Magic Heidi Invoicing Software for IT Freelancers in Switzerland
Projects, retainers, hourly billing — and still time to code. Magic Heidi handles the admin so you can focus on the work.
The sprint is done. The client is happy. Now comes the part nobody enjoys.
You open Excel, search for the last invoice template, manually type in the hours, wonder whether this month's retainer has already been billed — and end up sending the invoice with the wrong IBAN.
The client runs Figma and Adobe CC on a US account. Somewhere in the middle of the year, a VAT notice arrives from the FTA.
Magic Heidi sorts it all out. Project invoice, retainer, hourly billing, payment reminder — in under 2 minutes, from your browser or phone.
Why IT Freelancers Need Different Invoicing Software
Generic accounting tools are built for accountants — not developers, web designers and IT consultants juggling three billing models at once.
Project, retainer or hourly?
Three models, three rhythms — coordinated manually in spreadsheetsTime tracking separate from invoicing
Hours in one tool, invoice in another — no automatic handoffInternational clients, multiple currencies
CHF or EUR? Reverse-charge notice? Invoice in English?SaaS subscriptions, hardware, coworking
Adobe, AWS, GitHub receipts entered manually with correct VATFour models, one tool
IT freelancers rarely work with just one billing model. Magic Heidi handles them all — in a single interface.
Project invoice — One-time amount after delivery or milestone. Ideal for web projects, app development, design work. Describe the service, set the price, send.
Retainer — Fixed monthly amount for availability, ongoing support or maintenance. Magic Heidi invoices automatically and recurring — without you having to think about it.
Hourly billing — Hours worked × hourly rate, entered right on the invoice with date and time from–to. Heidi calculates the amount, no manual maths.
Support package — Like a retainer, but with a defined hour contingent. If the contingent is exceeded, the surplus is invoiced separately.
From first conversation to paid invoice
Magic Heidi guides you through the entire workflow — without gaps and without wasted time.
- 📄Create a quote
Describe the service, send it — convert to invoice in one click
- 🔄Recurring invoices
Retainers and hosting fees automatically every month
- ⏱️Time tracking → Invoice
Log hours on a draft invoice, send it when the month is done
- 📩Payment reminder
Automatically at due date — polite, professional, effective
- Invoice #3
Magic Heidi
CHF 500
Jan 29
- Invoice #2
Webbiger LTD
CHF 2000
Jan 24
- Invoice #1
John Doe
CHF 600
Jan 20
Track hours, click invoice
Add an hourly line for every work session, with date and time from–to. Magic Heidi totals the hours, and the draft becomes a complete invoice when you send it — with hourly rate, service description and QR code. Hours from another time tracker can be imported as Excel or CSV.
Invoicing, expenses and accounting in one tool
No more three separate subscriptions. Magic Heidi covers the full admin workload of an IT freelancer.
Invoicing for every work type
From quote to payment reminder — Magic Heidi supports all IT billing models in one unified interface.
- Project, retainer, hourly and flat-rate invoices
- Create invoices from quotes in one click
- Copy and reuse templates
- Swiss QR invoice generated automatically
- Recurring invoices for retainers & hosting
- Payment reminders sent automatically
International clients
Many IT freelancers work for DACH clients in Germany or Austria. Magic Heidi makes multi-currency invoicing simple.
- Invoices in CHF, EUR or any other currency
- No Swiss VAT plus your reverse-charge note for EU business clients
- Invoices in German, French, Italian, English or Romansh
- IBAN and SWIFT for international transfers
- Correct VAT treatment per recipient country
Expenses & accounting
SaaS subscriptions, hardware, coworking, training — Magic Heidi captures all business expenses with AI and prepares your bookkeeping.
- AI receipt scanning: photo → automatic extraction
- SaaS expenses (Adobe, GitHub, AWS, Figma) correctly categorised
- Input tax deduction on business expenses
- Bank statement import and reconciliation
- Tax-ready reports for your accountant
- Profit and loss overview at any time
Swiss VAT automatically right
IT services in Switzerland have their own tax rules. Magic Heidi knows them — and applies them automatically, so you never take a risk.
Simplified VAT method for IT/web design (flat-rate method)
Set the invoice to «no VAT» and add your reverse-charge note
Mandatory or voluntary registration — Magic Heidi adapts
SaaS subscriptions and hardware recorded as deductible expenses
Magic Heidi vs. other software
Bexio is built for SMEs with an accounting department. MILKEE focuses on time tracking. Magic Heidi is the only solution covering the complete workflow of an IT freelancer — at a freelancer price.
| Feature | Magic Heidi | bexio | MILKEE |
|---|---|---|---|
| Price/month | CHF 24.90–39 | CHF 35+ (excl. VAT) | CHF 19–39 |
| Time tracking → Invoice | ✓ On the invoice | ⚠ Add-on | ✓ Yes |
| Recurring invoices | ✓ Automatic | ✓ Yes | ✗ No |
| Multi-currency | ✓ Included | ✓ Yes | ✗ No |
| Quote feature | ✓ Included | ✓ Yes | ✗ No |
| Freelancer focus | ✓ Yes | ✗ SME focus | ⚠ Partial |
| Setup time | 2 minutes | 30+ minutes | 10 minutes |
Everything an IT freelancer needs
One interface for all your admin — from first quote to year-end close.
