Why correct invoicing is essential

The invoice is the most important commercial document for any Swiss business: it certifies a service, establishes a receivable, forms the basis for VAT reporting and constitutes a mandatory accounting voucher. A non-compliant invoice can be rejected by the client, challenged by the FTA during a VAT audit or create problems in debt recovery proceedings.

In Switzerland, invoice requirements derive from three main regulatory sources: the Code of Obligations (CO, Art. 957ff for accounting), the VAT Act (VATA, Art. 26-27 for VAT invoices) and QR invoice provisions (SIX Swiss Payment Standards). There is no single mandatory template, but a series of elements that must be present.

This guide covers all aspects of Swiss invoicing: mandatory fields, VAT-specific requirements, QR code format, numbering rules, retention periods and differences from international invoicing. For each aspect we indicate the legal basis and practical solution.

Swiss invoice regulatory framework

The Swiss invoice is regulated by various overlapping and complementary regulatory sources. There is no single invoicing law, but a series of provisions spread across the CO, the VATA and banking regulations.

Main regulatory references: CO Art. 957-963b (accounting obligations and vouchers), VATA Art. 26 (VAT invoice requirements), Art. 27 (improper invoicing), GeBüV (retention), SIX Swiss QR-Bill Standard (payment format). For invoices to the EU, the EU e-invoicing Regulation also applies.

Mandatory fields on a Swiss invoice

A complete Swiss invoice must contain at least eight fundamental elements. The absence of even one can compromise VAT deductibility for the client and the document's validity as an accounting voucher.

Issuer details

Name or company name, full address and VAT number (format CHE-123.456.789 MWST/TVA/IVA) if the issuer is VAT-registered. For companies registered in the commercial register, the company name must match exactly. For sole proprietorships, the owner's full name.

Recipient details

Name or company name and full address of the client. For VAT invoices to registered businesses, the recipient's VAT number is not mandatory in Switzerland (unlike the EU), but is recommended for high-value invoices and to facilitate input tax recovery.

Invoice date

The document's issue date. It determines the relevant tax period for VAT reporting (agreed or received consideration criterion). For invoices issued across a VAT quarter boundary, the date is decisive in determining which period the transaction is reported in.

Invoice number

A unique, sequential identifier without gaps. Numbering must be continuous and progressive within the financial year. Alphanumeric numbering is permitted (e.g. 2026-0001) provided it guarantees uniqueness and traceability. The FTA may challenge numbering with gaps.

Description of service

A clear, detailed description of goods supplied or services rendered, including quantity, unit of measurement and unit price (or hourly rate for services). The description must allow understanding the nature of the service without consulting other documents.

Total amount and currency

The total amount due in CHF (or in foreign currency with the applied exchange rate). For foreign currency invoices to Swiss clients, the CHF equivalent must be stated for accounting and VAT reporting (FTA exchange rate or rate agreed between parties).

VAT indication

For VAT-registered entities: applied rate, separate VAT amount and net amount before VAT. If different rates apply (e.g. 8.1% and 2.6%), VAT must be shown separately for each rate. For exempt or excluded supplies, state the reason for exemption (e.g. 'exempt Art. 21 VATA').

Payment terms

Payment deadline (e.g. 30 days net), bank or postal payment details and any early payment discounts. With QR invoices, payment details are integrated in the QR code. The legal statute of limitations for commercial receivables in Switzerland is 5 years (Art. 128 CO).

VAT-specific invoice requirements

Invoices issued by VAT-registered entities must meet additional requirements under the VATA. A non-compliant VAT invoice prevents the client from recovering input tax — a serious problem in B2B transactions.

Mandatory VAT number

The issuer's VAT number in the format CHE-123.456.789 MWST (or TVA, IVA depending on language) must appear on the invoice. Without this number, the VAT-registered recipient cannot deduct input tax. Verify the number on uid.admin.ch before putting it on invoices.

Rate separation

If the invoice includes supplies subject to different rates (8.1% standard, 2.6% reduced, 3.8% accommodation), each rate must be shown separately with the net amount and corresponding VAT. Failure to separate is one of the most frequent errors found by the FTA in audits.

Foreign currency invoices

For invoices in foreign currency, VAT must be calculated in CHF using the exchange rate on the invoice date (selling rate of a Swiss bank or FTA monthly average rate). The rate used must appear on the invoice to ensure calculation traceability.

