Menu

Smallinvoice (In-Depth Review)

A Complex Solution for Swiss Freelancers?

Screenshot 2024-11-12 at 16.31.32.png

Finding the right invoicing software is a key factor in managing business efficiently as a freelancer, particularly in a market as specialized as Switzerland. Invoicing isn’t just about issuing bills; it involves understanding local requirements like QR-bills and VAT compliance, managing expenses, and tracking projects seamlessly. Smallinvoice is a name that frequently appears in recommendations for Swiss freelancers, offering a wide range of features designed for invoicing and project management.

But does Smallinvoice truly meet the unique needs of Swiss freelancers? Let’s take an in-depth look, exploring everything from setup to project management integration, with a comparison to an emerging alternative, Magic Heidi, to see how Smallinvoice stacks up.

First Impressions and Setup

Upon initial login, Smallinvoice immediately presents a feature-rich interface that can feel both promising and overwhelming. While it positions itself as a comprehensive business management tool for freelancers, the complexity of the layout can be daunting. Many critical functions are spread out across various menus, and even basic tasks like invoice creation are not as intuitive as one might hope.

Smallinvoice is available in English, German, and French—covering most of Switzerland's official languages, although it does not support Italian. This language accessibility extends to invoice generation, which allows documents to be created in the language most appropriate for the client, a feature that Swiss freelancers with diverse client bases will find highly beneficial.

small invoice dashboard.png

The Interface: Too Much of a Good Thing?

While having a broad range of options is often an advantage, Smallinvoice’s interface can feel cluttered. For a freelancer just looking to manage finances and send invoices quickly, the extensive menus and options might complicate things unnecessarily. Features like project tracking, payroll, and even QR-bill generation are layered within multiple settings, which adds complexity to tasks that should ideally be quick and intuitive.

Core Features: What Smallinvoice Offers

Invoice Creation and QR-Bill Integration
For freelancers in Switzerland, QR-bill functionality is essential, as Swiss regulations require QR codes for seamless payment processing. Smallinvoice does offer QR-bill support, but the implementation reveals some key issues:

Complex QR-Bill Setup

Unlike some invoicing software that integrates QR-bills effortlessly, Smallinvoice makes the process surprisingly difficult. Generating a QR-bill requires navigating several layers of settings, and the QR code is typically added on a separate page at the end of the invoice, which may not align with client expectations or standard practices.

VAT Rate Adjustments

Another drawback with Smallinvoice’s invoice system is the default VAT rate, which often uses outdated figures. Freelancers must manually adjust VAT rates, a process that not only adds an unnecessary step but also risks errors in compliance.

Document Customization

Smallinvoice allows users to customize invoices with language options and itemized details like hours worked, tasks completed, and unique VAT requirements. While these features are valuable, the multiple-step process for creating a straightforward invoice might detract from the user experience, especially for those needing quick, repetitive billing options.

invoice page small invoice.png

Project Management Capabilities
Smallinvoice includes project management tools that, at first glance, appear to be a great addition for freelancers who need to track billable hours and associate those with specific clients or projects. You can set up projects, track working hours, and assign those hours to a client. However, this functionality doesn’t integrate seamlessly with invoicing, creating some pain points:

Disconnected Time Tracking

Freelancers expecting to generate invoices directly from tracked hours will find that Smallinvoice doesn’t automatically link time logs to invoices. Users must navigate to a different part of the interface to pull in project hours, complicating a process that should ideally be automated.

Billing Integration Issues

The project management and time tracking tools feel isolated from the core invoicing feature. Although you can manage projects and track time, translating those hours into billable invoices is less straightforward than it should be, requiring manual steps that can be cumbersome in a busy freelance workflow.

project management small invoiceu.png

Expense and Payroll Management
For freelancers dealing with recurring expenses or payroll, Smallinvoice provides tools to manage these aspects. The payroll feature may be useful for freelancers working with subcontractors or part-time employees, and expense tracking can help manage and document costs associated with projects. However, similar to the invoicing and project management features, expense management is also limited by a few constraints:

Manual Expense Entry

Unlike some modern tools that automate expense tracking with receipt scanning or bank integration, Smallinvoice requires users to enter expenses manually, which can be time-consuming and tedious.

