Magic Heidi Tutorials (Switzerland): Step-by-Step Guides for Invoices, VAT, QR‑Bill & Exports

Step-by-step Magic Heidi tutorials for Swiss freelancers: add your logo, enable VAT (MWST/TVA), change invoice language and currency, create quotes, add invoice messages, and export bookkeeping data for your fiduciary.

Magic Heidi Invoice List

These tutorials are built for Swiss freelancers, sole proprietors, and micro‑SMEs who want fast, reliable “how do I do X?” answers inside Magic Heidi Invoicing & Accounting Software.

You’ll find clear steps (with the exact menu paths), quick troubleshooting tips, and links to related tasks—so you can invoice confidently, stay VAT-ready, and hand clean data to your fiduciary when tax time comes.

Looking for a specific task? Start here:

  • Invoicing setup: logo, language, currency, extra invoice text
  • VAT (MWST/TVA): enable VAT number + apply rates
  • Quotes/offers: switch an invoice to a quote (and back)
  • Bookkeeping/export: export invoices and expenses to Excel
  • QR‑bill readiness (Switzerland): what to check as standards evolve

Tip: Labels can vary slightly by platform (Web, Mac, Windows, iPhone, Android), but the section names and flows are consistent.

Magic Heidi Invoicing on Mobile

Getting started (2-minute checklist)

Before you send your first invoice with Magic Heidi, these quick settings prevent the most common issues:

  1. Add your business details (address, email/phone, payment details).
  2. Upload your logo so PDFs look professional.
  3. Enable VAT (if applicable) by adding your VAT number.
  4. Check language + currency per customer (especially for international clients).
  5. Decide if you need a quote first (offer/devis/offerte) before invoicing.
  6. Know where exports live so you can share files with your fiduciary later.

Tutorial 1: How to add your logo to the invoice (Rechnung Logo hinzufügen)

Outcome: Your invoice PDFs will show your brand logo instead of the default one.

Steps

  1. Open Settings (or the settings area in your app).
  2. Find Change logo.
  3. Click Upload new logo.
  4. Select your logo file (PNG or JPG recommended).
  5. Save/confirm the upload.
  6. Generate an invoice PDF to verify it appears correctly.

Troubleshooting

  • Logo looks blurry: Upload a higher-resolution image (ideally a wide rectangular logo).
  • Logo is cropped: Try a version with more padding around the edges.
  • You can’t find “Change logo”: Check you’re in the Settings area (not inside an invoice).

Tutorial 2: How to enable VAT invoicing in Switzerland (MWST aktivieren / activer la TVA)

Outcome: You’ll be able to create invoices with VAT, select the correct VAT rate, and show VAT amounts on your invoice.

Note: VAT obligations depend on your situation. If you’re unsure whether you must charge VAT, confirm with your fiduciary or the relevant Swiss guidance.

Steps (Enable VAT)

  1. Go to Settings.
  2. Open Bank Details.
  3. Scroll to the bottom and enter your VAT number.
  4. Save your changes.
  5. Open an invoice and click Edit invoice.
  6. In VAT settings (or the invoice edit view), choose the appropriate VAT rate for the invoice items/customer.
  7. Generate the PDF to confirm VAT appears correctly.

Troubleshooting

  • VAT rates don’t show up: Double-check your VAT number is saved in Bank Details.
  • VAT appears on some invoices but not others: Confirm you selected the VAT rate in Edit invoice for that specific customer/invoice.
  • You need different VAT behavior for different customers: Review the invoice’s Advanced options and customer-specific settings.
  • DE: MWST aktivieren Rechnung, MWST in Rechnung
  • FR: activer la TVA sur une facture

Tutorial 3: How to change the language on the invoice (changer la langue sur la facture)

Outcome: Your invoice PDF will be generated in the language your customer expects (e.g., EN/DE/FR/IT), improving clarity and reducing payment delays.

Steps

  1. Open the invoice you want to edit.
  2. Click Edit invoice.
  3. Find Advanced options.
  4. Use the Language dropdown to select your preferred invoice language.
  5. Save the changes.
  6. Generate the invoice PDF to confirm the language is correct.

Important: This language setting is saved for that customer only. That’s helpful if you invoice different clients in different languages.

Troubleshooting

  • Language dropdown not visible: Make sure you’re inside Edit invoice → Advanced options.
  • Only one customer changed (others didn’t): That’s expected—language is stored per customer.

Tutorial 4: How to change the invoice currency to Euro (CHF → EUR)

Outcome: You can invoice international clients in EUR (or other currencies supported by your invoice editor), while keeping your workflow simple.

Steps

  1. Open the invoice.
  2. Click Edit invoice.
  3. Go to Advanced options.
  4. Open the Currency dropdown.
  5. Select EUR.
  6. Save, then generate the invoice PDF.

Troubleshooting

  • Currency keeps reverting: Confirm you saved changes in Edit invoice and that you’re editing the correct customer/invoice.
  • You need CHF for some clients and EUR for others: Set currency per customer via the invoice edit screen (customer-specific behavior is common).

