Swiss Invoicing Made Simple: Your 2026 Compliance Guide

Everything Swiss freelancers need to know about creating legally compliant invoices—from mandatory QR-bill requirements to current VAT rates to the elements that must appear on every invoice you send.

Magic Heidi Invoice Management

Here's a sobering fact: 30% of invoices issued by Swiss freelancers contain compliance errors that can delay payments, trigger tax penalties, or prevent clients from claiming input tax deductions. If you're billing clients in Switzerland, getting your invoices right isn't just about professionalism—it's about protecting your business.

Swiss invoicing regulations have evolved significantly. QR-bills became mandatory in 2022. VAT rates changed in 2024. Online tax filing requirements took effect in 2025. And with another VAT adjustment planned for 2028, staying compliant requires more than guesswork.

Why Swiss Invoicing Rules Matter

Switzerland's invoicing regulations serve multiple purposes: they protect both businesses and tax authorities, ensure transparent transactions, and facilitate proper VAT collection.

⚠️

Payment Delays

Clients may refuse payment until you provide a corrected invoice
💰

Tax Penalties

You could face fines from the Federal Tax Administration
📋

Deduction Issues

Your clients can't claim input tax deductions with incorrect invoices
🔍

Audit Risk

Tax audits become more likely when records contain errors
Compliance Requirements

The 8 Mandatory Elements Every Swiss Invoice Must Include

Under Swiss law (specifically the Code of Obligations and VAT Act), every invoice must contain these elements

Business Details

Your Complete Business Information

Include your full legal name, business name (if registered), complete address, and—critically important—your VAT identification number if you're registered. Your VAT number follows this format: CHE-XXX.XXX.XXX MWST (or TVA/IVA depending on language region).

  • Full legal name and business name
  • Complete address
  • VAT identification number (CHE-XXX.XXX.XXX MWST)
  • Registration details if applicable
Swiss Business Office
Client Information

Complete Client Details

You must include your client's complete name and address. For receipts under CHF 400, simplified invoicing rules apply and client details may be omitted, but it's best practice to include them regardless.

  • Client's full legal or company name
  • Complete mailing address
  • Additional contact information
  • VAT number if B2B transaction
Customer Management
Invoice Numbering

Unique Invoice Number and Date

Every invoice needs a sequential, unique identifier. Your numbering system should leave no gaps—invoice numbers like INV-2024-001, INV-2024-002, INV-2024-003 work perfectly.

  • Sequential numbering system
  • No gaps in invoice sequence
  • Invoice issue date
  • Service or delivery date if different
Invoice Numbering System
Service Description

Detailed Description of Services

Generic descriptions like 'consulting services' won't cut it. Specify what you actually delivered with clear, itemized breakdowns of your work.

  • Specific service descriptions
  • Itemized breakdown of deliverables
  • Quantity and unit pricing
  • Any discounts applied
Service Documentation
VAT Compliance

VAT Rate and Amount (Current 2026 Rates)

If you're VAT registered, you must show the applicable rate and total VAT amount separately from the base price. These rates took effect January 1, 2024.

Swiss VAT Rates
Current VAT Rates

Swiss VAT Rates for 2026

Important update: A planned increase to 8.8% has been postponed from 2026 to 2028. If you're still using the old 7.7% standard rate, you're billing incorrectly.

Payment Standards

QR-Bills: Switzerland's Modern Payment Standard

Since October 1, 2022, QR-bills are mandatory for all invoices using Swiss or Liechtenstein bank accounts. The old orange and red payment slips (Einzahlungsscheine) are no longer valid.

QR-Bill Example

What Is a QR-Bill?

A QR-bill is a payment section containing a Swiss QR code that encodes all payment information. When clients scan it with their e-banking app, all details populate automatically—no manual typing, no errors.

The QR-bill section must include:

  • Swiss QR code containing payment data
  • Payment information in written form
  • Perforated line separating it from the invoice

QR-IBAN vs Regular IBAN

You'll need a QR-IBAN (a special IBAN starting with CH plus a QID number between 30000 and 31999) if you want to use structured reference numbers. Most modern invoicing automation software handles this automatically.

Recent QR-Bill Updates

As of November 21, 2025, QR codes must contain structured addresses (with separate fields for name, street, house number, postal code, and city) rather than combined address lines.

Why this matters: Invoices without QR-bills create payment friction. Clients must manually enter your bank details, increasing error risk and slowing payment. Professional invoicing means including QR-bills.

Record Keeping

The 10-Year Archive Requirement You Can't Ignore

Swiss law requires you to retain all invoices—both those you issue and those you receive—for 10 years. This applies to paper and electronic invoices equally.

Secure Archive Storage

Your archived invoices must remain:

  • Accessible: You can retrieve them when needed
  • Readable: The format remains viewable
  • Unaltered: No modifications after creation
  • Secure: Protected from unauthorized access or loss

For electronic invoices, this means backing up your data regularly and ensuring your storage method will remain viable for a decade. Cloud-based invoicing software typically handles archiving automatically, meeting Swiss legal requirements without manual effort.