Credit notes and corrections

Corrections must be documented with a credit note referencing the original invoice (number and date). The credit note reduces VAT liability in the period it is issued. Issuing a corrected invoice without a credit note is insufficient: it would create a double VAT charge.

The Swiss QR invoice

Since 30 September 2022, orange and red payment slips have been definitively abolished. The QR invoice (QR-Rechnung) is now the only payment standard accepted by the Swiss banking system. Every invoice requiring payment must include the QR section.

Swiss QR code structure

The Swiss QR code contains all payment information in structured format: creditor's IBAN, amount, currency, creditor and debtor data, payment reference. The standard is defined by SIX Group and is based on the ISO 20022 specification.

Reference types

The QR invoice supports three reference types: QR-IBAN with QR reference (26 numeric digits + check digit, for invoices with creditor reference), IBAN with Creditor Reference (ISO 11649, for international payments), IBAN without reference (for payments without automatic identification). QR-IBAN with QR reference is the recommended standard for Switzerland.

Receipt and payment sections

The QR invoice consists of two perforable parts: the receipt (left, reduced format) and the payment section (right, with QR code). Both must contain essential information. Dimensions and margins are strictly defined by the SIX standard.

Additional information

The QR code's 'Additional information' field allows structured data insertion for automatic reconciliation: invoice number, order number, due date. AccountEX uses this field to automate reconciliation between issued invoices and received payments.

Important: the QR code must be printed in colour (black on white) with minimum dimensions of 46×46 mm. QR codes printed too small or on coloured backgrounds are rejected by banking readers. AccountEX automatically generates QR invoices compliant with the SIX standard, with correct positioning and dimensions.

Invoice numbering

Invoice numbering is an often underestimated but fundamental aspect of accounting and tax compliance. The FTA checks numbering sequentiality during audits.

Continuous sequential numbering: every invoice must have a unique progressive number without gaps in the sequence. Gaps are interpreted by the FTA as possible undeclared invoices
Recommended format: year-sequential number (e.g. 2026-0001, 2026-0002). This format ensures chronological ordering and facilitates archiving. A prefix for document type can be added (INV for invoices, CN for credit notes)
Absolute uniqueness: the same number must never be assigned to two different invoices, even across different financial years. For this reason, including the year in the numbering is the safest practice
Continuity across years: restarting from 1 each year is not mandatory but is common and accepted practice. The important thing is that the sequence is documented and verifiable in the issued invoice register

Invoice retention

Swiss law imposes precise retention obligations for issued and received invoices. Non-retention can result in penalties and loss of the right to deduct input tax.

Duration: 10 years from the end of the financial year in which the invoice was issued or received (CO Art. 958f). For VAT, the period runs from the end of the tax period in which the deduction right was exercised
Format: the paper original or a compliant digital copy (scan with integrity guarantee per GeBüV). Invoices received electronically (PDF, e-invoice) must be retained in their original format
Accessibility: documents must be retrievable within a reasonable time upon request by tax authorities. An inaccessible archive is legally equivalent to a non-existent one
Electronic invoices: invoices issued and received digitally (PDF via email, invoicing platforms) have the same evidentiary value as paper invoices, provided integrity and authenticity are guaranteed
Cloud archiving: storage on Swiss cloud servers is permitted if it meets GeBüV requirements. Storage on foreign servers is more complex and requires additional data protection guarantees (FADP/nFADP). AccountEX stores all data on Swiss servers

Practical invoicing tips

Issue the invoice immediately after the service: the more time passes, the more likely you are to forget important details and the harder it is for the client to connect the invoice to the service received
Use a standardised template with all mandatory fields pre-filled: this eliminates the risk of forgetting essential data (VAT number, rate, bank details)
For international invoices, always include the IBAN (not just the Swiss IBAN) and the currency. For EU clients, add your VAT number and, if applicable, their VAT ID for exempt intra-EU supplies
Automate QR invoice generation: QR codes generated manually or with uncertified tools may contain errors that block payment. Use SIX-certified software
Implement an automatic reminder system: 60% of late payments are due to forgetfulness, not liquidity problems. A gentle reminder at deadline +7 days recovers most receivables
AccountEX generates compliant QR invoices, automatically records VAT by rate, archives documents for 10 years and reconciles received payments — all in a single integrated workflow

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