Additional fields for VAT-registered freelancers

If you are VAT-registered (i.e. more than CHF 100,000 in annual turnover), the following details need to be added:

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

As a freelancer under CHF 100,000 you simply leave these lines out and, if you want, add a note like "No VAT shown, as below the turnover threshold". More detail in the VAT guide.

That's it. No stamp, no signature, no special formatting required.

Can you create a QR-bill with a Word template?

Not really, no. A real QR-bill needs the correct SIX QR-Bill v2.3 specification, the right QR code format, and a precise data structure. That's not something you can do by hand.

If you need QR-bills, there are two paths:

1. A free online generator (e.g. swiss-qr-invoice.org)
2. An invoicing app like Magic Heidi that generates the QR-bill automatically

For occasional invoices, the IBAN alone is plenty. If you invoice regularly, Magic Heidi is the fastest way to a correct QR-bill. The app generates it automatically once you've entered your IBAN.

Filling in the invoice template, step by step

Here's a filled-in 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 date:       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 6 June 2026)
Payee:               Mia Bernasconi
IBAN:                CH56 0483 5012 3456 7800 9

Thank you for your business!

Common mistakes when filling it in:

• Forgetting the invoice number: without continuous numbering, your bookkeeping quickly turns into a mess, and the tax office doesn't like it either.
• No service date: the issue date isn't enough. When was the work actually done? That matters for tax purposes.
• Vague service description: "April consulting" is too vague. Better: "UX consulting Project XY, 12 hours at CHF 140".
• Wrong IBAN: double-check the IBAN. One wrong character and the client gets the payment bounced back.
• Forgetting to declare VAT or applying it incorrectly: if you're VAT-registered, the rate has to appear on the invoice. If not, write nothing or add the note "No VAT shown".

You'll find more examples and walkthroughs in our tutorials.

Thomas, an IT freelancer in Basel, worked with an Excel template for two years. "At the start it was fine. But once I had four clients, at some point I no longer knew who had paid and who hadn't. I sent payment reminders twice to clients who had already paid. That was embarrassing." Today he uses Magic Heidi with client management, and the only thing he still does is enter the service and click send.

If you find Bexio too heavy and you're looking for something leaner: Magic Heidi is available on iPhone, Android, Mac, Windows, and in the browser. Up to 3 invoices it's free, after that CHF 25/month. See pricing.

You never have to write a payment reminder yourself: in Magic Heidi you send one with a single click straight from the open invoice. The app shows all overdue invoices on the home screen, sorted by due date.

All information in this article is based on the Swiss Code of Obligations and the current FTA guidelines (as of May 2026). For specific questions about your tax situation, consult a fiduciary or contact the tax authority of your canton directly.