Invoicing as an Event Planner in Switzerland: The Complete Guide for 2026

An event planner invoice in Switzerland needs seven mandatory elements (the so-called 7 Pflichtangaben), a QR-Rechnung with a Swiss QR code, the correct MWST rate (8.1% standard or 3.8% for events with overnight stays), and a sequential invoice number — and if you're MWST-liable, you must register with the ESTV once your annual turnover exceeds CHF 100,000. That's the short answer. The longer answer covers deposits, vendor pass-through, per-km expenses, and the software that actually makes this fast enough to do between venue walkthroughs. Let's dig in.

Key Takeaways

• MWST is 8.1% on standard event planning services since 1 January 2024 (it was 8.0% in 2023 and 7.7% before that). Events bundled with overnight accommodation use the 3.8% rate (was 3.7% in 2023).
• Mandatory registration kicks in at CHF 100,000 annual turnover. Below that, voluntary registration is possible and sometimes smart.
• Every Swiss invoice needs a QR-Rechnung with a Swiss QR code — the old orange and red Einzahlungsscheine were scrapped on 1 October 2020.
• Deposits of 30–50% are standard practice for events; you can also send Teilrechnungen for multi-phase projects and a Schlussrechnung after the event.
• Durchlauferposten (vendor pass-through) must be billed separately to the client and invoiced separately by the vendor — never net them against each other or MWST flows break.
• Event planner hourly rates in Switzerland run CHF 80–150/hour depending on experience and event complexity.

Mandatory Elements on an Event Planner Invoice in Switzerland

Swiss law defines what every invoice must contain. Miss one and your invoice isn't just sloppy — it can break your client's MWST input deduction and, in edge cases, your own. The 7 Pflichtangaben (mandatory details) under MWST law are:

1. Your name and address (the invoicer / Rechnungssteller) — full legal name or company name, street, postal code and city.
2. Your client's name and address (the Rechnungsempfänger) — match it exactly to their company registration if it's a B2B invoice.
3. Invoice date (Rechnungsdatum) — the day you issue the invoice, not the day of the event.
4. Sequential invoice number (Rechnungsnummer) — must be consecutive and unique. No gaps, no duplicates. Most invoicing software handles this automatically; if you're hand-numbering, pick a format like 2026-001 and stick with it.
5. Description of services (Leistungsbeschreibung) — be specific. "Event planning" alone is too vague. Write "Concept and organisation of annual corporate gala, 14 March 2026, Zurich, including venue scouting, supplier coordination, and on-site management." The ESTV wants to see what was actually delivered.
6. Amount (Betrag) — the net amount per line item, grouped by MWST rate if you have mixed rates.
7. MWST rate and MWST amount — only if you're MWST-liable. Show the rate (e.g. 8.1%), the net subtotal, the MWST amount, and the gross total. If you're not registered for MWST, you must state "MWST nicht ausweisbar" (VAT not shown) on the invoice instead.

On top of those seven, every Swiss invoice since October 2020 must include a Swiss QR code (the QR-Rechnung) and an IBAN or QR-IBAN for payment. Without the QR code, your client's bank can't process the payment automatically and you'll wait longer for your money.

A few practical notes for event planners specifically:

• Put the event date on the invoice even though it's not legally required. Clients reconcile event budgets against dates, and a clear "Event date: 14.03.2026" line saves a follow-up email.
• List deposits already received on the final invoice. If you invoiced a 30% Anzahlung in January and the Schlussrechnung goes out in April, the final invoice must show the deposit as a deduction.
• Specify the payment deadline (Zahlungsziel). Swiss default is 30 days, but event planners often shorten it to 10 or 14 days post-event. Write it on the invoice: "Zahlbar innerhalb 14 Tagen" — "Payable within 14 days."

MWST for Event Planners: Which Rate Applies?

This is where Swiss event planners get tripped up, because events often bundle things that attract different MWST rates. Get the rate wrong and you overcharge the client or owe the ESTV money you didn't collect.

The standard rate: 8.1%

Since 1 January 2024, the standard MWST rate is 8.1% (it was 8.0% in 2023 and 7.7% before). Your core event planning services — concept, coordination, project management, on-site supervision, decoration, catering coordination — all fall under 8.1%.

