Simplified invoicing for freelancers in Switzerland
Are you a freelancer in Switzerland spending too much time on invoicing? Creating compliant invoices, tracking payments, sending reminders, managing VAT – administrative tasks that take you away from your core business.
ToBill is the 100% Swiss invoicing software designed to simplify the lives of freelancers, consultants, artisans and self-employed professionals. From your first QR-invoice to the accounting export for your fiduciary, everything is built so you can focus on what truly matters: your work.
Invoicing requirements for the self-employed
In Switzerland, invoices issued by a self-employed person must comply with several rules to be legally valid and accepted by the tax authorities. Here are the key points:
Mandatory information
Each invoice must include the issuer’s name and address, the recipient’s name and address, issue date, a unique sequential invoice number, a detailed description of services or products, the net amount, VAT rate and amount (if registered), and the gross total. ToBill automatically fills in all these details for you.
Mandatory QR-invoice
Since 30 September 2022, the classic payment slip (BVR) has been replaced by the QR-invoice. This new standard is mandatory for all Swiss invoices. The QR-invoice includes a QR code containing all payment details, allowing your clients to pay with a single scan from their banking app. ToBill natively generates compliant QR-invoices in just a few clicks.
VAT and UID number
If your annual turnover exceeds CHF 100,000, you are subject to VAT and must display your UID number (CHE-xxx.xxx.xxx) and the applicable VAT rate on each invoice. Even below this threshold, voluntary registration can be advantageous to recover VAT on your business purchases.
Sequential numbering
The tax authorities require continuous, uninterrupted numbering of your invoices. ToBill automatically handles this with a customisable prefix (e.g. INV-2025-001, INV-2025-002), ensuring your bookkeeping stays compliant.
How ToBill simplifies your invoicing
ToBill was built for Swiss freelancers who want to spend as little time as possible on administration. Here’s how:
Step 1 – Create an invoice in 2 minutes
Enter your client (or select from your address book), add service lines, and ToBill automatically generates a compliant QR-invoice with all required information. Customise the design with your logo and colours, choose the currency (CHF, EUR, USD…) and set payment terms.
Step 2 – Turn quotes into invoices
Send professional quotes to prospects directly from ToBill. When a quote is accepted, convert it to an invoice in one click – no re-entering data. Status tracking (sent, opened, accepted, declined) gives you complete visibility over your sales pipeline.
Step 3 – Automatic reminders
Late payments are every freelancer’s nightmare. ToBill automatically sends personalised reminders to your clients on a schedule you define (e.g. 7, 14 and 30 days after the due date). Result: your clients pay faster and you never have to chase again.
Step 4 – Real-time payment tracking
Monitor all your invoices from a clear, intuitive dashboard. ToBill shows you in real time which invoices are pending, paid or overdue. You can also see if your client opened the email and viewed the invoice – perfect for knowing when to follow up.
Smart expense management
Invoicing isn’t just about sending bills. As a freelancer, you also need to track business expenses to optimise your taxes and provide clear records to your fiduciary.
AI receipt scanning (OCR)
Photograph your receipts, supplier invoices or proofs of payment with your smartphone. ToBill’s artificial intelligence automatically extracts the amount, date, supplier and expense category. No more manual data entry.
Automatic categorisation
ToBill automatically categorises your expenses (supplies, travel, business meals, subscriptions…). Keep a clear overview of your cost breakdown and adjust your budget accordingly.
One-click fiduciary export
At the end of each month or quarter, export all your invoices and expenses in a format compatible with the most widely used accounting software in Switzerland. Your fiduciary receives a complete, structured file ready for integration – no unnecessary back and forth.
Adapted to your legal structure
Whether you operate as a sole proprietorship or have formed an LLC (Sàrl/GmbH), ToBill adapts to your situation:
Sole proprietorship
The most common legal form for freelancers in Switzerland. You invoice under your own name with your address and optional UID number. ToBill handles the simplicity of this structure while giving you professional tools.
Limited liability company (Sàrl / GmbH)
If you’ve structured your activity as an LLC, ToBill manages the accounting specifics (VAT, dual signatures, fiduciary export). You also benefit from multi-user management to collaborate with your partners.
Unsure whether to choose sole proprietorship or LLC? Read our complete guide to make the right decision. Sole proprietorship vs LLC: how to choose?
Thinking about becoming self-employed? Our guide covers every step. Complete guide: becoming self-employed in Switzerland
VAT and compliance
VAT management is often a source of stress for freelancers. Should you register? Which rate applies? How to declare? ToBill integrates Swiss VAT directly into your invoices: set your rate (8.1% standard, 2.6% reduced, or 3.8% accommodation) and the software automatically calculates the amounts. At the end of each period, generate a VAT summary ready for your declaration.
Simple, transparent pricing
ToBill costs CHF 25 per month with no commitment and no hidden fees. This single price includes unlimited invoices and quotes, native QR-invoice, automatic reminders, AI expense scanning, fiduciary export and customer support in French, German and English.
Over 100 Swiss freelancers trust ToBill
“Since switching to ToBill, I spend half the time on my invoices. The QR-invoice is generated automatically and my clients pay faster.”
Marc R.
Independent consultant, Geneva
“Automatic reminders have helped me recover thousands of francs in unpaid invoices. I couldn’t do without it now.”
Sophie L.
Freelance graphic designer, Lausanne
“My fiduciary loves the export format. No more folders of receipts – everything is digitised and categorised automatically.”
Antoine M.
Electrician, Fribourg
Ready to simplify your invoicing?
Join the Swiss freelancers who chose ToBill to save time and focus on their craft. Create your account in 2 minutes and test all features free for 10 days.