Invoicing Software for Painters & Decorators: Hours, Materials and Progress Billing Without Chaos

Many line items, material mix, progress invoices – Magic Heidi brings structure to every painting job. From quote to QR invoice in minutes.

A typical painting job: three rooms, ceilings and walls, surface prep, two coats of paint, a primer coat, new skirting boards. Plus travel costs, dust sheets, masking tape and that extra tin of primer the client ordered mid-job.

Twelve line items. Three material deliveries. Two project phases each with a progress invoice. And at the end, the question: was the final invoice correct – or did you forget something again?

Magic Heidi ends the chaos. Create the quote with all positions, convert it to the first progress invoice with one click, capture material receipts by photo – and close the job with a clean final invoice and Swiss QR payment slip.

Painting businesses have specific requirements

Generic accounting software was built for office jobs – not for trades with many small line items, mixed materials and multi-stage billing.

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Many positions per job

Surfaces, coats, prep work – capture everything without forgetting any line

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Material mix without overview

Paint, primer, dust sheets – forgotten positions cost real money

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Document progress invoices cleanly

Which amount was already paid? What remains outstanding?

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Calculate VAT correctly

Materials and labour have different treatments – one error can be costly

Before vs. After

Traditional Methods vs. Magic Heidi

The difference on a typical painting job with materials and progress invoices

Step	Traditional	Magic Heidi
Create quote	Word template, fill in manually	Enter positions, PDF ready
Material receipts	Collect and retype till receipts	Photo → AI reads everything automatically
Progress invoice	Create new invoice from scratch	Clone quote, adjust amount
Final invoice	Deduct deposit manually – errors possible	Deducted automatically, cleanly documented
VAT calculation	Manual calculation, error-prone	Automatic per line item
Time spent	30–60 minutes per job	5–10 minutes

The Magic Heidi Difference

Everything a painting business needs

No bloated ERP software, no tools without Swiss QR code support. Magic Heidi is exactly right.

Quote → Invoice in one click

Create the quote with all positions – surfaces (m²), labour hours, materials. One click converts it into an invoice. All positions, client data and VAT are carried over automatically. No retyping.

Positions from quote taken over directly
Client data filled in automatically
VAT calculated correctly per position
Swiss QR payment slip generated automatically

Clean progress invoices by project phase

Large painting jobs are billed in phases: deposit at the start, interim invoice after first phase, final invoice on completion. Magic Heidi manages all open and paid amounts – you never lose track.

Deposit invoice with one click
Open amounts always visible
Automatic deduction in final invoice
Professional documentation for clients

Bill materials, hours and travel separately

Paint, primer, dust sheets, masking tape – plus labour hours and travel costs. Each position separately, correct VAT, clear for the client. Hourly rate and fixed-price work combinable on one invoice.

Materials with unit price and quantity
Labour hours with hourly rate
Travel costs as a separate line item
Time-and-materials and fixed-price work combinable

Painter-specific

Everything for your painting business

The features painters and decorators in Switzerland need every day – and nothing they don't.

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Invoice on mobile
Create invoice directly at the client's site
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AI receipt scanning
Photograph receipts, AI reads everything automatically
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Swiss QR code
Automatically on every invoice – legally compliant
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Manage progress invoices
Deposit, interim and final invoice in one app

Invoices

Invoice #3
Magic Heidi
CHF 500
Jan 29
Invoice #2
Webbiger LTD
CHF 2000
Jan 24
Invoice #1
John Doe
CHF 600
Jan 20

Material receipts captured in seconds

You buy paint, primer and dust sheets at the hardware store. Instead of retyping every receipt: just take a photo. The AI automatically reads the amount, date, VAT and product. The receipt is directly assigned to the right job – no retyping, no lost receipts.

Magic Heidi AI receipt scanning for painters

Painter Invoice Template: Here Is the Structure

A correct invoice for painting work in Switzerland includes the following positions:

Preparatory work:

Protection work (floors, furniture, windows) — 4 hrs × CHF 65 = CHF 260.00
Surface preparation / filling plaster damage — 2 hrs × CHF 65 = CHF 130.00

Painting work:

Primer coat walls, 2 applications — 48 m² × CHF 8 = CHF 384.00
Wall paint 2 coats (bedroom) — 32 m² × CHF 14 = CHF 448.00
Ceiling paint 2× (living room) — 16 m² × CHF 16 = CHF 256.00

Materials:

White wall paint 3× 10L tin — 3 × CHF 42 = CHF 126.00
Primer 1× 10L tin — CHF 38.00
Dust sheets + masking tape (flat rate) — CHF 24.00

Other costs:

Travel (3× return trip) — CHF 55.00

Subtotal: CHF 1'721.00VAT 8.1%: CHF 139.40Total: CHF 1'860.40Deduction: Deposit invoice No. 2025-031 (already paid): – CHF 600.00Outstanding (QR payment slip): CHF 1'260.40

Use this structure for free with Magic Heidi. Start free – no credit card required.

Swiss Rules for Painting Businesses

As a self-employed painter or painting business in Switzerland, there are some points to note. Magic Heidi handles most of it automatically for you.

🇨🇭 Swiss compliant

🔒 Secure & Private

💬 Multilingual support

⭐ Mobile-first

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QR Payment Slip Mandatory

Required on every invoice since October 2022

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VAT from CHF 100,000 turnover

Mandatory registration – Magic Heidi manages all rates automatically

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Contract for Work (CO Art. 363 ff.)

Quote is binding – clear documentation protects you legally

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Receipt obligation for material costs

All receipts filed and saved for tax return

FAQ

Questions from Painters and Decorators

How do I create an invoice as a painter in Switzerland?

An invoice for painting work in Switzerland must include a QR payment slip since October 2022. It needs your VAT number (if registered), all positions with unit and total price, the correct VAT rate, and your bank details. Magic Heidi generates everything automatically – you just enter the positions.

Can I convert a quote directly into an invoice?

Yes – that is one of Magic Heidi's core features. You create the quote with all positions (surfaces, hours, materials), and one click turns it into an invoice. All data is carried over, no retyping. That saves 20–30 minutes on a typical painting job.

How do progress invoices work for renovation projects?

For large painting jobs, it is common to bill in phases: 30–50% deposit at the start, possibly an interim invoice, then the final invoice. Magic Heidi lets you create multiple invoices per job. Amounts already paid are automatically shown and deducted in the final invoice.

Can I bill materials and hours separately?

Yes. You can freely choose per position: hours with hourly rate (e.g. CHF 65/hr), surfaces in m² with price per m², or materials with quantity and unit price. Time-and-materials and fixed-price work can be combined on the same invoice.

Is there a free painter invoice template for Switzerland?

Yes. When you start Magic Heidi for free, you immediately get a professional template for painting work – with all the necessary positions (labour, materials, travel), correct VAT and automatic QR payment slip. No credit card, no commitment.