To configure your Magic Heidi account properly, head to Settings → My Company to set your name, address, and IBAN, then open Customize Invoice to add your logo, default messages, attachments, and payment deadlines. Most freelancers can complete the full setup in under 15 minutes, and once it's done, every invoice you send is professional, on-brand, and ready to get paid.

But here's the thing nobody tells you: most freelancers only fill in the bare minimum and miss the settings that actually save them time and money — like adding a second IBAN for foreign currencies, setting default invoice messages, or configuring a reply-to email that isn't your personal inbox. This guide walks you through every setting in Magic Heidi, what it does, and when you should actually use it.

Why Configuring Magic Heidi Properly Actually Matters

You've already entered your name, your address, and your IBAN. Technically, you're ready to get paid. So why bother going deeper into settings?

Because the default setup leaves money on the table. It also leaves your invoices looking generic and forces you to retype the same information every single time you bill a client.

Let's take the example of Lena, a fictional Geneva-based UX designer who started using Magic Heidi last spring. She skipped the customization step and spent the first three months manually typing "Thank you for your business — payment due within 14 days" at the bottom of every invoice. That's roughly two minutes per invoice, times 40 invoices, which adds up to over an hour of work she could've avoided with a single setting change.

The good news: you can fix this in one session. Let's walk through it.

Step 1: Configure Your Company Details (My Company Page)

Open the left sidebar in Magic Heidi and click Settings, then My Company. This is the page you've probably already seen, but there's more here than meets the eye.

Core Information

At the top, you'll find the basics:

• Company name (or your legal name if you're a sole trader)
• Address, ZIP, and city
• Primary IBAN — where payments land by default

If you're just getting started as a freelancer in Switzerland and aren't sure how to structure your business legally, our guide to becoming a freelancer in Switzerland walks through the whole process.

Additional Contact Details

Scroll down a bit and you'll see fields for additional contact details. Add your phone number and email here if you want them displayed under your logo on every invoice. Clients appreciate having a direct way to reach you, especially for B2B work where invoice questions can come up.

This is optional, but recommended. A small touch that makes you look more professional.

Adding a Second IBAN

Sometimes you need payments going to different accounts. Maybe one IBAN is your main business account and the other is for a specific client or project.

Magic Heidi lets you add a second IBAN right here. You can then pick which one to use on each invoice.

VAT Settings

If you're VAT-registered in Switzerland, this is where you configure it. We have separate tutorials specifically on VAT setup, so we won't go deep here — just know that this is where it lives.

Custom Bank Details (The Setting Most Freelancers Miss)

This is where things get interesting, and where you need to be a bit careful.

By default, if you send an invoice in US dollars, Magic Heidi uses your Swiss IBAN. That's fine — but it's not always ideal. Swiss IBANs can be slow and expensive for foreign-currency transfers.

If you have a Revolut Business account or a Wise account with dedicated foreign-currency bank details, you can enter them under custom bank details. When you invoice in that currency, Magic Heidi will replace the QR code section with your foreign bank details automatically.

Imagine Marc, a fictional Lausanne-based developer working with a UK client who pays in British pounds. Without custom bank details, Marc's invoices show his Swiss IBAN, and the client pays an extra 25–40 CHF in conversion fees per invoice. After Marc adds his Wise GBP account under custom bank details, every GBP invoice now shows his UK bank details — and the client pays exactly the invoiced amount, no fees, no friction.

The rule: only use custom bank details if you genuinely invoice in foreign currencies and have dedicated accounts to receive them. Otherwise, leave it blank and your Swiss IBAN handles everything.

Step 2: Customize Your Invoice Appearance

Now click Customize Invoice in the settings menu. This page controls how every invoice looks and what it says by default.

Upload Your Logo

The first field is for your invoice logo. Upload your file here — PNG with a transparent background works best — and it will appear at the top of every invoice you send from now on.

If you don't have a logo yet, you can leave this blank. Magic Heidi will still produce a clean, professional invoice using just your business name.

Invoice Attachments (Terms & Conditions)

Here's a setting that's gold for certain professions: invoice attachment.

