Mandatory information on Swiss invoices
A clear and accurate invoice is key to minimizing payment delays. To ensure that your invoices can be processed and paid correctly by all recipients, it is important that the mandatory elements of an invoice are met.
If elements are missing, recipients may have problems during a VAT check or audit, which is why invoices are often not accepted without a clear list of all minimum elements.
Minimum elements on Swiss invoices
- Billing issuer's name and address
- Name and address of recipient (from 400 CHF)
- Exact description of the goods or services
- Invoice date
- Date of delivery or service, if different from the invoice date
- Price to be paid
- VAT rate and tax amount applied, if not included in the price.
- Your VAT number, if registered with VAT.
The minimum elements are in accordance with Art. 26, Federal Act on Value Added Tax required on invoices.
Use our free toolto create a simple Swiss QR-bill that takes all this mandatory information into account and makes your job much easier.
Company name on invoices
If you are self-employed as an individual and you have not founded a GmbH, AG or collective company, your name must be visible on the invoice — even if you act under an imaginary name (e.g. Studio11) (e.g. Studio11 Holzberg).
Date of delivery/service provision
The date of delivery or provision of services is another mandatory element on the invoice if this differs from the invoice date. It indicates when the service was provided or the goods were delivered.
VAT number (VAT no.)
If your company is subject to VAT, it is important to clearly state the VAT number on the invoice. You received this from the Federal Tax Administration upon registration and is in the following format:
Formato: CHE-123.456.789 VAT
The VAT number helps you to calculate the tax correctly and simplifies the accounting process for both your company and the recipient.
At net tax rate
If you are registered with VAT using the net tax rate settlement method, you do not have to check your net tax rate on the invoice but the usual VAT rate for the goods or services List.
In case of VAT exemption
If you are not registered with VAT because you are still exempt from tax due to sales, it is recommended that you state this explicitly on the invoice so that recipients do not attempt to claim incorrect input tax deductions.
Additional recommended billing information
We recommend that you also include the following information on your invoice, as the absence of this information may lead to organizational delays in some cases.
- Uniquely identifiable invoice number
- Clear list of invoice items
- Payment terms
Write a Swiss QR-bill
With a QR payment section in accordance with Swiss payment standards, you can make it easiest for your customers to pay your receivables.
What is a QR number part?
The QR payment section is a central part of the QR-bill and replaces the previous payment slip. It contains all important payment information and is of great use to both the biller and the payer.
The QR payment section contains, among other things, the following information:
- IBAN or QR IBAN of the recipient: The account number to which the amount is to be transferred.
- Subject and messages: A field for additional information, such as an invoice number or customer number.
- Payment amount: The amount to be transferred in Swiss francs.
- Information about the payer: name and address of the payer.
- Optionally, a reference number: A unique code to quickly allocate the payment.
The QR payment section simplifies the transfer for the recipient and the sender by allowing the information to be scanned and transferred directly to digital payment systems and banking apps. This reduces errors and significantly speeds up the payment process.
Create a QR-bill for free
To create your own QR-bill, you can use our free tool use. It allows you to write a QR-bill directly online without an account and download it as a PDF.
Alternatively, you can also generate a QR payment part from the e-banking of some banks, or you can use a website such as qr-invoice.net use if you only need a QR payment part without an associated invoice. However, keep in mind that you also include a clean bill so that you meet the legal requirements.
Payment deadlines for invoices
The most common payment period is 30 days. 14 days and 10 days are also common.
Note, however, that you must expect that, depending on the industry, 10-30% of all claims are often not paid on time. Therefore, issue invoices early and consider down payments for larger projects in order to secure your own income stream.
Billing FAQs
Do I need a QR-bill or is a conventional invoice sufficient?
You are completely free to issue a conventional invoice without a QR payment part. Note, however, that QR-bills can be paid less cumbersome for your customers, thus reducing the risk of late payments.
Another major advantage of the QR-bill is the reduction of errors. Manual entry of payment information is prone to errors, while the QR-bill automatically and correctly transmits all necessary data.
Am I free to set the payment deadline?
There is no legal regulation on payment terms. You can therefore choose the payment deadline at your own discretion. With a longer payment period, you are of course accommodating recipients. Remember to clearly and unequivocally note the chosen payment deadline on your invoice to avoid misunderstandings.
What are discounts?
A discount is a discount when the invoice is paid within a shorter period than the standard payment period. This gives you incentives for early payments. For example, you could give a 2% discount if the bill is paid within 10 days.
When do I send a reminder to customers?
In Switzerland, written warnings are not regulated by law. According to Federal SME portal and the Debt Enforcement Act, you can serve customers directly after the payment period has expired.
However, it is recommended to send payment reminders before initiating a debt collection procedure. Debt collection procedures are often laborious and unpleasant. An accidental failure on the customer side can in many cases be remedied with reminders or reminder fees.
Reminders usually go like this:
- Payment reminder
- First reminder
- Second reminder
According to Art. 104 OR, you may charge a default interest of up to 5% per year on reminders. If you charge more than 5%, this must be explicitly stated in the terms and conditions.
Accounts receivable management
Modern accounts receivable management software can help you keep track of your outstanding receivables, get insights into the amount of outstanding payments, and save bill recipients in a CRM.
If you're looking for simple accounting software with built-in receivables management, we recommend using our business software infinity.swiss take a closer look.
