In Switzerland, there is no legal requirement regarding invoice language. You may issue invoices in German, French, Italian or English. What matters is that all mandatory information under VATA Art. 26 is present — regardless of the language.
You typically need an English invoice when working with international clients, operating in the IT, creative or consulting sector, or freelancing for foreign principals. Swiss companies with English-language correspondence also appreciate professional invoices in English.
01Mandatory Information on an English Invoice
The same legal requirements apply in English as in German. Art. 26 VATA prescribes which details must appear on every invoice — regardless of language. Here are the key mandatory fields with their German and English terms:
| German | English | Required |
|---|---|---|
| Rechnungsnummer | Invoice Number | Recommended |
| Rechnungsdatum | Invoice Date | Required |
| Name & Adresse Leistungserbringer | Name & Address of Supplier | Required |
| Name & Adresse Leistungsempfänger | Name & Address of Recipient | Required |
| Leistungsbeschreibung | Description of Services | Required |
| Leistungsdatum / -zeitraum | Date / Period of Service | Required |
| Rechnungsbetrag (Entgelt) | Invoice Amount (Consideration) | Required |
| MWST-Satz | VAT Rate | Required (if VAT-liable) |
| MWST-Betrag | VAT Amount | Required (if VAT-liable) |
| UID-Nummer | VAT Number (UID) | Required (if VAT-liable) |
| Zahlungsfrist | Payment Terms | Recommended |
| Bankverbindung / IBAN | Bank Details / IBAN | Recommended |
You can find a detailed overview of all mandatory details on a Swiss invoice in our article Invoice Mandatory Information.
02Glossary: Invoice Terms German–English
Looking for the correct English translation of an invoice term? Here are the most important terms related to invoicing, payments and accounting at a glance:
| German | English |
|---|---|
| Rechnung | Invoice |
| Rechnungsnummer | Invoice Number |
| Rechnungsdatum | Invoice Date |
| Rechnungsbetrag | Invoice Amount |
| Nettobetrag | Net Amount |
| Bruttobetrag | Gross Amount |
| Zwischensumme | Subtotal |
| Mehrwertsteuer (MWST) | Value Added Tax (VAT) |
| Steuersatz | Tax Rate |
| Steuerbetrag | Tax Amount |
| Rabatt | Discount |
| Zahlungsbedingungen | Payment Terms |
| Zahlungsfrist | Payment Deadline / Due Date |
| Fällig am | Due Date |
| Bankverbindung | Bank Details |
| Empfänger | Recipient |
| Absender | Sender |
| Leistungsbeschreibung | Description of Services |
| Menge | Quantity |
| Einzelpreis | Unit Price |
| Gesamtbetrag | Total Amount |
| Zahlbar innert 30 Tagen | Payable within 30 days |
| Kontonummer / IBAN | Account Number / IBAN |
| Gutschrift | Credit Note |
03Download Template
We have created two free templates that let you write professional English invoices straight away. Both contain all Swiss mandatory details in English, including VAT fields and space for the QR payment part.
Professional layout with all mandatory fields. Simply replace the placeholders and export as PDF.
Invoice layout with automatic formulas for subtotal, VAT and total. Print area pre-set for A4.
04Receiving and Recording English Invoices
Not only writing but also receiving English invoices is part of everyday life for many self-employed professionals. When you receive invoices from foreign suppliers — for example for software subscriptions, cloud services or freelance work — there are a few things to keep in mind.
- Check whether VAT is shown on the invoice. Foreign suppliers generally do not charge Swiss VAT.
- Reverse charge: If you purchase services from abroad and are VAT-liable, you must declare the VAT yourself (acquisition tax / reverse charge).
- Record the invoice in your income and expenditure statement under the correct expense account. Convert the currency (EUR, USD etc.) to CHF at the daily exchange rate.
- Keep the original invoice for 10 years — even if it is in English.
Learn more about acquisition tax and import VAT in our article Acquisition Tax on Imported Services.
05VAT on International Invoices
With English invoices, the question often arises: do I even need to charge VAT? This depends on where the service is performed and who the recipient is.
When 0% VAT applies
Services you provide to companies abroad are generally exempt from Swiss VAT (Art. 23 VATA). The place of supply is the recipient's location — i.e. abroad. You issue the invoice without VAT.
When 8.1% VAT applies
If you provide a service in Switzerland — e.g. a seminar in Zurich for a foreign client — the regular Swiss VAT rate of 8.1% applies. In this case, the place of supply is Switzerland, regardless of the client's registered office.
Reverse Charge
For services to companies in the EU, the reverse charge procedure frequently applies. The service recipient owes the tax in their country. On your invoice, you indicate this with a note such as 'Reverse Charge — VAT to be accounted for by the recipient'.
Learn more about VAT liability and thresholds in our article VAT Obligation from CHF 100,000.
06Create Invoices in English Automatically
Instead of filling in templates by hand, you can create invoices with einzly in just a few clicks — and switch the language with one click. einzly supports German, English, French and Italian.
- Switch language with one click. When creating an invoice, simply select 'English'. All field labels, payment details and the QR payment slip are automatically translated.
- All mandatory details automatically correct. einzly knows Swiss VAT regulations and ensures that every invoice — regardless of language — contains all legally required details.
- QR invoice in English too. The QR payment part is generated correctly, including all payment information. Your client can scan directly with their banking app and pay.
- Professional PDF. Every invoice is exported as a print-ready A4 PDF — cleanly formatted, with your logo and all details.