotten → CHF 320 lost
Extra materials: 2 packs of waterproofing membrane, special adhesive → receipts lost → CHF 85 lost
Travel costs for 3 extra trips → not on invoice → CHF 90 lost
Total forgotten: CHF 495 – on a single project

With 20 projects a year, that's over CHF 9,000 in lost revenue.

Magic Heidi tracks everything continuously – daily work directly on your phone, receipts by photo, change orders with client confirmation.

The Magic Heidi workflow

From quote to final invoice

A connected process: Quote → Progress invoice 1 (40%) → Progress invoice 2 (40%) → Final invoice (20%). All documents linked, always traceable.

Quotes and progress invoices in Magic Heidi

Before vs. After

Traditional methods vs. Magic Heidi

The difference in practice

Step	Traditional	Magic Heidi
Create quote	Word template, fill manually, send by email	In the app in 3 minutes, right with the client
Track daily work	Paper report, type it up in the evening	Directly on your phone, with photo proof
Material receipts	Collected in the car, half forgotten	Photo → AI extracts all details
Send progress invoice	Calculate manually, create new document	From quote in one click, adjust amount
Final invoice	Hunt everything down, risk errors	All positions already captured, review and send

Swiss compliance & tradesperson workflow

What construction invoices actually need

Standard accounting software isn't built for construction projects. Magic Heidi knows your daily reality.

QR invoices – legally required

Since October 2022, QR payment slips are mandatory on all Swiss invoices. Magic Heidi automatically generates compliant QR invoices – including IBAN, structured address, and reference number. No manual setup.

Fully compliant (QR-Invoice 2025)
Automatic IBAN integration
Professional layout for clients
Instantly scannable and payable

Line items by type

Swiss clients (and accountants) expect separate line items for labor, materials, travel, and disposal. Magic Heidi structures this automatically – cleanly separated on every invoice.

Labor hours separately
Materials with unit prices
Travel costs as separate line item
Disposal costs itemized

Reusable positions

Painters, plasterers, electricians, plumbers – many tasks repeat. Save common positions as templates: description, unit, price. On the next job, add them in seconds, no retyping.

Save position templates
Choose unit (hrs, m², pcs)
Adjust prices per trade
Faster, consistent workflow

Tradesperson workflow

Four steps for clean construction billing

From the first site visit to final payment – everything in one app.

📄
Quote on site
Site visit → create quote → client accepts
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Progress invoices and final invoice
40/40/20 or custom splits – all documents linked
⏱️
Track daily work
Time and materials on your phone, with photo proof
🤖
AI receipt scanning
Photo of hardware store receipt, AI extracts all data

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

Hardware store receipts captured in seconds

You buy materials at the hardware store. Instead of collecting the receipt in your car and typing it up in the evening: just take a photo. The AI reads description, amount, and VAT – done. All expenses are immediately ready for accounting and taxes.

AI receipt scanning for hardware store receipts

Construction invoice checklist: Swiss requirements

A tradesperson invoice in Switzerland must contain certain information to be legally compliant. Magic Heidi ensures every invoice you send is complete.

🇨🇭 Swiss compliant

📱 Mobile-first

🔒 Secure & private

⭐ Swiss support

🏢

Name and address

Your name / company name and full address

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UID number (if VAT registered)

Required from CHF 100,000 annual turnover

📅

Date and invoice number

Sequential numbering, essential for your accounting

💳

QR payment slip

Legally required since October 2022

Everything you need

Built for tradespeople and construction

Magic Heidi gives you exactly the tools a self-employed tradesperson in Switzerland needs – nothing more, nothing less.

Create quotes

Professional quotes in minutes, right with the client

Progress invoices

40/40/20 or custom, all documents linked

Daily work tracking

Track time and materials continuously, forget nothing

QR invoices

Automatically compliant, instantly payable

AI receipt scanning

Take a photo, AI does the rest

Reusable positions

Save common tasks as templates

Multiple VAT rates

Flat-rate or effective method, per trade

Bank import

Automatic payment matching, no manual effort

Frequently asked questions

Questions from Swiss tradespeople

How do I create a progress invoice (partial invoice) in Switzerland?

In Magic Heidi, you first create a quote for the total project. After the client accepts, you convert the quote to a job and create a progress invoice from it – for example, 40% of the total amount. The second progress invoice and final invoice are automatically linked to the job, so the remaining balance is always calculated correctly.

Do I have to show VAT on my invoices as a tradesperson in Switzerland?

From CHF 100,000 annual turnover, you are VAT-liable in Switzerland and must show VAT on invoices. Many tradespeople use the flat-rate tax method (Saldosteuersatz), which varies by trade (e.g. painters 2.8%, plasterers 3.7%, plumbers 3.7%). Magic Heidi supports both the effective method and the flat-rate method.

What must be on a tradesperson invoice in Switzerland?

A compliant Swiss tradesperson invoice must include: your full name / company name and address, UID number (if VAT-registered), invoice number, date, service period, detailed service description (labor, materials, travel separately), VAT amount and rate, QR payment slip with IBAN. Magic Heidi generates all of this automatically.

How do I correctly bill daily work (Regiearbeiten)?

Daily work (labor billed by the hour or day) must be documented with date, hours worked, materials used, and ideally a client signature. In Magic Heidi, you capture daily work directly on your phone with time and materials. At project close, the daily work entries are automatically transferred to the final invoice.

Can I convert quotes directly into invoices?

Yes. In Magic Heidi you create a quote with all line items. After the client accepts, you convert the quote to a job with one click. From there, you create progress invoices or the final invoice directly – all positions are carried over, nothing needs to be retyped.

What VAT rate applies to construction and renovation work in Switzerland?

The standard VAT rate of 8.1% applies to most construction and tradesperson services. For renovations and repairs on existing residential buildings, the reduced rate (currently 3.8%) applies. With the flat-rate method, the rate varies by trade (painters 2.8%, plasterers 3.7%, etc.). Magic Heidi calculates the correct rate automatically based on your setup.

Success stories

Why Swiss tradespeople choose Magic Heidi

Join hundreds of self-employed tradespeople who have simplified their construction billing

5 / 5

I used to have a pile of paper at the end of every project. Now I track daily work on my phone and the final invoice is ready in 10 minutes. I never forget anything anymore.

Thomas Keller

Self-employed painter, Zurich

5 / 5

Progress invoices are a game-changer. I send 40% at project start, 40% after rough work, and 20% at handover. All linked automatically, no manual calculations.