Complete Guide

Add QR Slip to Invoice in Seconds

Swiss QR invoices are mandatory. Magic Heidi makes them effortless. Create compliant invoices with scannable QR codes that get you paid faster.

Magic Heidi Invoice with QR Code

What is a Swiss QR Invoice?

A Swiss QR invoice (QR-Rechnung) is the standard payment slip used in Switzerland since October 2022. It replaced the old orange and red payment slips completely.

The QR code contains all payment information:

  • Your bank details (IBAN or QR-IBAN)
  • Invoice amount
  • Payment reference number
  • Client information
  • Additional payment instructions

Your clients simply scan the code with their banking app and confirm payment. No manual typing. No errors. Payment happens in under 30 seconds.

Why QR Invoices Matter

Swiss QR invoices aren't just convenient — they're required by law and transform how you get paid.

⚖️
Required by lawMandatory since October 1, 2022
⚡
Faster paymentsClients can pay instantly
✓
Fewer errorsNo manual data entry mistakes
📊
Better trackingAutomatic payment reconciliation

Prerequisites: What You Need Before Starting

Before creating your first QR invoice in Magic Heidi, make sure you have:

  1. Active Magic Heidi account - sign up takes 2 minutes
  2. Swiss bank account with IBAN or QR-IBAN
  3. Client information properly saved in your contacts
  4. Structured address format for compliance

Understanding IBAN vs QR-IBAN

You can use either a regular IBAN or a QR-IBAN for QR invoices:

Regular IBAN:

  • Your standard Swiss bank account number
  • Works for all three types of QR bills
  • Suitable for most freelancers and small businesses

QR-IBAN:

  • Special account number from your bank
  • Starts with "3" as institution identification
  • Required only if you use automated payment reconciliation
  • Free to request from most Swiss banks

Which should you use? Start with your regular IBAN. Request a QR-IBAN only if you need automatic payment matching with reference numbers.

Step-by-Step

Create QR Invoice in 5 Steps

Magic Heidi automatically generates compliant QR codes on every invoice. Here's how to create your first one.

  • 🏦
    Set Up Bank Details

    Enter IBAN once, use forever

  • 📄
    Create New Invoice

    Fill in client and services

  • ✨
    QR Code Auto-Generates

    No manual work needed

  • 👁️
    Preview and Validate

    Check before sending

Rechnungen
  • Rechnung #3

    Magic Heidi

    CHF 500

    Jan 29

  • Rechnung #2

    Webbiger LTD

    CHF 2000

    Jan 24

  • Rechnung #1

    John Doe

    CHF 600

    Jan 20

Automatic Generation

QR Code Generates Automatically

Magic Heidi creates the QR slip automatically as you fill in invoice details. The QR code appears at the bottom of your invoice preview, containing your IBAN, amount, client payment information, unique reference number, and payment deadline. No extra clicks needed.

QR Invoice on Mobile

The Three Types of QR Bills

Swiss QR invoices come in three variants. Magic Heidi supports all three:

1. QR-IBAN with QR-Reference

Best for: Businesses with many invoices needing automatic reconciliation

This type includes a 27-digit QR reference number that your bank uses to automatically match incoming payments to specific invoices.

Requirements:

  • QR-IBAN from your bank (not regular IBAN)
  • Structured reference number system
  • Bank software that processes QR references

Magic Heidi handles: Automatic reference number generation following Swiss standards.

2. IBAN with Creditor Reference (ISO 11649)

Best for: International invoicing or specific accounting requirements

Uses the international creditor reference standard (ISO 11649). Works with regular IBAN, not QR-IBAN.

Requirements:

  • Regular IBAN
  • RF creditor reference format
  • Accounting software supporting ISO 11649

Magic Heidi handles: Generates valid RF creditor references automatically.

3. IBAN Without Reference

Best for: Freelancers and small businesses with simple payment tracking

The simplest option. No reference number needed. Payment includes only amount and your IBAN.

Requirements:

  • Just your regular IBAN
  • Manual payment reconciliation

Magic Heidi handles: Creates clean invoices with payment information only.

Which type should you use? Most freelancers start with option 3 (IBAN without reference). Upgrade to QR-IBAN with reference numbers when you're processing 50+ invoices monthly and need automated matching.