The accommodation rate: 3.8%

If you're organising a multi-day conference or corporate retreat and the invoice includes overnight accommodation, the reduced rate of 3.8% applies to the lodging portion (this was 3.7% in 2023 and 2.5% before the 2024 reform). The key word is overnight — venue hire for a daytime event is 8.1%, but hotel rooms booked as part of the event package are 3.8%.

The tricky part: you must split the invoice by rate. If you bill a conference package of CHF 20,000 that includes CHF 12,000 of planning services and CHF 8,000 of hotel nights, the invoice needs two lines — one at 8.1% on the planning portion, one at 3.8% on the accommodation. Don't lump it all under one rate.

The MWST threshold: CHF 100,000

You only have to register for MWST if your annual worldwide taxable turnover exceeds CHF 100,000. Below that, you don't charge MWST — you write "MWST nicht ausweisbar" on every invoice.

But here's the catch for event planners: a single big corporate gala can blow through CHF 100,000 in turnover. Once you cross the threshold in any 12-month period, you must register within 30 days. Plan ahead.

Voluntary registration below CHF 100,000 is allowed and sometimes worth it. If most of your clients are MWST-registered businesses, they reclaim MWST anyway. But if you're invoicing private individuals, staying below the threshold saves you 8.1% on every bill.

QR-Rechnung: The Swiss Payment Slip Every Invoice Needs

Since 1 October 2020, every invoice in Switzerland must include a QR-Rechnung — the payment part with a Swiss QR code that the client's banking app scans to initiate payment. The old orange (with reference) and red (without reference) Einzahlungsscheine were withdrawn. You can't send a valid Swiss invoice without the QR part.

What the QR-Rechnung contains:

• QR-IBAN or IBAN of your account — a QR-IBAN starts with CH and is specifically formatted for QR invoices, but a regular IBAN works too if your bank supports it (most do now).
• Creditor information — your name and address.
• Debitor information — your client's name and address (optional but recommended for B2B).
• Amount and currency (CHF).
• Reference number (QR-Reference) — a 27-digit reference that ties the payment to your invoice. Optional for one-offs, near-mandatory for repeat clients.
• Unstructured message — additional info like "Invoice 2026-014, Event Gala Zurich."

The QR code itself encodes all of this. Your client opens their banking app, scans the code with their phone, and the payment is pre-filled. That's why Swiss invoices get paid fast — the QR code removes the manual data entry that delays payments elsewhere.

For event planners, the mobile angle matters: you might be on a train back from a venue visit when you send the final invoice. With Magic Heidi's QR invoice creation, you generate a compliant QR-Rechnung from your phone in under two minutes — no laptop, no PDF template, no "I'll do it when I'm back at the office." The invoice goes out, the QR code is valid, the client pays.

Deposits, Partial Invoices, and Final Invoices

Events are expensive to produce. You commit to venues, caterers, and AV suppliers weeks or months before the event, and you shouldn't carry that cash flow risk alone. Swiss practice — and what most event contracts specify — is a mix of Anzahlung (deposit), Teilrechnung (partial invoice), and Schlussrechnung (final invoice).

Anzahlung (deposit invoice)

A deposit of 30–50% of the estimated total is standard for events in Switzerland. You send an Anzahlung invoice when the contract is signed, before you've started spending. The deposit secures the date and covers your upfront costs (venue booking, supplier deposits, design work).

Legally, an Anzahlung is a Vorausrechnung — an advance invoice for services not yet delivered. It must still contain all 7 Pflichtangaben and a QR-Rechnung. You can mark it clearly as "Anzahlung — Event Gala Zurich, 14.03.2026" so the client knows it's a deposit, not the final bill.

MWST on deposits: if you're MWST-liable, charge MWST on the deposit at the same rate you'll charge on the final invoice. The deposit becomes a taxable supply the moment it's invoiced.

Teilrechnung (partial invoice)

For multi-phase event planning — say, a year-long festival project with distinct phases — you can send Teilrechnungen as each milestone completes. Common milestones: concept approval, venue contract signed, supplier contracts secured, event day, post-event reporting.