Digital Compliance

Electronic Invoicing: Requirements and Benefits

Electronic invoices have full legal status in Switzerland, provided they meet specific requirements

10 Common Swiss Invoicing Mistakes

Learn from these frequent errors and implement fixes to ensure compliance and faster payment

❌

Missing Client Details

Forgetting addresses or misspelling company names delays payment
📊

Outdated VAT Rates

Still billing at 7.7% instead of current 8.1% creates compliance issues
🔢

No QR-Bill Integration

Sending traditional invoices without QR payment sections
📝

Non-Sequential Numbers

Random or duplicate invoice numbers violate Swiss requirements
❓

Vague Service Descriptions

Generic descriptions prevent clients from verifying charges
⏰

Late Invoicing

Waiting weeks after work completion reduces cash flow
💳

Unclear Payment Terms

No payment deadline creates confusion and delays
🏦

Missing Bank Details

Forgetting IBAN or bank information prevents payment
Solution Comparison

Choosing the Right Invoicing Solution

Compare your options for creating Swiss-compliant invoices

FeatureInvoicing SoftwareManual (Excel/Word)Online Generators
QR-Bill Generation✓ Automatic✗ Manual⚠ Semi-automatic
VAT Compliance✓ Always Current✗ Manual Updates⚠ Template Based
Payment Tracking✓ Automatic✗ Manual✗ None
10-Year Archive✓ Automatic✗ Manual✗ Manual
Time Required60 seconds15-30 minutes5-10 minutes
Best ForSerious freelancers1-2 invoices/monthOccasional use
Swiss-Built Solution

Magic Heidi: Built for Swiss Freelancers

Invoicing software designed specifically for Swiss freelancers—not adapted from international tools or oversized SME solutions.

  • 🇨🇭
    Purpose-built for Switzerland

    QR-bills, current VAT rates, Zürich data storage, multi-language

  • ⚡
    60-Second Invoicing

    Create compliant invoices faster than any other solution

  • 🤖
    AI Expense Scanning

    Photograph receipts, data extracts automatically

  • 💰
    Live Profit Calculator

    Know your real-time financial position instantly

  • 🏦
    Bank Statement Import

    Automatic transaction matching and reconciliation

  • 📱
    All Platforms

    iPhone, Android, Mac, Windows, Web—full sync

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

Compliance Checklist

Your 5-Step Swiss Invoice Compliance Checklist

Use this checklist for every invoice you create

Step 1

Verify Mandatory Elements

Ensure all required information is present and accurate

  • Your name, address, and VAT number (if registered)
  • Client's complete name and address
  • Unique, sequential invoice number
  • Invoice date and service/delivery date
  • Detailed description of services or products
  • Itemized pricing with quantities and unit prices
  • VAT rate and amount (8.1%, 2.6%, or 3.8%)
  • Total amount due
  • Payment terms and deadline
  • Bank details or payment instructions
Invoice Elements Verification
Step 2

Add QR-Bill Section

Include the mandatory payment section for Swiss invoices

  • Swiss QR code present and scannable
  • Payment information displayed in text
  • Perforated line separating payment section
  • Structured address format (since Nov 2025)
QR-Bill Section
Step 3

Review Accuracy

Double-check all details before sending

  • All names and addresses spelled correctly
  • VAT calculations accurate
  • Invoice total matches itemized charges
  • Payment deadline clearly stated
Invoice Review
Step 4

Send Promptly

Deliver invoices quickly after completing work

  • Invoice sent within days of completing work
  • Delivery method confirmed (email, portal, etc.)
  • Copy saved for your 10-year archive
  • Client receipt confirmed
Sending Invoices
Step 5

Track and Follow Up

Monitor payment status and send reminders when needed

  • Invoice marked in tracking system
  • Payment reminder scheduled if needed
  • Receipt recorded when payment received
  • Archive updated with payment status
Invoice Tracking
FAQ

Frequently Asked Questions

Do I legally need to include a QR code on invoices?

Yes, if you're invoicing through a Swiss or Liechtenstein bank account. QR-bills have been mandatory since October 2022. While exceptions exist for international transactions, any invoice for services paid to a Swiss IBAN should include a QR-bill section.

Can I invoice in euros instead of Swiss francs?

Yes, you can invoice in EUR, USD, or other currencies. However, for VAT reporting, you must convert all transactions to CHF using exchange rates from the time of service delivery.

When do I need to register for VAT?

No minimum turnover threshold exists for domestic services—technically, any taxable activity could require registration. However, voluntary registration is common and beneficial once your turnover reaches CHF 100,000 annually. For cross-border digital services, registration is mandatory at CHF 100,000 global turnover.

What happens if I send an incorrect invoice?

Clients may refuse payment until you provide a corrected invoice. If the error involves VAT, your client can't claim input tax deductions. For significant errors discovered during tax audits, you could face penalties. Always issue a corrected invoice with a new number referencing the original.

How long do I have to send an invoice after completing work?

Swiss law requires invoicing within 6 months of service delivery. However, best practice is invoicing immediately upon completion—this improves cash flow and prevents payment delays.

Are handwritten invoices legal in Switzerland?

Yes, handwritten invoices are legally valid if they contain all mandatory elements. However, they're impractical: no QR-bill generation, difficult to archive reliably for 10 years, prone to legibility issues, and unprofessional appearance.

Do I need special software to create QR-bills?

While Swiss banks offer QR-bill generators through online banking portals, using dedicated invoicing software is more efficient. Software generates QR-bills automatically as part of invoice creation, manages payment tracking, and handles archiving requirements.

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  • 3 expenses
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  • Unlimited invoices with QR-bills
  • Unlimited expenses
  • AI expense scanning
  • All platforms included
  • Bank statement import
  • Swiss VAT management (8.1%, 2.6%, 3.8%)
  • 10-year automatic archiving
  • Priority support
  • Live profit calculator
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