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. As 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 model

Legal validity of the invoice

An invoice is an accounting document whose primary 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.

In addition to 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 retained for a period of 10 years under Swiss law.

Good to know: This obligation (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 provide a standard invoice template in order to create and retain valid evidence of payment.

Acceptable formats

As Swiss legislation keeps pace with the times, the principle of freedom of choice of evidence (set out in the same Article 958f) recognises that, just like other accounting documents such as purchase orders, invoices may be submitted in either paper or electronic form.

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

However, as this innovative model has not yet completely replaced more traditional invoicing methods, b-sharpe offers you:

• payment options via QR-Facture;
• 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 registration 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 would be well advised to specify their address—their place of residence or their registered office, respectively.

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

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

• Terms of payment. The payment deadlines and methods required by the company, as well as any late payment penalties and any form of guarantee, must be specified in 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 service vary depending on the circumstances. For example, for amounts below the threshold of CHF 400, the invoice can be greatly simplified and does not need to include the customer’s name and address: a receipt is sufficient in such cases.

Conversely, certain situations, such as invoicing a foreign customer, can complicate the accounting process, but don’t panic: b-sharpe provides you with a comprehensive guide to invoicing foreign customers. From handling VAT to currency types and the language used on the document, everything is explained in detail!

The Swiss invoice template provided by b-sharpe will enable you to demonstrate a high level of professionalism in all circumstances. However, as sending this document is just one part of the wider picture when it comes to business accounting, it is best to be familiar with the full invoicing process in Switzerland.