Each Teilrechnung is a full invoice: same 7 Pflichtangaben, same QR-Rechnung, sequential numbering. The client pays each one, and the final Schlussrechnung reconciles everything.

Schlussrechnung (final invoice)

The Schlussrechnung goes out after the event. It shows:

• Total agreed scope (or actual scope if it expanded).
• All deposits and Teilrechnungen already paid, listed individually with their invoice numbers and dates.
• The remaining balance as the amount due.

Example: you quoted CHF 30,000 for a corporate gala. You invoiced CHF 10,000 as an Anzahlung in January (invoice 2026-003). You sent a Teilrechnung for CHF 8,000 in March for the concept phase (invoice 2026-009). The Schlussrechnung in May shows the full CHF 30,000, minus the CHF 18,000 already paid, leaving CHF 12,000 due. The client sees the entire trail and pays the balance.

Always reference the prior invoice numbers on the Schlussrechnung. "Bereits bezahlt: Anzahlung Rechnung 2026-003 (CHF 10,000), Teilrechnung 2026-009 (CHF 8,000)." This prevents "I thought I already paid this" disputes.

Vendor Pass-Through: How to Bill for Caterers, Venues, and Suppliers

This is the part that bites event planners. You hire a caterer for CHF 12,000 (incl. 8.1% MWST). Your client wants one invoice from you, not three. So you add the catering to your invoice as a Durchlauferposten (pass-through item) and bill the client CHF 12,000 plus your planning fee.

The problem: if you just lump the caterer's CHF 12,000 into your invoice, you charge MWST on top of MWST. The caterer invoiced you CHF 12,000 incl. 8.1% MWST (CHF 11,002.77 net + CHF 997.23 MWST). You add CHF 12,000 to your client invoice and charge 8.1% on it again — now the client pays CHF 12,972, and the total MWST on the catering portion is CHF 1,872 instead of CHF 997. The client overpays, and when they reclaim input MWST, the ESTV sees the double-count.

The correct way to handle Durchlauferposten

The clean method: two separate invoices, no netting.

1. The caterer invoices you directly for CHF 12,000 (their invoice, their MWST number, their QR-Rechnung, their invoice number).
2. You invoice the client for the catering as a pass-through line — at the same net amount the caterer charged you, with MWST at the same rate. Show it as a separate line: "Catering — Supplier XYZ, Durchlauferposten, net CHF 11,002.77, MWST 8.1% CHF 997.23, gross CHF 12,000."
3. You pay the caterer CHF 12,000. The client pays you CHF 12,000. The MWST cancels out: you pay CHF 997.23 MWST to the caterer (input MWST) and collect CHF 997.23 MWST from the client (output MWST). Net MWST impact on you: zero.

The key rules:

• Never net vendor invoices against your client invoice. Even if it feels efficient, it breaks the MWST chain and the ESTV will reject your input deduction if audited.
• Show the vendor's invoice number on your pass-through line. "Durchlauferposten gemäss Eingangsrechnung Caterer-XYZ-2026-014."
• Pass the vendor's MWST through at the same rate — don't apply your planning MWST rate to a vendor item that has a different rate (for example, a hotel block at 3.8% shouldn't be re-invoiced at 8.1%).

A common simpler approach for small pass-throughs: add a handling fee (Bearbeitungsgebühr) of 5–15% on the vendor cost as your service markup. That markup is your revenue, charged at 8.1% MWST. It's transparent and clients accept it.

Expenses and Material Costs on Event Invoices

Event planners spend on travel, materials, and supplies. These go on the invoice as Spesen (expenses) and should be listed separately from your service fee — partly because clients expect to see them broken out, partly because some are MWST-free and some aren't.

Mileage (Kilometerentschädigung)

If you drive your own car to a venue or supplier meeting, the standard Swiss rate is CHF 0.70 per kilometre. This is the rate most commonly used and what the AHV/ESTV accept as reasonable for self-employed mileage. Track the distance (Google Maps screenshots work) and the business purpose — "Venue visit, Hotel Zurich, 14.03.2026, 24 km" — and bill it as a line item.

