Fees, Deposits and Sponsoring Billed Professionally
Booking with 50% deposit, balance after the show, plus equipment, travel and hours — Magic Heidi turns every event deal into a compliant Swiss invoice.
A typical event booking works like this: contract signed, 50% deposit due upfront, then after the performance comes the final invoice with the remaining balance plus extras (mileage, accommodation, equipment hire). Sounds simple — until you realise you need two separate documents, correctly record partial payments, and handle VAT on sponsoring deals.
Magic Heidi is the Swiss accounting tool that knows this workflow: deposit invoice, final invoice, AI receipt scanning, and QR payment. All in 30 seconds.
Why Event Invoicing Is More Complex Than It Looks
DJ, musician, event agency or booking agent — the live events business has its own invoicing rules that most general accounting tools simply don't handle.
Deposit + final invoice = two documents
One booking, two invoices: the deposit invoice at contract signing and the final invoice after the show — with the deposit correctly deducted.Extras vary from gig to gig
Mileage, accommodation, equipment hire, soundcheck hours — every show has different additional line items that must be listed separately.International gigs, multiple currencies
Fee agreed in EUR, payment wanted in CHF — international bookings require currency clarity and the exchange rate documented on the invoice.Sponsoring is not the same as a donation
Logo on the flyer and name mention = counter-performance = VAT due (8.1%). Pure donation with no counter-performance = VAT exempt. Getting this wrong has consequences.Event Invoice in 30 Seconds
Magic Heidi knows the event workflow: deposit invoice, final invoice with deduction, AI expense scanning and QR code — ready to use from day one.
- 📋Deposit invoice at the click of a button
50% upfront at booking — invoice created in seconds and sent by email
- 🧾Final invoice with deposit deduction
Balance calculated automatically, deposit correctly shown — no manual arithmetic
- 📸Expenses captured by photo
Photograph the hotel receipt, AI reads amount and date — directly into the final invoice
- 🤝Sponsoring invoices done right
VAT 8.1% with counter-performance, VAT-exempt for pure donations — automatically correct
- Invoice #3
Magic Heidi
CHF 500
Jan 29
- Invoice #2
Webbiger LTD
CHF 2000
Jan 24
- Invoice #1
John Doe
CHF 600
Jan 20
Everything Event Professionals
Actually Need
From booking confirmation to tax filing — Magic Heidi covers the complete event invoicing workflow.
Invoice fees professionally
Flat fee, hourly rate or day rate with overtime — structure every engagement clearly and display the date and venue directly on the invoice.
- Flat fee, hourly rate and packages combinable
- Venue and date as required fields
- Deposit invoice and final invoice linked
- Professional PDF with logo and QR code
- Automatic payment reminders after due date
Expenses and equipment correctly itemised
Travel costs, accommodation and equipment hire are part of every gig — scan receipts by photo and add expenses directly to the final invoice.
- Mileage allowance CHF 0.70/km — standard rate pre-loaded
- Hotel receipts scanned by AI
- Equipment hire as a separate invoice line
- Expense reimbursement kept separate from fees
- All receipts digitally archived for tax purposes
Sponsoring and multi-currency
Sponsoring deals with advertising obligations, international gigs in EUR — Magic Heidi sets VAT correctly and supports multi-currency invoices.
- Sponsoring with counter-performance: VAT 8.1%
- Donation receipt without VAT
- Invoices in EUR, CHF or other currencies
- Exchange rate documentable on the invoice
- Compliant with Swiss VAT law
Why a Swiss Tool Beats
a German Accounting Program
sevdesk, Lexware and FastBill don't know the Swiss QR invoice standard, default to EUR accounting, and apply German VAT rules. Magic Heidi was built for Switzerland from the ground up.
Legally compliant QR code on every invoice — instantly scannable and payable
International gigs in EUR, payment in CHF — clearly documented
Import from PostFinance, Raiffeisen, UBS and ZKB — automatic reconciliation
Customer service in German, French and Italian from Zurich
Simple Pricing. No Surprises.
One plan. All features. Cancel anytime.
Free Trial
- 3 invoices
- 3 expenses
- All features unlocked
- No credit card required
Annual
- Unlimited invoices
- Unlimited expenses
- AI expense scanning
- All platforms included
- Bank statement import
- Swiss VAT management
- Priority support
Monthly
- Unlimited invoices
- Unlimited expenses
- AI expense scanning
- All platforms included
- Bank statement import
- Swiss VAT management
Frequently Asked Questions
How do I create a correct deposit invoice and final invoice?
A deposit invoice is a partial invoice for the advance payment. It includes the agreed deposit amount (e.g. 50% of the fee), the booking date, the venue and a note that the final invoice will follow after the event. The final invoice contains the total amount of all services, minus the deposit already paid — with reference to the deposit invoice. In Magic Heidi you link both invoices directly to each other.
What must an event invoice in Switzerland include?
Mandatory items for every Swiss invoice: name and address of both parties, invoice date and number, description of services (including venue and date), itemised amounts (fee, expenses, etc.), payment terms and IBAN. If VAT-registered: VAT number and tax amount. The Swiss QR payment slip is standard.
How do I handle sponsoring vs. donation on an invoice?
The key factor is counter-performance: if you provide a service in return (logo on flyer, social media post, name on stage), this is an advertising service subject to VAT at 8.1%. A pure donation with no counter-performance is VAT-exempt. This distinction matters fiscally — when in doubt, consult a fiduciary.
Why is Magic Heidi better than sevdesk or Lexware for Swiss event professionals?
sevdesk, Lexware and FastBill are designed for German tax law: no Swiss QR invoice standard, no CHF accounting as default, no import of Swiss bank accounts (PostFinance, Raiffeisen, UBS). Magic Heidi was built for Switzerland from day one — with QR invoicing, CHF accounting, Swiss VAT law and support in German, French and Italian.
Ready to Create Your Next Event Invoice?
Try Magic Heidi free for 30 days. The Swiss invoicing tool for DJs, musicians and event agencies — with deposit invoices, final invoices, expense scanning and QR code.