Free Swiss Invoice Template (Word, Excel & PDF) – Download Instantly

You finished your first Swiss client project. Now comes the question that briefly stumps almost every newly self-employed person: what does a correct Swiss invoice actually look like? What has to be on it? And how on earth do you create a QR-bill?

No panic. You are not the first person to Google this, and it is not as complicated as it sometimes sounds. This guide gives you everything you need: a free Swiss invoice template ready for instant download, a clear breakdown of what your invoice must contain, and a detailed step-by-step guide to writing a Swiss invoice when you want more depth.

The Excel variant calculates the subtotal, VAT, and final amount automatically. You pick the rate from a dropdown (0%, 2.6%, 3.8%, or 8.1%) and the rest happens by itself. If you work entirely without VAT, just leave the rate at 0%.

What Must a Swiss Invoice Contain?

Swiss law does not prescribe an official invoice format. But for a legally clean invoice, these 8 fields should be there. For a fuller walkthrough with examples for each field, see our Swiss invoice writing guide.

Additional Fields for VAT-Registered Freelancers

If you are VAT-registered (meaning more than CHF 100,000 in annual taxable turnover), these fields must be added too:

• UID number with the "MWST" suffix, for example: CHE-123.456.789 MWST
• Applied VAT rate: 8.1% standard, 2.6% reduced rate for food, books, medicines, or 3.8% accommodation rate
• VAT amount as a separate line

As a freelancer below CHF 100,000, you simply leave these lines out. You can optionally add a short note such as "No VAT charged, under registration threshold". More detail in the Swiss VAT guide for freelancers.

That is it. No stamp, no signature, no special formatting required.

Do You Really Need a QR-Bill?

Since 1 October 2022, the QR-bill has fully replaced the old orange payment slip (ESR). It is more convenient for your client, but not strictly required. It speeds up payments because the client scans the code with their banking app and all the data fills in automatically. The IBAN and reference are read by the machine, so transposed digits become impossible. And it follows the SIX QR-Bill v2.3 specification, accepted by every Swiss bank.

QR-IBAN, IBAN, and SCOR: what goes on your invoice?

Three terms that often blur together around the Swiss QR-bill. The table below shows how they actually differ.

For most freelancers the normal IBAN is fine. If you use Magic Heidi, the app generates the QR code automatically from your standard IBAN. If your bank already gave you a QR-IBAN, you enter it once and you are done.

Can you create a real QR-bill from a Word or Excel template?

Not really. A real QR-bill requires the correct SIX QR-Bill v2.3 specification, the precise QR code format, and an exact data structure. You cannot reliably build that by hand, and Word and Excel cannot generate the QR code properly.

If you need QR-bills, you have two options:

1. A free online generator (for example, swiss-qr-invoice.org)
2. An invoicing app like Magic Heidi that creates the QR-bill for you automatically

For occasional invoices, listing your IBAN is perfectly acceptable. If you invoice regularly, Magic Heidi is the fastest route to a correct QR-bill. The app generates it the moment you enter your IBAN once.

Filling Out the Template Step by Step

Here is a worked example you can copy directly:

Mia Bernasconi
Seestrasse 22
8002 Zurich
mia@bernasconi.ch  |  +41 79 123 45 67

──────────────────────────────────────────────────────────────
Invoice No. 2026-007
Issue date:        7 May 2026
Service period:    1-30 April 2026

Bill to:
Müller Consulting GmbH
Hauptstrasse 10
3000 Bern

──────────────────────────────────────────────────────────────
Description                   Qty     Price        Amount
──────────────────────────────────────────────────────────────
UX consulting and concept    12 h    CHF 140.00   CHF 1'680.00
──────────────────────────────────────────────────────────────
                                       Total     CHF 1'680.00

Payment terms:        30 days (due by 6 June 2026)
Payable to:           Mia Bernasconi
IBAN:                 CH56 0483 5012 3456 7800 9

Thank you for your business!

If you want a deeper walkthrough field by field, see the step-by-step Swiss invoice guide.

