Advanced Invoicing Features

Partial payments & payment reminders

Sometimes clients pay in instalments. Magic Heidi handles this cleanly:

1. Open the invoice that was partially paid.
2. Record the payment with the actual amount received.
3. Magic Heidi automatically calculates the remaining balance.
4. Generate a new invoice for the outstanding amount — or send a payment reminder.

Watch the video above for a full walkthrough.

Sending reminders:

Go to the invoice → tap Generate Reminder → send to your customer. The reminder includes the original invoice details and outstanding amount.

Discounts & reductions

Three ways to apply discounts on invoices:

Method 1 — Percentage discount: Adjust the unit price of a line item to reflect the discount.

Method 2 — Fixed amount reduction: Add a line item called "Discount" with a negative value. For example, to reduce the total by CHF 100, add a line item with value "-100". The invoice total updates automatically.

Method 3 — Per-item discount: Create the item at full price, then add a second line with the negative discount amount.

Recurring invoices

For monthly retainers or subscription services:

1. Create your invoice as usual.
2. Open Edit Invoice and find the recurring option.
3. Choose frequency (monthly, quarterly, yearly).
4. Set the start date and end date (or ongoing).
5. Save.

Magic Heidi automatically creates the invoices on schedule and, if you want, sends them right away too.

Sending invoices

Three ways to deliver invoices to customers:

Email (most common): Tap "Send" on any invoice. The invoice is delivered as PDF with the QR-bill section included. Your customer can scan and pay instantly.

Print: Tap the download icon to create a PDF. Print on regular A4 paper — the QR-bill section prints correctly at the bottom.

Share: Export as PDF and send through WhatsApp, messaging apps or upload to client portals.

All methods produce the same Swiss invoice format with the QR payment part.

QR-IBAN vs regular IBAN

Good news: Magic Heidi works with your regular IBAN. You don't need a QR-IBAN.

You would have to request a QR-IBAN separately from your bank. Magic Heidi creates the Swiss QR payment part using your standard IBAN.

The technical difference: You only need a QR-IBAN if you work with QR references (27-digit structured references). With a regular IBAN, you can do without.

Your customers can still scan and pay your invoices instantly — you just skip the QR-IBAN hassle.

Set up Revolut Business

If you use Revolut Business, enter your Revolut IBAN in Magic Heidi so it appears on your invoices, and mark incoming payments as paid. There is no direct interface to Revolut; the video above shows the setup step by step.

What belongs on a Swiss invoice

A complete invoice usually contains:

• Your company name and address
• Your VAT number (if VAT-registered), plus the VAT rate and VAT amount
• Customer name and address
• Invoice number (sequential)
• Invoice date and the date or period of the service
• Description of goods/services
• Unit price and quantity
• Total amount due
• Payment terms
• QR payment part (IBAN, amount, payment reference)

The QR payment part is the standard in Switzerland, but it is not required by law – an invoice with an IBAN is valid too. The details required from VAT-registered businesses are set out in Art. 26 of the VAT Act (MWSTG).

Magic Heidi puts these details on the invoice automatically. You only add the customer and line items.

Troubleshooting

The app won't open or I can't log in

1. Update the app from App Store or Google Play.
2. Check your internet connection.
3. Reset your password using "Forgot Password".
4. Clear cache by deleting and reinstalling (your data is safe in the cloud).

Still stuck? Try logging in via web browser at app.magicheidi.ch, or contact support.

My invoices aren't syncing

1. Check the sync icon (cloud symbol in top menu).
2. Refresh manually: pull down on mobile or reload page on web.
3. Verify internet connection.
4. Wait 30 seconds for large syncs to complete.

If sync is stuck: log out and back in, or check for app updates.

I can't find my invoices

Invoices don't disappear, but filters can hide them:

1. Check active filters at the top of the invoice list.
2. Clear all filters by tapping "Clear" or "Show All".
3. Search by customer name or invoice number.
4. Extend the date range to "All Time".

I made a mistake on a sent invoice

For small errors (typos in description): If the invoice hasn't been paid, you can edit it. Open invoice → Edit → make changes → Save. Resend with a note about the correction.

For amount changes: Don't edit sent invoices with financial changes. Instead:

1. Mark the original invoice as "Canceled".
2. Create a new invoice with correct information. It gets its own invoice number.
3. Refer to the cancelled invoice in the text.
4. Send to the customer with an explanation.

That way, you and your customer can both see what was changed.