eBill Switzerland: Setup in 5 Steps for SMEs

Anyone who regularly issues invoices in Switzerland knows the problem: a customer doesn't pay because the invoice lands in spam. eBill solves exactly this issue — the invoice appears directly in the recipient's e-banking interface, without any media break. What many don't realize: setting up as an invoice issuer is simpler than expected, though a few pitfalls remain.

What eBill is — and what it isn't

eBill is not an invoice format, but a transmission channel. SIX operates the infrastructure through which structured invoice data is delivered directly from the invoice issuer to the payer's e-banking. The payer approves the payment with a click — or rejects it.

Important: eBill does not replace the QR-bill. Both can coexist in parallel. The Swiss QR-bill remains the standard format on paper documents or PDFs, while eBill opens the electronic channel to e-banking. If you want to cover both paths, you need both.

Who can use eBill

On the recipient side, according to SIX, several million Swiss bank customers have already activated eBill in their e-banking — including customers of all major banks, most cantonal banks, and PostFinance.

On the invoice issuer side, the rule is: individuals cannot send eBill. The channel is designed for companies with an invoice volume that justifies a connection. In practice, direct SIX connection makes sense from around 500 invoices per month onwards. For smaller volumes, there are Access Points — software providers or trust agents who act as intermediaries.

Setup as an SME: 5 Steps

Step 1 — Choose access through an Access Point

SIX does not operate a direct onboarding portal for small invoice issuers. Instead, so-called Access Points serve as certified intermediaries. Typical Access Points include:

• Accounting software providers (Abacus, Bexio, Sage)
• Banks offering invoice issuer products (e.g. PostFinance Invoice Issuer Service)
• Specialized service providers

First check whether your existing accounting or invoicing software already supports eBill transmission — this saves a separate contractual relationship.

Step 2 — Contract and onboarding

Each Access Point has its own onboarding process. You typically need:

• Trade register number or UID
• IBAN of your business account (or QR-IBAN if you send QR-bills in parallel)
• Contact details for technical and administrative queries
• Accepted terms and conditions and privacy information

Onboarding takes between two business days and two weeks, depending on the provider.

Step 3 — Set up master data and invoice template

eBill transmits structured data, not free-text PDFs. This means your invoice data must be recorded cleanly: amount, due date, VAT rate (8.1%, 2.6%, or 3.8%), invoice number, reference. A common mistake: missing or inconsistent reference numbers that cause problems during reconciliation in your own accounting.

A Swiss invoice template with all required fields also helps ensure that no information is missing before you transfer your template into the software.

Step 4 — Manage recipients

eBill only works if the recipient is registered in the system. You submit the recipient's email address or IBAN to the Access Point, which checks whether they have activated eBill. If not, you receive notification and can switch to the PDF/QR route.

Practical tip: Add a query in your customer master data form ("eBill desired? Yes / No") and record the customer's registration email cleanly. This data rarely changes, but it pays off in the long term.

Step 5 — Test run and live operation

Send the first five to ten invoices to internal test accounts or trusted customers willing to provide feedback. Check:

• Does the invoice appear correctly in e-banking?
• Are the amount, due date, and reference correct?
• Do you receive payment confirmation back in your software?

Only then is full rollout recommended.

Typical benefits — and where they have limits

Benefit	Applies to	Limitation
Shorter payment term	All customers with eBill	Only if customer has activated eBill
No PDF transmission needed	Digital customers	Analogue customers still need PDF
Automatic reconciliation	With appropriate software	Manual without ERP integration is laborious
Less dunning effort	Recurring invoices	Not a replacement for active reminder management with defaulting customers

An often underestimated benefit: with recurring invoices (subscriptions, monthly services), the recipient can have eBill invoices automatically approved — this is equivalent in practice to a standing order.

Costs at a glance

Costs vary depending on the Access Point. Common models:

• Fixed monthly fee (independent of volume, e.g. CHF 5–20/month)
• Transaction fee per invoice sent (e.g. CHF 0.10–0.50)
• Bundle in existing software licence at no extra cost

Compare your existing software provider's terms with a bank solution. If you send fewer than 50 invoices per month, you'll often be better off with a flat fee.

eBill versus PDF by email — when which method?

PDF by email is quick to set up and free, but has structural disadvantages: the invoice lands in the inbox, must be processed manually, and is not directly connected to e-banking. eBill is more complex to set up, but pays for itself as soon as you send more than 20–30 invoices per month and a certain proportion of your customers have activated eBill.

For freelancers just starting out, the classic PDF with QR-payment slip often remains the more pragmatic solution — eBill can then follow in a second growth phase.

At a glance

• eBill is a transmission channel, not an invoice format — QR-bill and eBill complement each other.
• Small invoice issuers need a certified Access Point; direct SIX onboarding is for larger volumes.
• Clean master data (reference number, VAT rate, due date) are prerequisites for trouble-free operation.
• eBill is particularly worthwhile with recurring invoices and digitally savvy customers.
• Costs: CHF 0.10–0.50 per transaction or monthly flat fee — comparison with existing software bundle recommended.