Mileage reimbursement is not subject to MWST when you're billing actual costs. It's a cost reimbursement, not a service.

Per diems and meals (Spesenpauschale)

For multi-day events or travel, Swiss practice allows flat per diem rates or actual meal costs with receipts. The common flat rate for full days (Verpflegungspauschale) is around CHF 50–70 for a full day with overnight stay, and lower amounts for partial days. If you bill actual costs, keep every receipt and attach scans — clients increasingly demand proof.

Material costs

Decoration, printed programmes, name badges, signage, AV consumables — these are material costs and they carry MWST at the standard 8.1% rate (because you bought them with MWST and you're reselling them). List them as line items with the net amount and MWST, just like your service fee.

What to put on the invoice

A clean Spesen section looks like:

• Mileage: 24 km × CHF 0.70 = CHF 16.80 (no MWST)
• Per diem, 1 day, Zurich event: CHF 60.00 (no MWST)
• Printed programmes, 200 units: CHF 480.00 net + MWST 8.1% CHF 38.88 = CHF 518.88
• Name badges, 200 units: CHF 120.00 net + MWST 8.1% CHF 9.72 = CHF 129.72

Keep the MWST-bearing and MWST-free items in separate groups. Your QR-Rechnung total is the sum of all of them.

Free Invoice Template for Event Planners

Here's a bare-bones template you can copy into a document or use as a structure in any invoicing tool. Replace the bracketed text with your details.

[Your Name / Company Name]
[Street Address]
[Postal Code and City]
Switzerland
[Email] | [Phone]

INVOICE / RECHNUNG

Invoice number: 2026-014
Invoice date: 14.03.2026
Event date: 14.03.2026

Bill to:
[Client Name]
[Client Address]
[Postal Code and City]

Event: Annual Corporate Gala, Zurich, 14.03.2026

LINE ITEMS

1. Event concept and project management — 40 h × CHF 120.00
   Net: CHF 4,800.00
   MWST 8.1%: CHF 388.80
   Gross: CHF 5,188.80

2. Venue coordination and on-site supervision — flat
   Net: CHF 2,500.00
   MWST 8.1%: CHF 202.50
   Gross: CHF 2,702.50

3. Catering (Durchlauferposten, vendor invoice XYZ-2026-014)
   Net: CHF 9,250.69
   MWST 8.1%: CHF 749.31
   Gross: CHF 10,000.00

4. Mileage — 48 km × CHF 0.70
   CHF 33.60 (no MWST)

SUBTOTAL net (services): CHF 16,550.69
MWST 8.1%: CHF 1,340.61
Subtotal gross: CHF 17,891.30
Expenses (no MWST): CHF 33.60
TOTAL DUE: CHF 17,924.90

Less deposit received (Anzahlung, Rechnung 2026-003, 15.01.2026): CHF 5,000.00
BALANCE DUE: CHF 12,924.90

Payment due: 28.03.2026 (14 days)
IBAN: CH[...your QR-IBAN...]
[QR code generated by your invoicing software]

The template covers all 7 Pflichtangaben, the QR-Rechnung placeholder, Durchlauferposten handling, expenses split, and deposit deduction. If you want to skip the manual copy-paste, Magic Heidi's pricing starts at CHF 25/month and generates compliant Swiss QR-Rechnungen automatically — you fill in the event details, the app produces the QR code and the PDF.

Conclusion

Invoicing as an event planner in Switzerland comes down to seven mandatory elements, the correct MWST rate, a valid QR-Rechnung, and clean handling of deposits, vendor pass-through, and expenses. Get those right and your invoices get paid faster, your MWST reports tie out, and your clients trust the numbers. Get them wrong and you spend your evenings fixing PDFs and answering "what's this line?" emails.

The fastest path is a tool that handles the Swiss specifics for you — QR code, MWST rates, sequential numbering, deposit tracking, expense scanning — without the bexio price tag. Magic Heidi starts at CHF 25/month, runs on your phone, and produces compliant Swiss invoices in under two minutes. Try it on your next Schlussrechnung and see how much time you get back.