Advanced Invoicing Features

Partial payments & payment reminders

Sometimes clients pay in instalments. Magic Heidi handles this cleanly:

1. Open the invoice that was partially paid.
2. Record the payment with the actual amount received.
3. Magic Heidi automatically calculates the remaining balance.
4. Generate a new invoice for the outstanding amount — or send a payment reminder.

Watch the video above for a full walkthrough.

Sending reminders:

Go to the invoice → tap Generate Reminder → send to your customer. The reminder includes the original invoice details and outstanding amount.

Discounts & reductions

Three ways to apply discounts on invoices:

Method 1 — Percentage discount: Adjust the unit price of a line item to reflect the discount.

Method 2 — Fixed amount reduction: Add a line item called "Discount" with a negative value. For example, to reduce the total by CHF 100, add a line item with value "-100". The invoice total updates automatically.

Method 3 — Per-item discount: Create the item at full price, then add a second line with the negative discount amount.

Recurring invoices

For monthly retainers or subscription services:

1. Create your invoice as usual.
2. Open Edit Invoice and find the recurring option.
3. Choose frequency (monthly, quarterly, yearly).
4. Set the start date and end date (or ongoing).
5. Save.

Magic Heidi automatically generates invoices on schedule. You get a notification each time so you can review before it's sent.

Sending invoices

Three ways to deliver invoices to customers:

Email (most common): Tap "Send" on any invoice. The invoice is delivered as PDF with the QR-bill section included. Your customer can scan and pay instantly.

Print: Tap the download icon to create a PDF. Print on regular A4 paper — the QR-bill section prints correctly at the bottom.

Share: Export as PDF and send through WhatsApp, messaging apps or upload to client portals.

All methods produce the same legally-compliant Swiss invoice format.

QR-IBAN vs regular IBAN

Good news: Magic Heidi works with your regular IBAN. You don't need a QR-IBAN.

Some Swiss invoicing tools require a special QR-IBAN from your bank, which can take weeks to obtain and often comes with extra fees. Magic Heidi generates compliant Swiss QR-bills using your standard IBAN.

The technical difference: QR-IBANs are only mandatory when you use QR-reference numbers (27-digit structured references). Magic Heidi uses creditor references instead, which work with regular IBANs and offer the same payment tracking benefits.

Your customers can still scan and pay your invoices instantly — you just skip the QR-IBAN hassle.

Set up Revolut Business

If you use Revolut Business, you can connect it with Magic Heidi for seamless payment tracking. Watch the video above for the step-by-step setup.

What must appear on Swiss invoices

Swiss law requires these elements on every invoice:

• Your company name and address
• Your VAT number (if VAT-registered)
• Customer name and address
• Invoice number (sequential, no gaps)
• Invoice date
• Description of goods/services
• Unit price and quantity
• Total amount due
• Payment terms
• QR-bill section (IBAN, amount, payment reference)

Magic Heidi includes all of these automatically. You add the customer and line items — we handle compliance.

Troubleshooting

The app won't open or I can't log in

1. Update the app from App Store or Google Play.
2. Check your internet connection.
3. Reset your password using "Forgot Password".
4. Clear cache by deleting and reinstalling (your data is safe in the cloud).

Still stuck? Try logging in via web browser at app.magicheidi.ch, or contact support.

My invoices aren't syncing

1. Check the sync icon (cloud symbol in top menu).
2. Refresh manually: pull down on mobile or reload page on web.
3. Verify internet connection.
4. Wait 30 seconds for large syncs to complete.

If sync is stuck: log out and back in, or check for app updates.

I can't find my invoices

Invoices don't disappear, but filters can hide them:

1. Check active filters at the top of the invoice list.
2. Clear all filters by tapping "Clear" or "Show All".
3. Search by customer name or invoice number.
4. Extend the date range to "All Time".

I made a mistake on a sent invoice

For small errors (typos in description): If the invoice hasn't been paid, you can edit it. Open invoice → Edit → make changes → Save. Resend with a note about the correction.

For amount changes: Don't edit sent invoices with financial changes. Instead:

1. Mark the original invoice as "Canceled".
2. Create a new invoice with correct information.
3. Use the same invoice number with "A" suffix (e.g. 2024-001A).
4. Send to the customer with an explanation.

This maintains the proper audit trail required by Swiss law.