Common mistakes when filling it out:

• Forgetting the invoice number: without sequential numbering, your bookkeeping turns into a mess and the tax office does not like it.
• No service date: the issue date alone is not enough. When was the work actually done? This matters for tax purposes.
• Vague service description: "April consulting" is too thin. Better: "UX consulting project XY, 12 hours at CHF 140".
• Wrong IBAN: double-check it. One wrong character and the client's payment bounces.
• VAT declared incorrectly or forgotten: if you are VAT-registered, the rate has to be on the invoice. If you are not, write nothing or add the "no VAT charged" note.

Swiss Invoice Template Without VAT (for Freelancers Under CHF 100,000)

Most Swiss freelancers do not need VAT on their invoices. The obligation only kicks in once your worldwide annual turnover from taxable services exceeds CHF 100,000. Below that, an invoice without VAT is completely legal.

How to use the template without VAT:

1. In Word: delete the "VAT" line and the UID number from the header block. The invoice total is just the subtotal.
2. In Excel: select 0% from the "VAT rate" dropdown. The VAT row stays visible at CHF 0.00, which is actually cleaner for your own records.
3. Optional: add a short line below the total: "No VAT charged per Art. 10 MWSTG (turnover below CHF 100,000)." Not required, but it answers the most common client question before they ask.

A Swiss invoice template without VAT is the exact same template. You just fill it in without the VAT row. If you are close to the registration threshold and considering voluntary registration, read the Swiss VAT guide for freelancers first. Voluntary registration can be worth it if you have a lot of VAT-bearing input costs.

Which Solution Fits You?

Rule of thumb by invoice volume and bookkeeping complexity.

Thomas, an IT freelancer from Basel, worked with an Excel template for two years. "It was fine at the start. But once I had four clients, I lost track of who paid and who did not. I sent payment reminders twice to clients who had already paid. That was embarrassing." Today he uses Magic Heidi with customer management, and the only thing he still does is enter the line item and click send.

If bexio feels too heavy and you want something leaner: Magic Heidi runs on iPhone, Android, Mac, Windows, and in the browser. It is free up to 3 invoices, then CHF 25/month. More detail on the pricing page and the bexio alternative page.

Adapting the Template to Your Industry

The core structure stays the same. What changes is the service description and sometimes the currency.

Writing an invoice as a private individual (Switzerland)

You do not have to be self-employed to issue an invoice. Private individuals can also issue invoices for one-off services, the sale of used items, or short side jobs. Three typical cases:

• Selling a used bike to another private individual
• A one-time babysitting gig or tutoring session
• Subletting your apartment for two months

The template works the same way. You just leave the following fields blank or remove them:

• UID number (you do not have one as a private individual)
• VAT line (only applies to VAT-registered businesses)
• Company name (your own name is enough)

One thing to watch: if you issue invoices "as a private individual" on a regular basis, the tax authorities will eventually look at whether you actually count as self-employed. The rule of thumb is more than two or three invoices per year to different clients, and you should look at registering as self-employed properly.

What to Do When a Client Does Not Pay

The invoice is out, the deadline passed, and nothing came in. This happens to almost every self-employed person sooner or later. Here is the step-by-step.

You never have to write a reminder from scratch. In Magic Heidi you send one with a single click from the open invoice. The app surfaces every overdue invoice on the home screen, sorted by due date.

Download the Swiss Invoice Template and Get Started

A correct Swiss invoice is not a mystery. Eight mandatory fields, a clear service description, IBAN or QR code, and you are done. The Swiss invoice template above covers all of it, in Word, Excel, and PDF, with or without VAT.

If you invoice regularly, Magic Heidi is the fastest path. Free up to 3 invoices, no credit card needed. Download the template now, or try Magic Heidi on iPhone, Mac, or in the browser.

Everything in this article is based on the Swiss Code of Obligations, the Swiss VAT Act, and current ESTV guidance (as of June 2026). For current VAT rates and thresholds, see estv.admin.ch. An official QR-bill sample is published on kmu.admin.ch. The technical QR-bill specification is maintained by SIX Group. For questions about your specific tax situation, talk to a fiduciary or contact your cantonal tax office directly.

Written by Nathan Ganser, co-founder of Magic Heidi. Last updated 5 June 2026.