You can add header notes to invoices (such as project names, or short descriptions) and footer notes (such as additional information about the service rendered or a personal note to your customer)

Rounding amounts

By default, invoices are rounded to the nearest five cents (0.99 -> 1) but you can also disable this if you want the exact amount.

Recurring invoices

You can set invoices to automatically occur monthly or yearly. Ideal for subscriptions.

Multiple languages

You can set the language of the invoice to be any of the official Swiss languages + english.

Copy invoices

You can copy invoices in one click. Ideal if you have very similar invoices that are time consuming to create.

Terms and conditions

If you have standard terms and conditions, you can upload those and they will automatically be attached to every invoice you generate.

Email sending of invoices, quotes, reminders & confirmations

You can send invoices to your customer in one click from our invoicing software. The customer will receive an email with your logo and additional information about the invoice.

Multiple VAT rates in the same invoice

If you need to, you can add different items with different VAT rates to the invoice (for example if the products and services you sell have different VAT rates)

Additive or Inclusive VAT rate

You can set the VAT rate to be added on top of the item price or included in the item price.

Log (partial) payments

You can log payments in the app when your invoice is paid. If the customer paid a part only, you can log that too and emit an invoice for the remaining amount.

Upload payment proof

You can upload payment confirmations in the app (for example a bank statement).

Complex articles formatting

You can create articles with a header and a description, add bullet points, add empty spaces in between articles, create headers and multiple sections of articles in the invoice.

Articles for hourly rates

You can create hourly articles, where you enter the start and end time and your hourly rate. The sum will be calculated automatically and displayed in the invoice.

Advanced search & filter

You can filter invoices by their state and search invoices by the client name, sum or content.

Second Swiss IBAN

If you have two Swiss bank accounts, you can enter both in the system and decide which one to use for each invoice

Custom bank details

If you require special indications on your invoices for payments in EUR or USD for example, you can indicate those

Bank Reconciliation

You can import bank statements and invoices for which you received the payment already will be marked as paid directly.

Payment confirmations

When you received a payment, you can generate payment confirmations and send them to your customer. They contain the date and amounts on which the customer paid and a confirmation that you don't require further payments.

Partial Invoices / Progress Billing

Enable customers to pay for part of the invoice only and re-issue the invoice for the remaining amount.

Time Tracking in Invoices

Enter the times during which you worked and create precise invoices that include tracked time for customers

Automatic Payment Reminders

When a payment is due for longer than the defined payment time (30 days is default), we will send you a notification and you can send the customer a reminder per email.

Quotes

Add terms to the quote

You can create a default footer note that will be applied to notes only. Ideal to specify for how long the quote is valid for example.

Send quote via email

You can send the quote via email to the customer.

Disable the sum

If you want to show different options in a quote, you can disable the sum of the invoice (for example if your quote contains option A and option B of which the customer can pick one or the other)

All the "Invoices" features

All the features listed for invoices are also available for quotes.

Expensing

Complete set of features to make expense management easy.

Upload all file formats

You can upload all types of images and documents as expensee

Automatic scan

Every document you upload is automatically scanned and every field (date, amount, VAT if applicable, description, category) will be pre-filled.

Category & payment method

You can set the expense category and payment method of expenses.

Search & filter expenses

You can filter and search expenses by their category, name and price

Multiple attachments

You can upload multiple attachments to an expense

VAT accounting

If you have VAT enabled, the paid VAT amount will be registered and used to calculate your VAT taxes.

Share from another app

On your phone, you can share images and files from other apps directly into Magic Heidi and we will import it directly.

Foreign currency

You can upload expenses in foreign currencies and the amount will automatically be converted using the conversion rate on the day on which the expense was generated. Every currency is supported

Recurring expenses

You can create recurring expenses (monthly or annually) in one go. Ideal to enter expenses that occur regularly.

Depreciating items

You can enter expensive items that you would like to depreciate in our software.

Import expenses via email

Simply forward expenses or emails with attachments to import@scan.magicheidi.ch and they will automatically get added to your account.

Analytics Dashboard

Keep track of your revenues and expenses

Monthly revenue / expense chart

View your revenue and expenses on a per month basis

Revenue per customer

Expenses per category

View your expenses per category (Travel, Software, ...)

Custom dashboard

You can customise the data to see your data per quarter, per half-year or as you wish

Profits & estimated taxes

You can view your profits as well as a (very rough) estimate of how much taxes you'll have to pay.

Article management

Many features to make it easy to manage articles for your invoices

Article importation

You can email us and we'll import any list of articles for you

Hourly articles

If you charge per hour, you can create hourly articles with a start and stop time and an hourly rate so that the total sum will be automatically calculated.

Temporary articles

By default, if you create a new article in an invoice, it won't be saved but you can save the article by clicking on the "Save" icon.

Discounts (Negative values)

You can create articles with negative values, for example: "Discount: - 50.-". Ideal to apply discounts to invoices.

3 decimal items

For super precise invoices, you can create articles with up to three decimals, for example '3.456'

Customer management

Customers matter! We built features to make their management easy.

Automatic city detection

Magic Heidi automatically pre-fills the city name from the zip code.

Files

You can upload files to your customer (contracts, information, ..)

View customer data

You can view your revenue for a specific customer and invoices related to that customer.

Set email

You can set a customer's email address to send them invoices per email.

Private notes

You can add private notes about a customer (CRM style)

Company name + department

You have two lines for the customer name, allowing you to enter both the legal name and some specific person you're dealing with inside the company you're invoicing.

For example:
Nestle SA
John Doe, Marketing Department

Import clients

You can email us and we will import and customer list for you

Accounting Exports

Export data for your tax reports or accountant

Export your Tax-ready document

You can export your yearly tax-ready report with revenue and expenses by category and the remaining profits. The export also contains a detailed list of each expense and invoice with the payment method, date and more.

Export full data backup (.zip)

You can export a zip with all your invoices and expenses in original format (pdf, png, jpeg, ...). Ideal for your personal backup or for your accountant.

Account management

Different features have been built it make it easy for you to manage your account

Monthly or annual subscription

You can pay your Pro subscription monthly or annually. If annually, you can also pay via invoice.

Multi-user access

If multiple people need to login, you can give access to the same account to different people.

Single login across all platforms

You can login with the same email or login method (Google / Apple login) into your account on the mobile apps, desktop apps and web app.

Availability on all platforms

Mac (native), Windows (native), Web (url), IOS (iPad + iPhone native), Android (native)

Direct Email Sending

You can use Magic Heidi to send invoices, quotes, reminders and payment confirmations per email directly

Multiple recipients

You can set multiple recipients on the emails (for example if you need to send the invoice to your customer and their accounting team )

Change the Reply-To email

You can set the Reply-To email to any email you like. Ideal to better manage who gets the answer if a customer answers to an invoice you sent via email.

Customise email

Your company logo, name, footer note and details about the invoice will be directly embedded in the email. You can customise all those settings.

Track emails

Keep track of when you sent emails to your customers.

Integrations / API

Connect Magic Heidi or integrate it with your existing workflows

Zapier integration

We have a complete Zapier integration to import invoices and expenses

API

We have an API to generate invoices.

Webhooks

We can provide webhooks to which you can send data to import invoices or expenses