Invoicing guide for independents in Switzerland

For an independent in Switzerland, invoicing isn't just paperwork. It's the document that secures your payment, protects your rights, and proves your professional status to OASI and the tax authorities.

Creating an invoice that meets Swiss standards

A correct invoice makes life easier for your clients and keeps your bookkeeping valid. Getting the mandatory details right means fewer payment delays and fewer back-and-forth questions.

Careful invoicing lets you:

• Prove your income: essential for your OASI affiliation.
• Secure your payments: clear terms reduce the risk of disputes.
• Look professional: a well-structured invoice builds trust.

The 10 mandatory details on your invoices

For your invoice to be recognized by the authorities, always include these elements:

Your business information

• Business name: your name or your company's name (as registered with the commercial registry).
• Address: registered office or professional address.
• UID number: your business identification number (e.g. CHE-000.000.000).
• IBAN: to allow fast payment by bank transfer or QR-invoice.

Your client's information

• Recipient: full name and address of the client.

Transaction details

• Invoice number: must be unique.
• Issue date: the date the invoice was created.
• Description of services: nature, quantity, and date of the services provided.
• Amounts: unit price and total amount (excl. and incl. VAT, if applicable).
• Payment terms: due date (e.g. net 15 days).

The VAT threshold rule (CHF 100,000)

How you handle VAT depends on your annual revenue.

• Under CHF 100,000: you have no obligation to charge VAT. Your invoices should not mention any tax.
• Over CHF 100,000: VAT registration is mandatory. You must then add your VAT number (e.g. CHE-000.000.000 VAT) and the applicable rate (8.1% standard rate).

Note: you can register for VAT voluntarily even below the threshold, to reclaim input tax on your professional purchases.

Save time with the right tools

Drafting invoices in Word or Excel multiplies the risk of errors and wasted time. For a lasting business, use a Swiss-made solution like Factura, which automates calculations and natively supports the QR-invoice.

• Legal validity: your documents always stay up to date with the latest standards.
• Easy payments: your clients pay in a few taps from their phone.
• Simple tracking: instantly see which invoices are paid and which are overdue.

Retention and archiving: the 10-year rule

In Switzerland, you must keep all your accounting documents for 10 years. This includes invoices issued as well as expense receipts. A structured digital archive is strongly recommended to make tax audits or OASI declarations easier.

Three habits to get paid faster

1. Precision: describe your services with no ambiguity to avoid back-and-forth questions.
2. Speed: send your invoice as soon as the job is done.
3. Format: favor the QR-invoice, now the standard format in Switzerland.

Solid invoicing is the foundation of healthy management for any independent who wants to focus on their actual work.