Swiss invoice template — all required fields in one place
Which fields a Swiss invoice must contain to be legally compliant and enable input-VAT deduction. With a free template.
- #invoice-template
- #required-fields
- #switzerland
A Swiss invoice is not just a payment request — it's a tax document. Missing required fields cost you credibility and cost your client the input-VAT deduction. The following checklist covers everything.
Required fields under CO and VAT Act
Every invoice contains:
| Field | Required? | Note |
|---|---|---|
| Issuer name + address | Yes | Complete, with country if foreign |
| Recipient name + address | Yes | Legal name as in the commercial register |
| Invoice date | Yes | Determines the start of the retention period |
| Invoice number | Yes | Unique, sequential |
| Service description | Yes | What, when, scope |
| Delivery date / period | Yes | May be same as invoice date |
| Amount (net/gross) | Yes | In CHF or EUR |
| VAT rate and amount | If liable | 8.1% / 2.6% / 3.8% — see VAT basics |
| UID number with 'MWST' | If liable | Format CHE-123.456.789 MWST |
| Payment terms | Recommended | Concrete date instead of "30 days net" |
| IBAN / QR-IBAN | Recommended | Mandatory on the QR payment section |
Order and layout
- Letterhead with logo and issuer address
- Recipient left-aligned, then invoice number and date
- Subject ("Invoice no. 2026-042")
- Line-item table with date, description, quantity, unit price, total
- Net total, VAT, Gross total right-aligned
- Payment details (terms, IBAN)
- QR payment section at the bottom of A4 or as a perforated slip
Common QR-bill mistakes
- Wrong font: Helvetica or Arial mandatory, min. 6 points
- Position: bottom edge of A4, with perforation or scissors mark
- Languages: titles and labels in DE/FR/IT/EN simultaneously
- Checksum: Modulo-10 for QR reference, Modulo-97 for SCOR
The SnapBill app generates a compliant payment section from your existing template — see our QR-bill guide.
Key takeaways
- Required: addresses, date, number, service, amount, UID+VAT if applicable
- Unique sequential numbering (gaps allowed, duplicates forbidden)
- 10-year retention (real estate: 20 years)
- QR payment section mandatory — safest with the SnapBill app
- For freelancers without VAT: simpler — see freelance guide
Frequently asked
Which fields are mandatory on a Swiss invoice?
Required fields: name and address of issuer and recipient, invoice date, invoice number (sequential), precise service description, delivery date or period, amount and — if VAT-liable — UID number with 'MWST/TVA/IVA/VAT' suffix plus VAT rate and amount. Without these, your client loses the input-VAT deduction.
Can I use a Word template?
Yes, Word or Excel templates are allowed. Make sure the QR-bill is inserted correctly — it has strict rules for position, font, and paper. Tools like SnapBill handle the formatting and produce a compliant PDF in seconds.
Does the invoice number have to be sequential?
Yes, the Swiss Code of Obligations requires unique, traceable numbering. Gaps are allowed (e.g. cancelled invoices), duplicates are not. Common schemes: 'YYYY-NNN' (2026-001) or 'YY-NNNN' (26-0001).
How long do I need to keep invoices?
Business records and receipts: 10 years — issued and received invoices alike. For VAT-liable real-estate services the period extends to 20 years. Digital archival is permitted if records are stored in an unalterable form (e.g. PDF/A or audit trail).
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