Create Invoices for International Clients – Step by Step

As a Swiss freelancer, you don't just work for clients in Bern, Zurich, or Basel. Perhaps you're supporting a startup in London, an agency in Berlin, or a company in New York. But once the work is done, an important question arises: How do I create a correct invoice for an international client?

The familiar QR payment slip that your Swiss clients know is simply unusable for foreign companies. You need different bank details, a different currency, and possibly a different invoice language. Sounds complicated? It's not – if you know where to make the right settings.

How to Set Up Custom Bank Details

1. Navigate to Company Details in Magic Heidi.
2. Find the Custom Bank Details section.
3. Select the desired currency (e.g., GBP, EUR, or USD).
4. Enter the corresponding bank details.
5. Click Save.

Tip: Many Swiss freelancers use accounts with Wise or Revolut Business to receive international payments cheaply and quickly. These providers give you local bank details in various currencies – ideal for saving your clients unnecessary transfer fees. Simply enter the respective account details in Magic Heidi.

You can store multiple bank connections for different currencies in Magic Heidi. This way, you're fully prepared for clients from different countries.

How to Create a Foreign Client

1. Create a new client in Magic Heidi.
2. Enter the company name (e.g., "Google Inc.").
3. Enter the complete address, including:
   • Street and house number
   • Postal code and city
   • Country (e.g., "United Kingdom", "Germany", "United States")
4. If available, add the VAT number or other relevant details in the corresponding field.
5. Save the client.

Tip: Make sure to always specify the country correctly. It appears on the invoice and ensures your invoice looks professional and complete. Especially in international business relationships, a clean address is a sign of professionalism.

How to Set VAT to 0%

If you have VAT enabled in Magic Heidi, proceed as follows:

1. Add an item to your invoice (e.g., "Consulting").
2. Set the VAT rate to 0%.

If you haven't enabled VAT in your account at all, you can skip this step – the invoice will automatically be created without VAT.

Important Note: Tax regulations for international services can be complex. It's advisable to consult a tax advisor if in doubt. If you'd like to state a reason why no VAT is charged (e.g., "Reverse Charge" or "Place of supply outside Switzerland"), you can add this information in the footnotes of the invoice.

What You Can Include in the Footnotes

• Tax notes: e.g., "VAT reverse charge applies" or "Service not taxable in Switzerland pursuant to Art. 8 para. 1 VAT Act"
• Payment terms: e.g., "Payment due within 30 days" or special agreements
• Bank fees: Note on who bears any transfer fees
• Additional references: Project numbers, purchase order numbers, or contract references

How to Add Footnotes:

1. Open the invoice in editing mode.
2. Enter your additional information in the Footnotes field.
3. Save the invoice.

1. Click Generate Invoice.
2. Check the preview: Instead of the QR payment slip, you'll now see the international bank details you set up in Step 1.
3. Verify the address, currency, language, and all other details.
4. Download the invoice as a PDF or send it directly through the app to your client.

The invoice now appears in your dashboard with the correct amount in the foreign currency.

How It Works

Imagine the following scenario:

• Your existing revenue is CHF 2,000.
• You mark an invoice for GBP 1,000 as paid.
• Magic Heidi automatically determines the exchange rate on the payment date.
• In our example, GBP 1,000 equals approximately CHF 1,040.
• Your total revenue in the dashboard now shows CHF 3,040 – not simply CHF 3,000.

This means: You always have a realistic overview of your actual revenue in Swiss Francs, even when some of your clients pay in foreign currencies.

Tip: This automatic exchange rate is especially valuable for your bookkeeping and tax return, as Swiss tax authorities expect income to be reported in CHF. You save yourself the hassle of manually looking up and converting exchange rates.