Swiss invoice: a ready-to-use template

For many small and medium-sized businesses, issuing an invoice for every transaction is an extremely time-consuming task that generally adds little value. Since paid invoicing software isn’t an ideal solution either, the best option is to have your own reusable invoice template!

The importance of offering a professional template

Legal validity of the invoice

An invoice is an accounting document whose main purpose is to give legal validity to the consideration in question. It protects both the supplier and the customer in the event of a commercial dispute.

Besides providing a precise record of the nature of the service provided or goods sold (quantity, VAT, total amount, etc.), the invoice serves as a written record that must be kept for a period of 10 years under Swiss law.

Good to know: This requirement (which applies more to the customer than to the service provider) is set out in Article 958f of Book Five of the Swiss Civil Code.

It is therefore essential to use a compliant invoice template in order to create and retain valid proof of the consideration.

Acceptable formats

As Swiss legislation evolves with the times, the principle of freedom of evidence (set out in the same Article 958f) recognises that, just like other accounting documents such as the purchase order, an invoice can be sent either on paper or electronically.

Good to know: Since 30 June 2020, the QR-invoice has gradually been gaining ground on the Swiss market as a new, simple and effective invoicing tool.

However, as this innovative model has not yet completely replaced more traditional invoice templates, b-sharpe provides you with:

• payment options via QR-invoice;
• a Word invoice template;
• an Excel invoice template.

Use our invoice template

Mandatory information

As explained in detail in our article ‘6 mandatory fields to include on your invoice’, a proper invoice must include the following details:

• The identity of the signatories. The first and last names of both parties, the service provider’s UID number, legal status… all these details are necessary to identify the signatories.

• The signatories’ addresses. Depending on whether they are individuals or businesses, the parties should specify their address — their place of residence or their registered office, respectively.

• The subject of the consideration. The nature and quantity of the goods or service, and (where applicable) the delivery dates and deadlines, must be stated on the invoice.

• Pricing. Each price must be shown both per unit and per line (for the quantity of each type of product and/or service). Likewise, the total amount and the applicable VAT must be clearly shown.

• Terms of payment. The payment deadlines and methods expected by the company, as well as any late-payment penalties and any form of guarantee, must be stated on the document.

• The signature. This is the key element that gives the invoice its legal validity in the event of a commercial dispute.

Special cases

The invoicing requirements for a consideration vary depending on the case. Below the threshold of CHF 400, for example, the invoice can be greatly simplified and does not need to state the customer’s name and address: a receipt is enough in that case.

Conversely, certain situations — such as invoicing a foreign customer — can make the accounting process more complex, but don’t worry: b-sharpe provides you with the full guide to invoicing a foreign customer. VAT treatment, currency, and the language used on the document: everything is explained there in detail!

The Swiss invoice template offered by b-sharpe will allow you to demonstrate great professionalism in all circumstances. But since sending this document is only one part of a company’s overall accounting process, it is best to be familiar with the full invoicing procedure in Switzerland.