Invoicing as a key process
For every Swiss SME, invoicing is the process that directly connects work performed to cash flow. Yet many businesses lose hours each month between manual invoice creation, postal delivery, phone reminders and payment reconciliation. The result: collection delays, errors and unpredictable cash flow.
Electronic invoicing transforms this process. It is not just about emailing a PDF instead of posting paper: it means automating creation, standardising data, integrating the Swiss QR-bill and tracking every payment in real time — from creation to the amount landing in your account.
In this guide we analyse every stage of the invoicing process for Swiss SMEs: from mandatory legal requirements to creating professional invoices, from QR-bill integration to automating recurring invoices. The goal: halving invoicing and collection times.
Legal requirements for invoices in Switzerland
In Switzerland, the mandatory content of an invoice is regulated by the Code of Obligations (CO), the Federal VAT Act (LTVA) and cantonal provisions. Here are the essential elements:
Issuer details (CO art. 957a)
Every invoice must include the issuer's name or company name, full address and IDE number (CHE-xxx.xxx.xxx). For VAT-registered entities, the VAT number is also mandatory.
Recipient details
Name or company name and address of the customer. For B2B invoices, the recipient's IDE and VAT number facilitate input tax deduction.
Description of supply (LTVA art. 26)
A clear and detailed description of goods or services supplied, with quantity, unit price and total amount. Each line item must be understandable without additional documents.
VAT indication (LTVA art. 26 para. 2)
The applicable VAT rate (8.1%, 2.6% or 3.8%) must appear on each line item, with the VAT amount shown separately. Exempt invoices must state the reason for exemption.
Date and invoice number
Every invoice must have an issue date and a unique sequential number enabling traceability. Numbering can be sequential or structured (e.g. 2026-001).
Payment terms and bank details
Payment deadline, accepted methods and bank details for transfer (IBAN). With the Swiss QR-bill, this information is encoded directly in the QR code.
Note: an incomplete or non-compliant invoice may result in the FTA refusing input tax deduction and problems in case of disputes. Always verify completeness before sending.
How to create a professional invoice
Creating professional, compliant and brand-consistent invoices requires a structured process. Here are the 5 key steps:
Set up the base template
Configure a template with your company logo, issuer details (company name, address, CHE, VAT), bank details and standard payment terms. Good invoicing software lets you set this up once and reuse it forever.
Enter client details
Select the client from your directory or create a new one. Saved data (address, contact person, language, currency) is inserted automatically. This eliminates transcription errors and speeds up creation.
Add line items
Enter each service or product with description, quantity, unit price and VAT rate. Modern software automatically calculates subtotals, VAT and total. You can also save recurring items as standard articles.
Review and customise
Check all data: amounts, VAT, payment details, date and invoice number. Add any notes (order reference, project number, special instructions). Preview before finalising.
Generate and send
Generate the invoice as a PDF with integrated QR-bill. Send it via email directly from the software or download it for postal delivery. The system automatically records the invoice in the accounts and starts payment monitoring.
Payment terms: which to choose
Payment terms directly affect cash flow. Switzerland has no single legal payment term: practice varies by industry and client type.
| Term | Days | Description | Typical use |
|---|---|---|---|
| Net 10 days | 10 | Payment within 10 days of the invoice date, with no discount. The shortest term to maximise cash flow. | Professional services, consultancy, urgent work |
| Net 30 days | 30 | The standard term in Swiss commercial practice. Balances the supplier's collection needs with the client's liquidity management. | Standard for most B2B SMEs |
| Net 60 days | 60 | Extended term for established clients or long-term projects. Requires good liquidity management from the supplier. | Large corporations, public entities, complex projects |
| Net 90 days | 90 | Long term, typical of specific sectors or relationships with public administration. Increases late payment risk and requires careful monitoring. | Public administration, large contracts, import/export |
Swiss QR-bill integration
Since 1 October 2022, the QR-bill is the only payment slip standard in Switzerland. Integrating it into your invoicing process is essential:
Automatic QR code generation
The software automatically generates the QR-bill section with all payment data encoded: IBAN, amount, structured reference and creditor details. The client can pay by scanning the QR code with their mobile banking app.
Structured reference (QR-Reference or SCOR)
The unique reference number enables automatic matching between payment and invoice. Choose QR-Reference (26 digits + check digit) for use with QR-IBAN or SCOR (Structured Creditor Reference ISO 11649) for standard IBAN.
Automatic payment reconciliation
When the payment arrives with the structured reference, the software automatically matches the receipt to the corresponding invoice. No more manual reconciliation: each invoice moves from 'sent' to 'paid' without intervention.
Compliance and validation
The QR-bill must comply with Swiss Payment Standards (SPS) defined by SIX. The software automatically validates IBAN, reference and amount before generation, preventing errors and bank rejections.
Tip: if you send invoices in both digital and paper format, ensure the QR payment section meets the specified print dimensions (105 × 210 mm) to guarantee readability by bank scanners.
Sending and tracking invoices
Sending the invoice is just the beginning. The real value lies in tracking: knowing the status of every invoice at all times and intervening quickly when delays occur.
Multi-channel sending
Send invoices via email with PDF attachment directly from the software, or generate the format for postal delivery. Some clients prefer receiving via EDI platforms or B2B portals — flexibility is key.
Real-time status dashboard
View all invoices with their current status: draft, sent, viewed, due soon, overdue, paid. Filter by client, period or amount to always have a pulse on turnover and collections.
Automatic reminders
Set up automatic reminders sent before the due date (courtesy), on the due date and after (1st, 2nd, 3rd reminder). The tone and frequency are customisable to respect business relationships.
Payment notifications
Receive instant notification when a payment is recorded and matched to the invoice. This lets you immediately update the project status and proceed with any subsequent phases.
Export and reporting
Export invoicing data in CSV, PDF or accounting formats for integration with your accounts or fiduciary. Aging reports, monthly turnover and client analysis are available with a single click.
Recurring invoices: automate the routine
For subscriptions, monthly fees, maintenance contracts or ongoing services, recurring invoices eliminate repetitive work:
Periodic scheduling
Configure the invoice once: amount, line items, client, frequency (monthly, quarterly, annual) and send date. The software automatically creates and sends the invoice at each interval.
Variation management
Modify the amount, add or remove line items for a single cycle without altering the base template. Useful for invoices with a variable component (e.g. actual hours + fixed fee).
Pre-invoicing reminders
Receive an alert before automatic issuance to verify or update the data. You can approve, modify or suspend the invoice before it is generated and sent to the client.
History and reporting
View the complete history of recurring invoices for each client: invoiced amounts, payments received, delays and trends. Valuable data for cash flow forecasting and client portfolio management.
Practical tips for better invoicing
- Invoice as soon as possible after delivering the service: every day of delay in invoicing is a day of delay in collection. Ideally, invoice on the same day or within 24 hours
- Standardise your invoice template with all mandatory elements pre-filled: you will avoid oversights and speed up creation
- Always use the QR-bill with a structured reference: it simplifies payment for the client and enables automatic reconciliation — reducing collection times by 30–50%
- Set up automatic reminders with progressive tones: a courteous reminder before the due date, a formal notice after 7 days, a second notice with a warning after 14 days
- For recurring invoices, send the first one manually with a personalised explanation and automate the rest — the client will appreciate the initial care
- Monitor your monthly DSO (Days Sales Outstanding): it is the key indicator for understanding whether your invoicing and collection process is improving
- Use AccountEX to create professional invoices with integrated QR-bill, automate sending and reminders and monitor payments in real time — all in one Swiss platform
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