Every template here is built for Switzerland: UID and VAT fields, QR-bill note, Swiss date and CHF format. The Excel versions contain working formulas (line totals, VAT, total, running balance or hours), the Word versions can be customised with your logo, and the PDFs print and fill in by hand. Each template page also explains the mandatory fields and the most common mistakes.
Free Templates
Free Swiss Templates: Word, Excel and PDF
Every Swiss template from Magic Heidi on one page: invoice, quote, cost estimate, receipt, payment reminder, delivery note, cash book, work report, expense report and budget planner. With all mandatory fields, VAT rates 8.1% / 2.6% / 3.8% and CHF formatting. Download instantly, no signup.
Documents
Templates available in English
One click takes you to the template page with download, mandatory fields and a worked example.
Invoice Template
Word, Excel, PDF. All mandatory fields, VAT line and payment section, also usable without VAT. When you bill a service or goods.
Cost Estimate Template
Word, PDF. Non-binding estimate with tolerance margin and reference to Art. 375 CO. When the scope is not yet precise.
Receipt Template
Word, Excel, PDF and online generator. Simple receipt and receipt with VAT. For cash payments or private sales.
Budget Planner
Excel and PDF. Income, fixed costs, variable costs and monthly savings goal. For your personal budget alongside self-employment.
Calculators
Free calculators for Swiss freelancers
No download needed: calculate right in the browser.
Swiss VAT Calculator
Add or remove VAT at 8.1%, 2.6% or 3.8%. For quotes, invoices and expense receipts.
Swiss Gross-to-Net Calculator
Net salary from gross with AHV/IV/EO, ALV, BVG, accident insurance and taxes. When comparing employment and self-employment.
Hourly Rate Calculator
Convert a monthly salary into an hourly rate and derive your freelance rate. Before you write your first quote.
Templates available in German
The following templates currently exist in German only. The Word, Excel and PDF files work as they are (German field labels, identical formulas): quote template, payment reminder and dunning letters, delivery note, cash book, work report and timesheet, expense report.
Template or software: which one fits?
Templates are the right choice if you write up to about 5 invoices a month, do not charge VAT and do not need a QR-bill. Word, Excel and PDF are all you need.
From 5 to 10 invoices a month, once you are VAT-registered, or when you want reminders, quotes and receipts in one place, software pays off. Magic Heidi creates Swiss QR-bills in under a minute, sends payment reminders with one click and reads expense receipts from a photo. The free plan includes 3 invoices and 3 expenses, with no time limit and no credit card. After that, Magic Heidi costs CHF 25 per month on the annual plan. Details on the pricing page.
What the templates cannot do: generate a real QR-bill (use the QR-bill generator), reconcile payments with your bank account, or tell you which invoice is still unpaid.
FAQ
Frequently asked questions about the templates
Are the templates really free?
Yes. You can download and use every template for business purposes without signing up, without an email address and without a credit card.
Which formats are available?
Word (.docx) to customise with your logo, Excel (.xlsx) with working formulas, and PDF to print. Not every template comes in all three formats; the card above lists the available formats.
Do the files open in Google Docs, Numbers or LibreOffice?
Yes. The Word and Excel files are standard formats. Formulas, dropdowns and formatting work in Excel, Google Sheets, Numbers and LibreOffice.
Are the templates adapted for Switzerland?
Yes. UID number with VAT suffix, the current VAT rates 8.1%, 2.6% and 3.8%, CHF formatting with an apostrophe as thousands separator, Swiss date format, and notes on the QR-bill and default interest under the Code of Obligations.
When is software better than a template?
From about 5 to 10 invoices a month, once you are VAT-registered, or when you want QR-bills, reminders and receipts in one place. Magic Heidi is free up to 3 invoices and 3 expenses.
When the template is no longer enough: Magic Heidi
QR-bills in 60 seconds, payment reminders with one click, receipts by photo. Free up to 3 invoices and 3 expenses, no credit card.