Limited Documentation and Training

While Smallinvoice offers basic tutorials, they are somewhat limited in scope. Freelancers looking for detailed guides to navigate its extensive features might find the documentation lacking, potentially making it difficult to fully utilize all that the tool has to offer.

Screenshot 2024-11-14 at 19.28.06.png

Pricing Plans
and Value for Money

Smallinvoice offers three pricing tiers: Basic, Standard, and Premium, each providing a different level of access to features.

  • Basic Plan (CHF 15 per month): This entry-level plan covers basic invoicing but lacks access to expense tracking and project management. Freelancers opting for this tier may find themselves limited in terms of features, making it less suited to those needing comprehensive business management tools.

  • Standard Plan (CHF 30 per month): Adding expense management and data export, the Standard plan opens up additional functionality, but at a cost that some freelancers may find steep for the value provided.

  • Premium Plan (CHF 45 per month): The Premium plan includes project management and payroll capabilities, which could be advantageous for freelancers working with larger clients or multiple projects. However, the additional cost may not justify the extra features for those who only require straightforward invoicing.

In comparison to other tools, Smallinvoice’s pricing structure can feel restrictive, especially when essential features like expense management are locked behind higher tiers. Freelancers who only need the basics might find the costs to be prohibitive for a tool that includes many features they may never use.

Key Drawbacks of Smallinvoice

Complexity in Basic Operations

Smallinvoice’s interface and feature set feel like they’re designed for more extensive business operations rather than the needs of a typical freelancer. Navigating QR-bill generation, VAT adjustments, and time tracking for projects often involves multiple steps, which detracts from usability.

Fragmented Features

The project management tools are not fully integrated with invoicing, requiring manual input to convert tracked hours into invoices. This disjointed setup may hinder freelancers who work on hourly contracts or need a seamless project-to-invoice workflow.

Lack of Support for Modern Automation

In an era where many tools offer automation features—such as AI-powered expense scanning or mobile accessibility—Smallinvoice relies heavily on manual input. For freelancers juggling multiple projects, the extra time required to manually enter data can be a drawback.

Limited Guidance and Documentation

While Smallinvoice provides some tutorials, they do not cover all the complexities of the software, which may leave users struggling to understand certain features without clear guidance.

Is Magic Heidi a Better Fit for Freelancers?

For those who find Smallinvoice overwhelming or struggle with its more complex workflows, Magic Heidi may provide a simpler and more efficient solution.

Feature Smallinvoice Magic Heidi
User Interface Complex, cluttered Clean, intuitive, freelancer-focused
QR-Bill Integration Difficult setup, appears on a separate page Seamless, appears directly on the invoice
VAT Compliance Requires manual adjustments Automatic and always accurate
Expense Tracking Manual input required AI-driven receipt scanning, automatic data entry
Project Management Basic time tracking, lacks invoice integration Limited, but focuses on direct invoicing needs
Mobile Accessibility Limited Full mobile and tablet functionality
Pricing CHF 15–45 per month CHF 20 per month, all-inclusive

Magic Heidi is specifically designed for Swiss freelancers, offering features like seamless QR-bill generation, AI-powered expense management, mobile accessibility, and automatic VAT adjustments. With an emphasis on ease of use, Magic Heidi covers essential invoicing needs without unnecessary complexity, potentially offering better value for freelancers focused on simplicity and efficiency.

Analytics.png

Final Verdict: Is Smallinvoice the Right Choice?

Smallinvoice’s extensive range of features makes it a powerful tool for users who need comprehensive business management software, including payroll and project tracking. However, for the average Swiss freelancer, its complexity and disjointed workflows may outweigh its benefits. With a steep learning curve, limited automation, and a pricing structure that feels restrictive, Smallinvoice may not be the most practical choice.

For Swiss freelancers looking for streamlined invoicing software that meets local requirements without adding unnecessary complications, Magic Heidi might be a better fit. By focusing on core needs and eliminating excessive features, Magic Heidi provides a user-friendly experience that simplifies freelance business management.

In conclusion, while Smallinvoice offers a robust toolset, its intricate workflows and high costs suggest that Swiss freelancers could benefit from exploring alternatives that prioritize simplicity and Swiss-specific needs. The freelance landscape thrives on efficiency, and the right tools should make business management straightforward, leaving more time to focus on what really matters—serving clients and growing your freelance business.