Magic Heidi Templates with an English page
Every template is built for Switzerland: CHF, Swiss date format, VAT rates 8.1% / 2.6% / 3.8% and a UID field where you need one. Each link leads to a page in English with the download or text to copy, an example and how to fill it in. Where the file itself has German labels, the page says so and translates them.
Quotes, orders and contracts
| Template | Formats | What it's for |
|---|---|---|
| Quote template | English example to copy; Word, Excel, PDF in English (also German, French and Italian) | A binding offer (Offerte) with quote number, valid-until date, line items, VAT and a signature field for acceptance. |
| Cost estimate template | Word, PDF (German labels); English wording to copy | A non-binding estimate when the effort isn't fixed yet. |
| Terms and conditions template | Text to copy | 14 clauses for freelancers and sole proprietors: payment, default, liability, rights of use. |
Invoicing and payment
| Template | Formats | What it's for |
|---|---|---|
| Invoice template | Word, Excel, PDF in English (also German and French) | An invoice with all required details, VAT line and payment details. Also usable without VAT. |
| Pro forma invoice template | Text to copy | For customs or a client's internal approval, clearly marked as not a payment request. |
| Deposit invoice guide | Guide | What goes on a deposit invoice and how to deduct it on the final invoice. |
| Receipt template | Online generator in English; text to copy; Word, Excel, PDF in English (also German, French and Italian) | Confirmation of payment (Quittung) for cash payments or private sales, with or without VAT. |
| Acknowledgement of debt template | Text to copy | When a client can't pay and you want the debt confirmed in writing. |
Bookkeeping and expenses
| Template | Formats | What it's for |
|---|---|---|
| Expense report template | Example to copy | Expenses with receipts, VAT and approval. |
| Self-made receipt (Eigenbeleg) | Text to copy | A replacement document when the original receipt is lost. |
| Milk-book accounting table | Table to copy | Simple income and expense records for small sole proprietorships without VAT. |
| Timesheet guide | Guide | Which timesheet layout fits how you bill your clients. |
| Budget planner | Excel, PDF in English | Income, fixed costs and a savings goal per month for your personal budget. |
Templates in German only
These files exist with German labels and don't have an English page yet. They work as they are; the labels are standard Swiss business German.
- Payment reminder letters (Zahlungserinnerung, Mahnung): friendly reminder (Word, PDF), first formal reminder (Word, PDF) and final reminder before debt collection (Word, PDF). Once an invoice is due, a reminder puts your client in default (CO Art. 102); from then on default interest of 5% a year is owed (CO Art. 104). Reminder stages in English: late payment reminders.
- Delivery note (Lieferschein): proof of delivery with line items without prices and a confirmation of receipt. Word, Excel, PDF.
- Cash book (Kassenbuch): cash in and out with a running balance and monthly overview. Excel, PDF, Word.
- Work report (Arbeitsrapport): hours and material per job with the client's signature; Excel adds up the hours. Excel, Word, PDF.
- Expense claim (Spesenabrechnung): expenses with VAT, categories and mileage. Excel, PDF.
- Milk-book workbook (Milchbüechli): income, expenses and assets in Excel. Excel.
- TWINT reconciliation: TWINT sales, fees and bank payouts per month. Excel.
The Excel files calculate with formulas, the Word files take your logo, and the PDFs are for printing and filling in by hand.
