How to Correct a QR-Bill After Sending: What Applies Now

A QR-bill is out the door — and then you spot the error. Wrong amount, wrong recipient address, QR-IBAN instead of IBAN, or the VAT rate is incorrect. What many don't realise: there is no "recall" button. But there are clear, field-tested steps to resolve the situation cleanly — without losing the payment or throwing your bookkeeping into chaos.

Why a QR-bill cannot simply be "overwritten"

Unlike an email with an attachment, an already-sent QR-bill cannot be quietly corrected. Once the payment section reaches the recipient — whether printed, as a PDF, or via eBill — the invoice is considered delivered. If the debtor pays based on the faulty invoice, the booking and the receipt fall out of sync. This becomes a problem by year-end at the latest.

That is why the rule is: Always communicate corrections in writing and actively — with a credit note and a new, correct invoice.

The two valid ways to correct

Method 1: Credit note (cancellation) and new invoice

This is the cleanest approach from a bookkeeping perspective:

1. Issue a credit note with a reference to the faulty invoice (e.g., "Credit note for invoice No. 2026-047"). The credit note neutralises the original invoice in amount — it carries the same amount with a negative sign.
2. Issue a new invoice with a new number — correct data, correct QR payment section.
3. Send both documents together to the recipient, with a brief explanation.

This method complies with VAT regulations: the tax authority expects that faulty receipts are neutralised with a counter-entry. Anyone who simply sends a "corrected version" without cancellation risks both receipts landing in the recipient's bookkeeping.

Method 2: Direct correction for minor formal errors

If the invoice has a purely formal error — for example a street name spelled incorrectly, but the IBAN and amount are correct — in some cases a simple written correction notice may suffice. Important: the payment section must be correct, otherwise the recipient has no way to pay correctly. When in doubt, always choose Method 1.

The most common error types and their consequences

Error	Consequence	Recommended Approach
Wrong amount	Wrong payment, VAT issue	Credit note + new invoice
Wrong IBAN / QR-IBAN	Payment goes to wrong account	Credit note + new invoice
Wrong VAT rate	Tax discrepancy	Credit note + new invoice
Wrong recipient address	Mail return, confusion	Correction notice usually sufficient
Wrong invoice date	Service period unclear	Credit note + new invoice
Missing reference number	Payment cannot be assigned	Correction notice + new payment section

VAT-relevant errors require extra care

If you are VAT-liable and have shown the wrong rate — say 8.1% instead of 2.6% for a foodstuff — on the invoice, you must account for the difference correctly with the Federal Tax Administration (FTA). The tax obligation arises when shown on the invoice, not when payment is received. An uncorrected error invoice can therefore lead to a tax reassessment.

A brief overview of the 2026 VAT rates (8.1%, 2.6%, 3.8%) can be found in our guide to Swiss VAT basics 2026 — rates, duties and special rules.

Numbering for cancellation and new invoice

Invoice numbers in Switzerland must be complete and sequential — this is not a formality but a bookkeeping requirement. Assign a separate number for the credit note from your credit note series (e.g., "C-2026-008") and use the next invoice number in your main series for the new invoice. Never reuse the original number.

If the debtor has already paid

Sometimes the error is only discovered after payment has been received. Two scenarios apply here:

• Overpayment (e.g., wrong amount): refund the difference, issue a credit note for the difference amount, adjust the booking.
• Paid to wrong IBAN: this is a more serious problem. Cancel immediately in your records, contact your bank, and inform the payer. As a rule, a misdirected transfer can be reversed within a few days, as long as the recipient account is known.

Communication with the recipient: brief and clear

A good correction notice does not need to be long:

"Hello [Name], please cancel invoice No. 2026-047 dated 28.05.2026. It contained an incorrect VAT rate. You will find the credit note C-2026-008 and the corrected invoice No. 2026-052 attached. Please use only the payment section of the new invoice for your payment. Thank you."

This tone is professional, saves the recipient time, and prevents duplicate payments.

To create the new invoice correctly — including a validated QR payment section — you can use the SnapBill app directly, which checks all required fields before generating the document.

If you want to minimise sources of error in general, the guide to QR-bill mandatory fields provides a useful reference before sending.

Record retention: both receipts must be archived

Both the faulty original invoice and the credit note and new invoice must be archived for the statutory retention period of 10 years. This also applies to digital receipts. A later tax audit by the FTA or your accountant will need the complete receipt chain to trace the bookkeeping.

At a glance

• Faulty QR-bills are cancelled with a credit note — not quietly overwritten.
• Then issue a new invoice with a new number and send it together with the credit note.
• For VAT errors, act immediately: the tax obligation arises when shown on the document.
• Invoice numbers remain sequential — the original number must not be reused.
• Archive all three receipts (original, credit note, new invoice) for 10 years.
• Inform the debtor clearly and concisely so no duplicate payment occurs.