If you have terms and conditions, a contract template, or any document you want bundled with every invoice, upload it here. When Magic Heidi sends the invoice, your attachment goes with it automatically.

Picture Sophie, a fictional Zurich-based photographer. She always needs to remind clients that image copyright stays with her and that her photos can't be resold without permission. Instead of typing this into every email or worrying clients might miss it, Sophie uploads a one-page T&C document under invoice attachments. Now every invoice she sends includes the T&Cs automatically — and if a dispute ever comes up, she has clear proof the client received them.

Reply-To Email

By default, when Magic Heidi sends an invoice email and the client replies, the reply goes to whatever email is registered on your account.

That might be your personal email. Or your Magic Heidi login email. Neither is ideal if you want client replies going to, say, billing@yourcompany.ch or support@yourcompany.ch.

Change the reply-to email here and all client replies will route to the address you want.

Step 3: Set Default Invoice Messages (Save Time on Every Invoice)

Scroll down on the Customize Invoice page and you'll see default invoice messages. These are the longer text blocks that appear at the bottom of your invoices — typically things like:

• "Thank you for your business."
• "Please pay within 10 days of receipt."
• "If you have any questions, reach out to us at..."

Set this once, and every new invoice automatically includes it. No more retyping the same closing message 40 times a year.

Heads up: If you set a default message now, it only applies to invoices you create going forward. Existing invoices stay exactly as they are.

This is intentional. It means you can still customize individual invoices when needed — just open any specific invoice, scroll to the top right, and override the default for that one client or project.

Step 4: Configure Quote Signature Fields

If you send quotes (offers) before invoicing, Magic Heidi can include a date and signature field at the bottom for the client to sign and return.

This is enabled by default. If you don't need it — maybe you accept verbal or email approval instead — you can disable it here.

For Swiss freelancers working with corporate clients, keep this enabled. Many companies require a signed quote before issuing a purchase order. If you send quotes regularly, our Kostenvoranschlag guide covers the legal essentials.

Step 5: Handle Business-Name-vs-Bank-Account-Name Mismatches

Here's a subtle but important setting. Sometimes your business name doesn't match the name on your bank account.

For example, say your business is registered as "Happy Traveling" but the bank account belongs to "Nathan Ganzer" (you, the actual person). You want "Happy Traveling" on the invoice header, but in the QR payment section, you need "Nathan Ganzer" — because that's the legal account holder.

Use this setting to override the name shown in the QR code section without changing your business branding on the rest of the invoice. Clients pay correctly, and your branding stays consistent.

Step 6: Set the Payment Reference (Revolut Business Users Only)

This is mostly relevant if you use Revolut Business.

Revolut Business gives you an IBAN, but it's technically a shared IBAN. Multiple Revolut users may have the same one. The way Revolut figures out whose account a payment belongs to is through a payment reference.

If you use Revolut Business:

1. Enter Revolut's IBAN in the IBAN section (under My Company)
2. Enter your unique payment reference here in the dedicated field

Skip this step and payments to your Revolut account may bounce back or sit in limbo. Not fun.

Step 7: Set Your Payment Deadline

Last setting on this page: deadline for payments.

This controls whether your invoices include a due date and, if so, how many days clients have to pay.

You have three options:

• Disabled: No due date appears on invoices (not recommended)
• Enabled with default days: Every invoice gets the same payment window (most common — usually 14 or 30 days in Switzerland)
• Customizable per invoice: Override the default whenever you need to

For Swiss B2B work, 30 days is standard. For B2C or smaller projects, 14 days is more common. Pick what matches your business and your cash flow needs.

What Your Invoice Looks Like After Setup

Once you've configured everything, send yourself a test invoice to see the result. The table below shows what each setting controls on the final document.

If something looks empty or off, head back to the corresponding setting and adjust. Magic Heidi updates everything in real time, so you can iterate quickly until your invoices look exactly how you want.

Wrapping Up

Magic Heidi's settings might look like a lot at first, but most of them are set-and-forget. Spend 15 minutes now, and every invoice you send for the next year will be on-brand, accurate, and professional — without you typing the same boilerplate over and over.

Want a deeper look at the invoicing engine itself? See our invoicing overview or browse all tutorials for more setup walkthroughs.