Magic Heidi Invoicing for Cleaning & Facility Services: recurring, transparent, paid on time
Monthly maintenance contract or one-off end-of-tenancy clean – Magic Heidi creates compliant QR invoices in minutes, sends payment reminders automatically, and shows you at any time who still owes you.
Two situations every cleaning business knows:
Scenario 1 – The regular contract: You clean the Miller & Partners office building every Monday. At the end of the month you create the same invoice as last month – manually, from scratch. Four hours of cleaning, material costs, travel. The same document, every month. Valuable time you could spend on your next job.
Scenario 2 – The one-off job: You've just left an apartment spotless after a move-out. The tenant is still there and asks: "Can I pay now?" But your invoice template is on the computer at home. Payment is delayed by days.
Magic Heidi solves both problems. Set up recurring contracts once – the invoice is generated and sent automatically on the agreed date. For one-off jobs, create a complete QR invoice directly from your phone on-site.
What cleaning businesses struggle with every day
Generic accounting software isn't built for your reality. You work across different sites, juggle private and commercial clients, and have no time to spend hours on admin.
Manually recreating recurring invoices
The same invoice for the same client, every month, by handTime tracking is hard to manage
Keeping track of hours per site, employee and jobCombining hours, materials and travel
Everything on one clear invoice – without errorsForgotten unpaid invoices
Cash flow suffers when invoices linger without follow-upNo office during on-site jobs
After an end-of-tenancy clean, no way to invoice on the spotWriting payment reminders one by one
Every follow-up takes time – and sometimes nervesThree features that transform your invoicing
Built for cleaning businesses that want to invoice fast, follow up automatically, and stay in control.
Automatic recurring invoices
Set up recurring contracts once – Magic Heidi generates and sends the QR invoice automatically on the agreed date. No more manual copying.
- Weekly, monthly or custom schedule
- Automatic QR code generation per invoice
- Copy templates in seconds for one-off jobs
- Clients receive the invoice directly by email
Flexible billing: hours, flat rate, m²
Log hours worked, materials and travel as separate line items – on a single, clear invoice. Exactly as your clients expect.
- Hourly line items with automatic calculation
- Materials and travel shown separately
- VAT calculated automatically per line item
- Professional layout for private and business clients
Open items & automatic reminders
See at a glance which invoices are open, overdue or paid. Magic Heidi sends payment reminders automatically if you choose.
- Live view of all open items
- Automatic reminders after due date
- Late fees optionally added
- Healthier cash flow from fewer forgotten invoices
What a professional cleaning invoice looks like
All mandatory details at a glance: hourly breakdown, material costs, travel – plus Swiss QR code and VAT.
Example: Monthly maintenance cleaning invoice
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Office building maintenance cleaning | 8 h | CHF 45.00 | CHF 360.00 |
| Cleaning products & materials | flat rate | — | CHF 28.00 |
| Travel flat rate | 1× | CHF 15.00 | CHF 15.00 |
| Subtotal | CHF 403.00 | ||
| VAT 8.1% | CHF 32.64 | ||
| Total CHF | CHF 435.64 |
Mandatory details on every Swiss invoice:
- ✅ Name and address of issuer and recipient
- ✅ Invoice date and number
- ✅ Detailed service description with date of delivery
- ✅ VAT (rate + amount) – required from CHF 100,000 annual turnover
- ✅ Payment term (standard: 30 days)
- ✅ Swiss QR code – legally required since October 2022
Magic Heidi fills all these fields automatically. You just add your service line items.
Without Magic Heidi vs. With Magic Heidi
What changes day-to-day for a cleaning business with 15 regular clients
| Task | Without Magic Heidi | With Magic Heidi |
|---|---|---|
| Recurring invoices | Copy and adjust manually (15–20 min/client) | Generated and sent automatically |
| Billing hours | Transfer notes, calculate manually | Hours directly as invoice line item |
| Payment reminders | Track one by one, write manually | Automatic after due date |
| Open items overview | Excel spreadsheet or from memory | Live dashboard in the app |
| Admin time / month | 4–6 hours | Under 30 minutes |
Everything your cleaning business needs
From invoice to reminder, from phone to desktop – Magic Heidi covers your entire admin day.
- 🔄Recurring Invoices
Set up once, send automatically
- ⏱️Hours & Line Items
Bill by hour, flat rate or m²
- 📬Automatic Reminders
Never forget an unpaid invoice again
- 🤖AI Expense Capture
Photograph the receipt, the rest is automatic
- Invoice #3
Magic Heidi
CHF 500
Jan 29
- Invoice #2
Webbiger LTD
CHF 2000
Jan 24
- Invoice #1
John Doe
CHF 600
Jan 20
Cleaning supplies, equipment, fuel – all tracked as expenses
Buy cleaning products, fill up the van or replace a piece of equipment? Just photograph the receipt. Magic Heidi's AI automatically reads the date, amount, category and VAT – no manual entry needed.
