Set up your business details, select a customer and items, then review the invoice and create the PDF. Allow enough time for initial setup and checks.
If you're a Swiss freelancer or self-employed professional, you know invoicing isn't simple. QR codes, VAT rates, structured addresses, sequential numbering—and that's before you even send your first invoice.
Magic Heidi brings invoices, customer data and line items into one workflow. You still need to check each invoice before sending.
This guide covers the workflow through to the PDF. Features were reviewed in the local app source, not a logged-in production account. Menu positions can vary by platform and version. Tax validation and faster payment are not guaranteed.
Before creating your first invoice, gather these essential details. Don't worry—you'll only need to enter most of this information once.
Quick VAT check: Configure VAT according to your actual registration and services. Voluntary registration is possible below the general turnover threshold; the app does not determine your tax liability. Check your situation with the FTA.
Enter business details, customers and line items in this workflow. Check addresses, tax treatment, bank details and the finished PDF before sending.
Sign in, open invoices and use the plus action to start a new invoice. Desktop and mobile layouts differ; look for the function rather than a fixed screen position.
Select a saved customer or enter their name and full address. Check street, building number, postcode, town and country; automatic processing does not replace address checks.
Enter a description, quantity and unit price for your work. Reusable items can reduce repeated entry.
Choose a bank account appropriate to the invoice currency. A Swiss QR payment section requires suitable CH/LI account details and CHF or EUR. Check the generated section in the PDF.
Magic Heidi supports automatic VAT calculations based on your inputs. Check your registration, VAT settings and the appropriate rate for the service yourself; review the calculated amounts before sending.
Add your logo and check the document. Invoice languages include German, French, Italian and English.
Preview before sending. Send by email, download the PDF or print it. Maintain payment status and check outstanding invoices before following up.
The app creates a document from your data. Correct addresses, tax treatment and bank details remain your responsibility; a generated PDF is not legal certification.
Use suitable account details, currency and addresses
Check service date, descriptions and tax information
Keep PDFs and receipts in your own archive as well
Select the appropriate rate and VAT mode yourself
Tax liability does not depend solely on Swiss service turnover. Check registration, place of supply and exemptions with the FTA. Configure your VAT number and rates accordingly; the app does not independently verify registration status.
Correct mistakes traceably and keep both the original and correction. For an invoice already sent or paid, ask your accountant which corrective document is needed. No specific credit-note workflow is promised here.
They open their banking app, select 'Pay,' and scan the QR code on your invoice. The payment amount, your IBAN, and reference number transfer automatically. They should check the transferred details before confirming and sending the payment.
Yes. Create invoices in German, French, Italian, or English. Your Zürich clients receive German invoices while Geneva clients get French versions, all from the same software.
Check outstanding invoices against actual bank receipts. Mark payments only after checking them. Automatic reminder intervals are not promised in this guide.
This general invoice workflow is not evidence of insurer-compliant Tarif 590 billing. Have required forms, tariff items and permitted patient data professionally reviewed before using it for that purpose.
Master these features to streamline your invoicing workflow even further.
Select saved customers and reusable items. Check dates, quantities and prices for each new job.
Set up automatic invoices for ongoing monthly services. Magic Heidi generates and sends them on schedule.
Create invoices immediately after completing work, even from your phone. No waiting until you're back at your desk.
Photograph receipts, check the AI suggestions and add missing details before handing them to your accountant.
Check available exports and required receipt files with your accountant. An export is not a promise of direct integration with every accounting system.
Choose the invoice currency and a suitable bank account. Swiss QR payment sections are limited to CHF/EUR; check tax treatment separately.
Set up business details and a bank account, create a sample invoice and review the PDF. Check information and tax treatment before sending it to a client.
Additional setup from the complementary quick-start guides: Open invoice editing to select language, currency, header notes and footer notes. You can switch the document type between quote and invoice; check the date and invoice number again afterwards. The app carries over items, but an accepted quote is not a confirmed payment.
For the guided introduction with video, see tutorials. Check pricing for current trial conditions, allowances and billing. This guide promises neither unlimited free use nor a fixed creation time.
Need help getting started? Magic Heidi support speaks German, French, Italian and English.
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