Tutorial 5: How to add additional text on the invoice (payment terms, deadlines, notes)

Outcome: Your invoices will automatically include a consistent message—like payment deadlines, bank transfer instructions, or a short thank-you note.

Examples you might add:

  • “Payment due within 10 days.”
  • “Please include the invoice number as payment reference.”
  • “Thank you for your business.”

Steps

  1. Open the invoice you’re working on.
  2. Click Edit invoice.
  3. Scroll to Advanced options.
  4. Find the Message textbox.
  5. Enter your additional text.
  6. Save and generate the invoice PDF.

Note: Whatever you enter here will be visible on all invoices generated for that customer.

Troubleshooting

  • Message doesn’t show on the PDF: Confirm you saved the invoice edits and regenerated the PDF.
  • Message shows for the wrong customer: The message is customer-specific—verify you edited the intended customer’s invoice.

Tutorial 6: How to generate a Quote/Offer (Offer / devis / offerta)

Outcome: You can send a professional quote to a client, then switch it back to an invoice when it’s approved—without recreating everything.

Steps

  1. Open the invoice draft you want to turn into a quote.
  2. Click Edit invoice.
  3. Go to Advanced options.
  4. Toggle from Invoice mode to Quote mode.
  5. Generate the PDF and send it to your customer.
  6. When the customer accepts, return to Edit invoice → Advanced options and toggle back to Invoice mode.
  7. Generate the invoice PDF for payment.

Troubleshooting

  • You can’t find the quote toggle: It’s inside Edit invoice → Advanced options.
  • You sent a quote but need to invoice with the same items: Switch back to Invoice mode—no need to rebuild the document.

Tutorial 7: How to add additional contact details to invoices (phone, email, website)

Outcome: Your invoices will show extra contact details beneath your address—so customers can reach you quickly (and trust the invoice is legitimate).

Steps

  1. Go to Settings.
  2. Open Bank Details.
  3. Find the Additional contact details text box.
  4. Enter details you want shown (e.g., phone number, email, website).
  5. Save changes.
  6. Generate an invoice PDF to confirm it appears under your address.

Troubleshooting

  • Details don’t show: Regenerate the invoice PDF after saving.
  • Too many lines / looks cluttered: Keep it short—1–3 lines works best.

Tutorial 8: How to export my bookkeeping data (Excel export for fiduciary/accountant)

Outcome: You’ll download an Excel file with your invoices and expenses—ideal for bookkeeping reviews, VAT reporting prep, or sharing with your fiduciary.

Steps

  1. Open Analytics.
  2. Look for the Export button (top right).
  3. Click Export.
  4. Download the Excel file.
  5. Share it with your fiduciary or store it in your records.

Troubleshooting

  • Export button missing: Confirm you’re in Analytics (not in Invoicing/Expenses).
  • Excel won’t open: Try opening with Google Sheets or a newer Excel version.
  • You need a specific period: If filters exist in Analytics, apply them before exporting.

Magic Heidi Analytics Dashboard

QR‑bill in Switzerland: compliance notes (what to check in 2025–2026)

If you invoice Swiss customers, QR‑bill/QR invoice compatibility is not optional—it’s the standard payment part many clients expect.

Two important timing notes to be aware of:

  • QR-bill standard updates take effect on Nov 21, 2025.
  • A transition period is expected around structured addresses, with a changeover window referenced up to Sept 30, 2026.

What you should do now (practical checklist)

  1. Keep your address details clean and consistent in your business profile and customer profiles.
  2. Use complete customer address fields (avoid cramming everything into one line if separate fields exist).
  3. If you work with a fiduciary, ask what export/address format they prefer for smooth reconciliation.
  4. Re-check your invoice PDFs periodically, especially after app updates.

This section is a general readiness checklist, not legal advice. For your specific invoicing and VAT situation, consult your fiduciary.

Common quick fixes (save time on support)

“I can’t find the setting mentioned in a tutorial.”

Most task settings live in one of these places:

  • Settings → Bank Details (VAT number, contact details)
  • Settings → Change logo (branding)
  • Invoice → Edit invoice → Advanced options (language, currency, message, quote toggle)
  • Analytics → Export (Excel export)

“My change didn’t reflect on the PDF.”

In most cases:

  1. Save the change.
  2. Re-open the invoice.
  3. Re-generate the PDF.

“I need different settings for different customers.”

Magic Heidi commonly applies options per customer (language, message, sometimes currency). If something only changed for one client, that’s often by design.

Next tutorials we recommend (high-demand in Switzerland)

If you want to expand your Magic Heidi workflow, these are the next logical “power user” topics many Swiss freelancers ask for:

  • QR invoice setup (IBAN vs QR‑IBAN, reference types)
  • Credit notes & cancellations (Storno / avoir)
  • Payment terms & reminders (dunning)
  • Bank statement import troubleshooting (formats, mismatches)
  • Exports for fiduciaries (what columns mean, best practices)

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Last updated: 2026-01-26