Invoicing for Translators in Switzerland

Key Takeaways

• Swiss invoices must include 7 mandatory elements under Art. 26 MWSTG — including your UID/MWST number, sequential invoice numbering, and a clear service description with language pair and per-word/per-hour pricing.
• The MWST standard rate is 8.1% since January 2024. The small business exemption applies if your annual revenue is under CHF 100'000.00 — you invoice net and state "Mehrwertsteuer nicht ausgewiesen, da nicht steuerpflichtig."
• Fees, surcharges and payment terms are negotiated. Obtain a quote for your situation; example amounts are not market data.
• QR-bills replaced red and orange payment slips in October 2022. A regular IBAN works with a Creditor Reference or no reference; a QR-IBAN must be paired with a QR reference. This change does not make a QR code mandatory on every invoice.

Whether you're a freelance Übersetzer turning out certified legal translations from a home office in Bern, or a Dolmetscker commuting to conference gigs in Geneva, the invoicing rules are the same — but the details that trip you up are specific to your craft. Per-word pricing doesn't look like hourly interpreting. A translation sent to a German agency doesn't look like a court interpreting assignment billed to a Swiss law firm. Get the structure right once, and every subsequent invoice takes about 30 seconds from your phone.

This guide walks through the seven mandatory invoice elements under Art. 26 MWSTG, the MWST rules that actually apply to translation work (including the small business exemption and place-of-supply rules for foreign clients), interpreter-specific costs like travel and per-diem, and a ready-to-use template. No fluff, no generic Europe-wide advice — just what Swiss translators and interpreters need to get paid correctly.

Key takeaways For consistent invoice details and records, use the Swiss invoice template or bookkeeping software. Hypothetical example: amounts illustrate the calculation only. They do not describe a real customer or a guaranteed outcome.

Pricing Models for Translators: Per Word, Per Line, Per Hour

Translation and interpreting have industry-specific pricing models that don't show up in most invoicing guides. Getting the model right on the invoice matters for transparency, for client trust, and for MWST calculations.

Per-word pricing (most common for translation)

The standard pricing model for written translation in Switzerland is per word (pro Wort). Typical rates depend on language pair, subject matter, and turnaround:

• Common pairs (EN ↔ DE, FR ↔ DE, IT ↔ DE): CHF 0.20–0.35 per word
• Specialised pairs (e.g., EN → IT, FR → EN for legal/medical): CHF 0.30–0.50 per word
• Certified translations (beglaubigte Übersetzungen): CHF 0.35–0.60 per word, often with a minimum fee

On the invoice, show it as: "12,400 words × CHF 0.28 = CHF 3'472.00" — not just the total. The client needs to see the unit price to verify the calculation.

Per-line pricing (still common in DACH)

Many Swiss-German translators and agencies still use per standard line (pro Normzeile). A Normzeile is typically 55 characters (including spaces). Rates run:

• CHF 2.50–5.00 per Normzeile for common pairs
• CHF 4.00–7.00 for specialised or certified work

On the invoice: "1,840 Normzeilen × CHF 3.20 = CHF 5'888.00." Some agencies require this format — check your contract before invoicing.

Per-hour pricing (interpreting and editing)

Interpreting is almost always per hour or per day. Per-hour is standard for court interpreting, business meetings, and shorter assignments. Per-day (typically 8 hours) is common for conferences.

• Fees, surcharges and payment terms are negotiated. Obtain a quote for your situation; example amounts are not market data.
• Fees, surcharges and payment terms are negotiated. Obtain a quote for your situation; example amounts are not market data.
• Whispered interpreting (chuchotage): similar hourly rates, often with minimums

Fees, surcharges and payment terms are negotiated. Obtain a quote for your situation; example amounts are not market data.

Per-page pricing (certified documents)

For certified translations of official documents — birth certificates, diplomas, court rulings — per page is standard. Rates: CHF 50.00–120 per page, often with a minimum charge of CHF 100.00–150.

ASTTI reference rates

The ASTTI (Association Suisse des Traducteurs, Traductrices et Interprètes) publishes reference rates for Swiss translators and interpreters. These aren't binding, but they're useful when justifying your invoice to a client or negotiating with an agency. The general range:

• Fees, surcharges and payment terms are negotiated. Obtain a quote for your situation; example amounts are not market data.
• Fees, surcharges and payment terms are negotiated. Obtain a quote for your situation; example amounts are not market data.
• Minimum fees: most ASTTI members apply a minimum charge of CHF 100.00–150 per assignment

Quote your rate clearly on the invoice. If a client disputes the amount, the ASTTI reference rates give you an objective benchmark.

Rush surcharges and minimum fees

Translation work often involves rush surcharges (Eilzuschlag) — typically +30% to +50% for overnight or weekend turnaround. Put this on the invoice as a separate line item, not buried in the total:

Fees, surcharges and payment terms are negotiated. Obtain a quote for your situation; example amounts are not market data.

Minimum fees (Mindesthonorar) also belong as a line item if the job is small. Don't just round up the total — the client needs to see the breakdown.