Swiss compliance –
handled automatically
As a cleaning business in Switzerland, clear rules apply: QR invoice legally required since October 2022, VAT from CHF 100,000 annual turnover, flat-rate tax method as a simplified option. Magic Heidi knows all these rules and applies them automatically.
Every invoice contains the legally required Swiss QR code
Standard rate 8.1% calculated and shown automatically
Simplified VAT accounting for cleaning businesses (6.1%)
All documents for your tax return at the click of a button
Built specifically for cleaning businesses
Magic Heidi doesn't try to serve every industry with overloaded features. Instead: exactly what a cleaning business in Switzerland actually needs.
Recurring Invoices
Automatic generation and sending for standing contracts
Time Tracking
Log hours per job and bill them directly
Swiss QR Invoices
Legally compliant, generated automatically
Automatic Reminders
Payment reminders after due date without manual effort
AI Receipt Capture
Photograph receipts, AI extracts all details
Open Items View
Who owes what – visible at a glance
Client Management
All sites and contacts per client stored
Bank Import
Automatically reconcile incoming payments
Frequently asked questions from cleaning businesses
How do I set up recurring invoices for monthly cleaning contracts?
In Magic Heidi, create a recurring contract once: client, service line items, amount and schedule (weekly, monthly, etc.). From then on, the app automatically generates and sends the invoice on the agreed date – including a valid Swiss QR code. No manual action needed.
How do I track work hours and bill by the hour?
Create an invoice line item of type 'hours' and enter the hours worked and hourly rate. Magic Heidi calculates the amount automatically. Combine hourly, material and travel line items on the same invoice – with correct VAT calculation per item.
What must appear on a cleaning services invoice in Switzerland?
Required details are: name and address of both parties, invoice date and number, service description with date of delivery, VAT rate and amount (from CHF 100,000 turnover), payment term, and the Swiss QR code (legally required since October 2022). Magic Heidi fills all these fields automatically.
How do I send payment reminders automatically?
Magic Heidi automatically detects when an invoice is overdue and can send a payment reminder by email. The open items view shows you at a glance which invoices need to be followed up – and you can act with a single click.
Does my cleaning company need to charge VAT?
VAT liability in Switzerland starts at CHF 100,000 annual turnover. Below that you are exempt – but can register voluntarily. For cleaning businesses, the standard rate of 8.1% applies. As a simplified option, the flat-rate tax method is available (for cleaning: 6.1%), which simplifies accounting significantly.
Can I invoice hours, materials and travel on a single document?
Yes, that's exactly the day-to-day of a cleaning business. In Magic Heidi, add as many line items as you need: hourly work, material flat rates, travel costs or one-off surcharges. Each item can have its own tax rate. The result is a clear, professional invoice – without errors.
Is Magic Heidi cheaper than bexio for cleaning businesses?
Yes. Magic Heidi costs from CHF 24.99/month (annual plan) – up to 40% cheaper than the comparable bexio plan. For cleaning businesses that don't need payroll or inventory management, you pay bexio for many features you'll never use. Magic Heidi includes everything you actually need – without the overhead.
Why small businesses choose Magic Heidi
Real reviews from Swiss small businesses that have simplified their invoicing with Magic Heidi
“Very, very practical and easy to use!”
“I use Magic Heidi to manage my clients, addresses, invoicing and quotes, but also all my expenses. Getting help from support is fast, clear and very professional.”
“Since we started using Magic Heidi for our Geneva-based company, managing invoicing has become child's play. The invoice customisation, payment tracking and automatic reminder features save us several hours a week.”
Simple pricing. No surprises.
One subscription. All features. Cancel anytime.
Free Trial
- 3 invoices included
- 3 expenses included
- All features unlocked
- No credit card required
- Cancel anytime
Annual plan
- Unlimited invoices
- Recurring invoices
- Automatic reminders
- AI expense capture
- Swiss QR invoices
- Open items view
- Mobile + desktop access
- Priority support
Monthly plan
- Unlimited invoices
- Recurring invoices
- Automatic reminders
- AI expense capture
- Swiss QR invoices
- Open items view
- Mobile + desktop access
- Standard support
30-day money-back guarantee. Risk-free.
Up and running in minutes
You built your business to clean – not to type invoices. Magic Heidi handles the office work: recurring invoices, reminders and expense capture, so you can focus on your clients.
