Getting Started with Magic Heidi: Create Your First Invoice in Minutes

You've decided to simplify your invoicing and accounting with Magic Heidi – an excellent choice. But as with any new software, the question arises: Where do I start?

In this step-by-step guide, we'll walk you through the entire onboarding process: from your first login to setting up your account to sending your first invoice. The best part? The entire process takes just a few minutes. No complicated installation, no endless configuration menus – just get started.

By the end of this article, you'll know how to:

• Sign in to Magic Heidi and set up your account
• Complete your company profile with logo and payment information
• Create your first professional invoice and send it directly to your customer

Step 1: Sign Up and Create Your Account

Getting started with Magic Heidi is designed to be straightforward. You don't need a lengthy registration process, nor do you have to create a password. You have three sign-in options:

• Google Login – Sign in with one click using your existing Google account.
• Apple Login – Especially convenient for Apple users – fast and secure.
• Email Login – Enter your business email and receive a login code.

How to Sign Up

1. Open the Magic Heidi website and click the Login button.
2. Choose your preferred sign-in method: Google, Apple, or Email.
3. If you sign in via email, you'll immediately receive a login code by email.
4. Copy the code and enter it on the login page.
5. Done – your account is automatically created.

Tip: It's best to use your business email address for sign-up. This way, all your invoices and business correspondence are neatly separated from your personal emails.

Step 2: Onboarding – Set Up Your Account

After your first login, Magic Heidi welcomes you with an onboarding wizard. It guides you through the key basic settings so that your invoices contain all the necessary information from the very start. The wizard covers:

• Company Details – Your name, company designation, and full business address. This information automatically appears on all invoices and can be changed anytime in settings.
• Payment Information – Add your IBAN bank details so your customers know where to send their payments. A QR code is automatically generated. Swiss and international accounts are supported.
• VAT – Whether you're VAT-registered or not, Magic Heidi adjusts the invoicing accordingly with automatic VAT calculation and correct display on invoices.

Tip: You can also skip the onboarding and add the details later in the settings. However, we recommend taking the two minutes to fill everything out right away. This ensures your invoices are complete and professional from the very first one.

The Pro Version – Do You Need It?

After onboarding, you'll be introduced to the Pro version of Magic Heidi. It offers extended features such as a higher quota of invoices and expenses, plus additional functionality.

If you'd like to try Magic Heidi first, you can safely skip this step. The free version is more than enough to get an overview and create your first invoices. An upgrade is available anytime via the pricing page as your needs grow.

Step 3: Customize Your Invoice Template

Before creating your first invoice, it's worth taking a moment to customize the invoice template. This ensures every invoice looks professional and reflects your brand.

Upload Your Logo

Navigate to the «Customize Invoices» section, click the upload button, and select your logo file. Your logo will then automatically appear on all invoices – a small detail with a big impact.

• PNG format with transparent background recommended
• At least 300 × 300 pixels for sharp display
• Automatically appears on all new invoices

Default Messages

Set up default texts for invoices, quotes, and payment notices. These are automatically inserted and save you valuable time with every new invoice.

• For invoices: «Thank you for your trust. Please transfer the amount within 30 days.»
• For quotes: «This quote is valid for 30 days. We look forward to your response.»
• Individually customizable for each invoice

Step 4: Create Your First Invoice

Now for the exciting part: With Magic Heidi, your first invoice is done in just a few clicks.

1. Select Customer – Choose an existing customer or create a new one with name and address.
2. Add Line Items – Choose from predefined products or create new items with custom descriptions.
3. Adjust Details – Set language, currency, payment terms, and a personal message.
4. Generate Invoice – Click the button to create a professional document with logo, QR code, and all relevant information.

Adding Line Items

For each line item, you specify:

• Description – What did you deliver or provide? (e.g., «Website redesign consulting», «Champagne», etc.)
• Price – The amount in your chosen currency
• Quantity – How many units or hours?

Tip: If you regularly bill for the same services or products, save them as standard products. This way, for future invoices, you only need to adjust the quantity.

Customizing Invoice Details

• Language – Match the invoice language to your customer (English, German, French, Italian, etc.)
• Currency – Select the appropriate currency (CHF, EUR, USD, etc.)
• Payment Terms – Set the deadline for when the invoice should be paid
• Personal Message – Add a personal note if needed

Generate Invoice

Click "Generate Invoice" – Magic Heidi automatically creates a professional invoice document with your company logo, all customer details, correct calculations, IBAN, QR code, and any applicable VAT information.

Step 5: Send the Invoice Directly to Your Customer

The final step is also the most satisfying: you send your invoice directly from Magic Heidi – no detours through a separate email program.

1. On the invoice view, click the Send button.
2. Enter your customer's email address.
3. Optionally add a personal cover message (e.g., "Thank you for the order. Please find the invoice attached.").
4. Click "Send".

The invoice is delivered to your customer as a professional email with a PDF attachment. You can keep track in Magic Heidi at any time of which invoices have been sent, paid, or are still outstanding.

Tip: Save the email address in the customer profile. This way, you won't need to enter it again next time and can send future invoices even faster.

Summary: Your First Invoice in 5 Steps

The entire process takes under 10 minutes – from first sign-up to sent invoice:

Next Steps

After successfully creating and sending your first invoice, you can continue exploring Magic Heidi:

• Track Expenses – Upload receipts and keep your expenses under control
• Customer Management – Create all customers with complete contact details
• Product Catalog – Define standard services for faster invoice creation
• Create Quotes – Send professional quotes with Magic Heidi