MWST and Translators: When to Charge 8.1%

Swiss MWST (Mehrwertsteuer) is the value-added tax. The standard rate has been 8.1% since January 1, 2024 (up from 7.7%). There's also a reduced rate of 2.6% for certain goods — but translations and interpreting services are always taxed at the standard 8.1% rate. The 2.6% rate applies to things like food and books, not professional services.

The CHF 100'000.00 small business exemption

You only become MWST-liable when your annual revenue hits CHF 100'000.00. Below that, you're not required to register for MWST — you invoice net, and you must state on the invoice:

"Mehrwertsteuer nicht ausgewiesen, da nicht steuerpflichtig" (VAT not shown, as not subject to VAT)

You can't just silently leave MWST off. The ESTV requires this explicit statement. Without it, a client or auditor might assume you forgot to add MWST, not that you're exempt.

Let's do the math: a translator billing CHF 0.28 per word, doing 8,000 words per week, generates about CHF 9'000.00/month — CHF 108'000.00/year. That's already past the threshold. A part-time translator doing 3,000 words per week at CHF 0.25 earns about CHF 39'000.00/year — well below. If you're approaching CHF 100'000.00, MWST registration and management becomes essential, not optional.

Voluntary registration below the threshold

Below CHF 100'000.00, you can opt for voluntary MWST registration. This is useful if you have significant business expenses — CAT tool subscriptions, a new laptop, continuing education — and want to claim the input tax (Vorsteuer) back. The trade-off: you now charge MWST on every invoice, which means your Swiss clients pay 8.1% more. For B2B clients who can also reclaim MWST, this is neutral. For B2C clients, it makes you 8.1% more expensive.

The place-of-supply rules: Art. 7 MWSTG

For translations delivered to a recipient abroad, the place of supply is the recipient's location. This means:

• Translation for a client in Germany: place of supply is Germany → not taxable in Switzerland → you invoice without Swiss MWST (zero-rated)
• Translation for a client in France: same → zero-rated
• Translation for a client in the UK, US, or anywhere outside Switzerland: same → zero-rated

This is a massive advantage for Swiss translators working internationally. You can serve clients worldwide without inflating your prices by 8.1%. But you need to handle it correctly on the invoice:

• Don't charge Swiss MWST on these invoices
• State the reverse-charge mechanism if applicable (see cross-border section below)
• Keep evidence of the client's location (address, contract, payment records)

When the place of supply stays in Switzerland

If your client is Swiss — a law firm in Zurich, an agency in Basel, a private individual in Geneva — the place of supply is Switzerland, and the standard 8.1% MWST applies (assuming you're MWST-liable). There's no special rate for translation work.

Input tax recovery for translators

Once you're MWST-registered, you can claim back the MWST you pay on business purchases. For translators, that includes:

• CAT tool subscriptions (SDL Trados, memoQ, OmegaT premium plugins)
• Hardware (laptop, second monitor, ergonomic chair)
• Software (Office, Adobe, dictionaries, terminology databases)
• Continuing education (ASTTI courses, certification exams)
• Home office expenses (pro-rata, if you have a dedicated workspace)

Input VAT recovery depends on registration, accounting method and supporting records. Check the VAT on each receipt; Swiss public transport is not generally VAT-exempt.

Cross-Border Translation Work: EU and International Clients

Many Swiss translators earn a significant portion of their income from clients abroad — agencies in Germany, law firms in London, NGOs in Brussels. The cross-border MWST rules are different from domestic billing, and they're one of the most common sources of invoicing errors.

B2B services to EU clients: reverse charge

When you deliver a translation to a business client (B2B) in the EU — an agency, a law firm, a corporate communications department — the reverse charge mechanism applies. The client accounts for the VAT in their own country; you don't charge Swiss MWST.

On the invoice, you should include:

• A clear note: "Reverse Charge — VAT liability shifts to the recipient" (or equivalent in German: "Steuerschuldnerschaft des Leistungsempfängers")
• The client's VAT ID (USt-IdNr. in Germany, TVA in France, etc.) — this proves it's a B2B transaction
• No Swiss MWST line — the total is net

Example line items for a translation for a German agency:

Translation, EN → DE, technical manual — 18,000 words × CHF 0.30 = CHF 5'400.00 Reverse Charge — VAT liability shifts to the recipient (USt-IdNr: DE123456789) Total: CHF 5'400.00 (net)

B2C services to clients abroad

However, if your client is a private individual in an EU country, and you deliver more than €10,000/year of digital services to EU consumers, you may need to register for the EU's OSS (One-Stop-Shop) scheme and charge EU VAT. Translations are generally not "digital services" in the OSS sense (they're custom professional services), so this rarely applies — but if you sell templated translation products or machine-translation post-editing at scale, check with a tax advisor.

Documenting cross-border transactions

For the ESTV, you need to be able to prove that a given invoice was a cross-border service. Keep:

• The client's full address (abroad) — on the invoice
• The contract or purchase order showing the client location
• Payment records — ideally showing the funds coming from a foreign bank account
• The client's VAT ID for B2B reverse charge

Without this documentation, the ESTV may argue the service was domestic and demand 8.1% MWST retroactively. Good invoicing software keeps this evidence attached to each invoice — see Magic Heidi's invoicing workflow.