November 2025 Update

Structured Addresses

Since November 22, 2025, Swiss QR invoices require structured address formatting. Magic Heidi handles this automatically.

Required format:

  • Street name and building number (separate fields)
  • Postal code
  • City
  • Country code (CH for Switzerland)

Old format (no longer valid):

Bahnhofstrasse 123
8001 Zürich

New format (required):

Street: Bahnhofstrasse
Building: 123
Postal Code: 8001
City: Zürich
Country: CH

Good news: Magic Heidi automatically handles structured addresses. When you enter client information, the app structures it correctly for QR code compliance.

Send and Print Your Invoice

Once your invoice is ready, you have multiple options for delivery. The QR code remains fully functional regardless of how you share it.

✓ Black & White Works
✓ 600 DPI Minimum
✓ All Devices
✓ Swiss Standards
📧
Email as PDF

Standard method with full QR support

💾
Direct Download

Save and upload to client portals

🖨️
Print for Counter

Works on standard A4 paper

📱
Scan from Screen

No printing required

Troubleshooting Common Issues

QR Code Not Displaying

Problem: Invoice shows but QR code section is blank.

Solutions:

  1. Check that IBAN is saved in company settings
  2. Verify invoice amount is greater than zero
  3. Confirm client address is complete
  4. Update Magic Heidi to latest version
  5. Contact support if issue persists

Validation Errors

Problem: Magic Heidi shows QR validation error message.

Common causes:

  • Invalid IBAN format (check for typos)
  • Missing required address fields
  • Amount exceeds maximum limit
  • Special characters in wrong fields

Fix: Review the highlighted fields and correct errors. Magic Heidi shows specific guidance for each validation issue.

Address Format Issues

Problem: Warning about non-structured address.

Solution:

  1. Edit the client contact
  2. Separate street name from building number
  3. Add country code (CH)
  4. Save and retry invoice creation

Magic Heidi's address validator helps you fix formatting before creating invoices.

Problem: QR code won't scan after printing.

Checklist:

  • Print at 100% scale (no "fit to page")
  • Use clean printer with fresh ink/toner
  • Avoid low-quality paper
  • Don't resize PDF before printing
  • Check printer resolution (minimum 600 DPI)

Test by scanning immediately after printing. If your phone's banking app reads it, your client's will too.

Best Practices

Best Practices for QR Invoices

Follow these tips for smooth payment processing and faster cash flow.

FAQ

Frequently Asked Questions

Do my clients need special software to pay?

No. Every Swiss banking app supports QR code scanning. Clients simply open their banking app, tap 'Pay' or 'Scan', point camera at QR code, and confirm payment. Works with all major Swiss banks: PostFinance, UBS, Raiffeisen, Credit Suisse, Zürcher Kantonalbank, and more.

Can I use QR invoices for international clients?

Yes, but with limitations. European clients can pay if their bank supports SEPA payments. Currency must be EUR for European clients. Some international banks don't support Swiss QR codes. Consider traditional invoices for clients outside Europe. For Swiss and EU clients, QR invoices work excellently.

What if I don't have a QR-IBAN?

You don't need one. Regular IBAN works perfectly for most freelancers. Only request QR-IBAN from your bank if you process 50+ invoices monthly, need automatic payment reconciliation, or your accounting software requires it. Most Swiss banks provide QR-IBAN for free upon request.

How do I know if my QR code is valid?

Magic Heidi validates QR codes automatically. Additional validation: scan with your banking app, check that all details appear correctly, use online QR validators (search 'Swiss QR invoice validator'), or test payment with small amount to yourself. Valid QR codes scan instantly and display complete payment information.

Can I leave the amount blank?

Yes, but only in specific situations: open invoices where client determines amount, donations or voluntary payments, or deposits with variable amounts. For blank amounts, Magic Heidi adds corner marks in the amount field (Swiss standard requirement). Most business invoices should include specific amounts.

Will QR codes work from a PDF on screen?

Yes. Clients can scan QR codes directly from computer screens, tablet displays, smartphone screens, or projected presentations. No need to print for scanning to work. This is actually the preferred method - better for environment and faster for clients.

Start Creating QR Invoices Today

Swiss QR invoices are mandatory, but they don't have to be complicated. Magic Heidi handles all technical requirements automatically while you focus on your business.

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