As a self-employed person in Switzerland, you need an invoice template that meets all legal requirements. Mandatory information under CO Art. 957 and VATA Art. 26 must be correct — otherwise you risk problems with the tax office or unpaid invoices.
Our free Word and Excel templates contain all the necessary fields: sender, recipient, invoice number, description of services, VAT and payment information. Simply download, customise and send as PDF.
01What Belongs on a Swiss Invoice?
Swiss law prescribes certain details that must appear on every invoice. Here is an overview of the key fields — with and without VAT liability:
| Detail | Without VAT | With VAT |
|---|---|---|
| Name & Address of Sender | Required | Required |
| Name & Address of Recipient | Required | Required |
| Invoice Number | Recommended | Recommended |
| Invoice Date | Required | Required |
| Description of Services | Required | Required |
| Date / Period of Service | Required | Required |
| Invoice Amount (CHF) | Required | Required |
| VAT Rate (8.1%, 2.6%, 3.8%) | — | Required |
| VAT Amount | — | Required |
| UID Number (CHE-…) | — | Required |
| Payment Terms | Recommended | Recommended |
| Bank Details / IBAN | Recommended | Recommended |
| QR Payment Part | Recommended | Recommended |
You can find a complete explanation of all mandatory details in our article Swiss Invoice Mandatory Information.
02Download Template
We have created two free invoice templates — one for Word and one for Excel. Both contain all Swiss mandatory details and are ready to use straight away.
Professional layout with all mandatory fields. Replace the placeholders, export as PDF, done.
Invoice layout with automatic formulas for subtotal, VAT and total. Print area pre-set for A4.
03Filling in the Template — Step by Step
Download the Word or Excel file and open it in your preferred program (Word, Google Docs, LibreOffice or Excel, Google Sheets).
Replace the placeholders with your company name, address and UID number (if VAT-liable). These details remain the same on every invoice.
Enter the name and address of your client. Ensure the spelling is correct — the recipient must be clearly identifiable.
Describe each service or product on a separate line. Enter the quantity, unit price and total amount. In the Excel template, subtotal and total are calculated automatically.
If you are VAT-liable: make sure the correct rate (8.1%, 2.6% or 3.8%) is applied. Check the subtotal, VAT amount and total.
Save the invoice as a PDF and send it by email. A PDF ensures that the layout displays correctly for the recipient.
04With or Without VAT?
Whether you must show VAT on your invoices depends on your annual turnover. The rule is simple:
- Below CHF 100,000 annual turnover: You are not VAT-liable (unless you have registered voluntarily). No VAT amount or rate appears on the invoice.
- From CHF 100,000 annual turnover: You are VAT-liable and must show the tax rate and amount on every invoice. The standard rate is 8.1%.
- Voluntary registration: Even below the threshold, you can register voluntarily with the FTA. This is worthwhile if you want to reclaim a significant amount of input tax (e.g. for materials or software).
Learn more about VAT liability and thresholds in our article VAT Obligation from CHF 100,000.
05Sending Invoices as PDF
The standard in Switzerland: invoices are sent as PDF by email. This has several advantages:
- Layout is preserved: No matter which program your client uses — the PDF always looks the same.
- Not accidentally editable: Unlike Word or Excel files, the recipient cannot inadvertently alter the PDF.
- QR payment part works: An embedded QR code can be scanned directly with a banking app.
- Archiving: PDFs are ideal for the 10-year retention requirement.
Even easier with einzly: create an invoice, select the recipient, send directly by email — including QR invoice and automatic PDF generation.
06Create Invoices Automatically with einzly
Instead of filling in templates by hand, you can create invoices with einzly in just a few clicks. All mandatory details are completed automatically, VAT is calculated and the QR payment part is generated.
- All mandatory details automatic: einzly knows Swiss regulations and ensures that every invoice is complete and correct.
- QR invoice included: Every invoice automatically includes a QR payment part according to the Swiss QR standard. Your client can scan directly with their banking app and pay.
- VAT calculation: The correct rate is applied automatically. No manual calculations, no errors.
- PDF export and email delivery: Create an invoice, export as PDF or send directly by email — all in one tool.