UK clients post-Brexit

UK clients work the same way as other foreign clients: B2B is reverse charge (with the UK VAT number), B2C is outside Swiss MWST scope. Nothing changes post-Brexit from the Swiss side.

Swiss clients with foreign parent companies

A common edge case: you translate for the Swiss branch of a German company. The Swiss branch is a Swiss entity — so the place of supply is Switzerland, and you charge 8.1% MWST. Don't assume "foreign company" means "foreign place of supply." Check who the contracting party is on the purchase order.

Interpreter-Specific Costs: Travel, Per-Diem, and SBB Rates

Interpreting has billing patterns that translation doesn't — primarily around travel, waiting time, and per-diem. If you're a conference interpreter flying to a gig in Lugano, or a court interpreter taking the train to a hearing in Chur, your invoice needs to reflect the real costs of being on-site.

Travel time billing

Fees, surcharges and payment terms are negotiated. Obtain a quote for your situation; example amounts are not market data.

On the invoice:

Travel time, Bern → Chur and return — 4 hours × CHF 120.00 = CHF 480.00

Some interpreters bill travel time at 50% of the interpreting rate; others have a flat per-kilometre rate (CHF 0.70–1.00/km for driving). Pick a model, state it in your terms and conditions, and apply it consistently on the invoice.

Actual travel costs (SBB, flights, taxis)

In addition to travel time, you bill actual travel costs:

• SBB / public transport: full fare, including 1st class if your client's policy allows it. Keep the receipts.
• Flights: for international assignments, full cost including baggage.
• Taxi/Uber: from hotel to venue, etc.
• Parking: if driving

On the invoice, list these as separate line items with the actual cost:

SBB 2nd class return, Bern → Chur: CHF 78.00 Taxi Chur station → courthouse: CHF 18.50

Per-diem and accommodation

For multi-day assignments, you bill accommodation (hotel, actual cost) and per-diem (Spesen/Verpflegungsentschädigung). The Swiss federal per-diem rates (Bundesspesenreglement) are the standard reference:

• Breakfast: CHF 14.00
• Lunch: CHF 30.00
• Dinner: CHF 44.00
• Full day (CHF 88.00) if all meals are not provided

Many interpreters use these rates; some clients (particularly international organisations) have their own per-diem scales. Check the contract. On the invoice:

Per-diem (full day, Lugano assignment, 2 days) — 2 × CHF 88.00 = CHF 176.00

Waiting time

Courts and conferences run late. Interpreters often bill waiting time beyond a certain threshold — e.g., after 30 minutes of unplanned waiting, at the full interpreting rate. State this in your terms and conditions and on the invoice:

Waiting time (court delay) — 1.5 hours × CHF 120.00 = CHF 180.00

Minimum fees and cancellation

Most interpreters have a minimum fee (typically CHF 300.00–600 per assignment day) and a cancellation policy — if the client cancels within X days, you bill a percentage (50% within 14 days, 100% within 48 hours is common). Cancellation fees are taxable revenue; invoice them with 8.1% MWST.

MWST on interpreter expenses

Travel and per-diem expenses are generally pass-through — you bill them at cost, and the MWST treatment depends on whether the underlying cost included MWST. SBB tickets are MWST-exempt (Swiss public transport is not subject to MWST), so you bill them net. Hotel nights include MWST at 3.8% (reduced rate for accommodation), which you reclaim as input tax if you're MWST-registered. Keep it clean: list expenses at cost, and apply MWST only to your service fees.

Invoice Template for Swiss Translators

Here's what a complete translator or interpreter invoice in Switzerland should include, in order. Use this as a checklist for your template.

Header

• Your business details (name, address, phone, email)
• Your UID/MWST number (if registered) or the "nicht steuerpflichtig" statement (if exempt)
• Client's full name and address (company name for B2B)
• Client's VAT ID (for cross-border B2B reverse charge)
• Invoice number (sequential: 2026-001, 2026-002…)
• Invoice date and delivery date (if different)
• Reference (purchase order number, project code, document title)

Service description (the core)

For translation:

Fees, surcharges and payment terms are negotiated. Obtain a quote for your situation; example amounts are not market data.

For interpreting:

Totals and MWST

• Subtotal (net)
• MWST 8.1% — calculated on the service fees (not necessarily on pass-through expenses)
• Total in CHF
• For cross-border B2B: "Reverse Charge" note and no MWST line
• For sub-threshold: "Mehrwertsteuer nicht ausgewiesen, da nicht steuerpflichtig"

Payment section (QR-Rechnung)

• QR-bills replaced red and orange payment slips in October 2022. A regular IBAN works with a Creditor Reference or no reference; a QR-IBAN must be paired with a QR reference. This change does not make a QR code mandatory on every invoice.
• Payment terms (e.g., "Zahlbar innerhalb 30 Tagen")
• Bank details for international clients (regular IBAN + SWIFT/BIC, since QR-Rechnung only works for Swiss payments)

Footer

• Thank-you note (optional but professional)
• Terms and conditions reference (e.g., "AGB unter magicheidi.ch/agb")
• Contact for questions

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