Swiss QR invoice
Swiss standard, generated automatically
Time tracking
Hours right on the invoice, or import as CSV
Recurring invoices
Retainers and hosting automatically monthly
Multi-currency
Every currency, QR payment part in CHF and EUR
AI expense scanning
SaaS expenses captured by photo
Bank import
Import and reconcile your bank statement
Multilingual invoices
DE, FR, IT, EN, RM — as the client prefers
Flat-rate VAT
5.9% simplified method for IT services
SaaS subscriptions, hardware and coworking made easy
Adobe CC, GitHub, AWS, Figma, Notion, coworking subscription — photograph the receipt or email invoice. AI reads the amount, date and VAT. No typing. Everything in the right category.
IT Invoice in 2 Minutes — the Checklist
✅ Client details — select or create (name, address, email)
✅ Describe the service — project, hourly lines or retainer flat rate
✅ Choose VAT rate — Magic Heidi suggests 8.1% standard rate or 5.9% flat-rate method
✅ Choose currency — CHF, EUR or any other currency; for EU business clients, add your reverse-charge note
✅ Send QR invoice — by email or link, directly from the app
The client receives a professional, Swiss-compliant invoice. You get a notification as soon as payment is made.
Frequently asked questions from IT freelancers
How do I create an invoice as a web designer in Switzerland?
In Magic Heidi: New document → Invoice → Enter client name → Describe the service (e.g. 'Web design project March', 12h × CHF 120) → Choose VAT → Send. The QR invoice is generated automatically and is immediately Swiss-compliant. The whole process takes under 2 minutes.
How do I correctly invoice a retainer?
Create a recurring invoice in Magic Heidi: amount, description (e.g. 'IT support retainer May'), date and repeat interval (monthly). Magic Heidi invoices automatically on the chosen date — without you having to think about it. You can also document hour usage from the contingent separately.
Can I convert time tracking directly into invoices?
Yes, right on the invoice. Add an hourly line to the client's draft invoice for each work session, with date, time from–to and your rate, and Heidi calculates the amount. The invoice stays a draft until you send it, so you can collect hours all month. Hours from another time-tracking tool can be imported as Excel or CSV.
How do I invoice in EUR as a Swiss IT freelancer?
Select EUR as the currency when creating the invoice; the QR payment part works in EUR too. If the recipient is an EU business (B2B), set the invoice to «no VAT» and add a reverse-charge note. You can issue the invoice in German, French, Italian, English or Romansh — as the client prefers.
Which VAT rate applies to IT services in Switzerland?
The standard rate is 8.1%. VAT-registered IT freelancers can alternatively use the net tax rate of 5.9% (flat-rate method) — which simplifies billing considerably. Magic Heidi supports both methods. The mandatory registration threshold starts at CHF 100,000 annual revenue.
How do I record SaaS expenses like Adobe, AWS or GitHub for accounting?
Photograph the invoice or email receipt. Magic Heidi's AI automatically extracts the amount, date, vendor and VAT. The expense is assigned to the correct category (Software/SaaS). At year-end you can export all expenses as a tax-ready summary — for yourself or your accountant.
Do I have to pay VAT as an IT freelancer in Switzerland?
VAT registration is mandatory once your annual revenue exceeds CHF 100,000. Below that you are exempt — but you can register voluntarily (useful if you have many deductible expenses). Magic Heidi automatically adapts to your VAT status.
What IT freelancers say about Magic Heidi
Real reviews from Swiss freelancers who use Magic Heidi and its API for their invoicing.
“I use the API to integrate with n8n and generate invoices for my small association. It works like a charm. The API is well documented and easy to use. The staff is very responsive and friendly to interact with.”
“The app is very intuitive to use, the design is clean and beautiful. Not something you usually see, especially for an invoicing app. I also use the API they provide to generate invoices in batches. Clean documentation and straightforward process, would recommend.”
“I find Magic Heidi really good for independent freelancers like me because it's very simple to use. I don't need any accounting knowledge to use it. It's easily portable across macOS and my Android phone.”
Simple Pricing. No Surprises.
One plan. All features. Cancel anytime.
Free Trial
- 3 invoices included
- 3 expenses included
- All features unlocked
- No credit card required
- Cancel anytime
Annual
- Unlimited invoices
- Unlimited expenses
- Time tracking on the invoice
- Recurring invoices
- Multi-currency (every currency)
- AI expense scanning
- Swiss QR invoices
- Bank statement import
- Phone & email support
Monthly
- Unlimited invoices
- Unlimited expenses
- Time tracking on the invoice
- Recurring invoices
- Multi-currency (every currency)
- AI expense scanning
- Swiss QR invoices
- Bank statement import
- Phone & email support
30-day money-back guarantee. Try it risk-free.
IT invoice in under 2 minutes — try it free
You became an IT freelancer because you love to code, design or consult — not to do bookkeeping. Magic Heidi handles the admin so you can focus on what you actually do.
