Swiss invoice template to download
A ready-to-fill Swiss invoice template, in Word or Excel. It carries every detail expected on an invoice issued in Switzerland: full contact details for you and your client, date, UID number, a clear description of the work and VAT at the standard 8.1% rate. Download it, fill it in, send it.
Free · no sign-up · no email required
Both files share the same structure: six line-item rows, a totals block and a reminder of the mandatory details at the foot of the page. Pick Word if you write your invoices by hand, Excel if you would rather let the spreadsheet add up the lines.
Template preview
This is the exact structure of the downloaded file, shown here with sample content. The shaded areas are the ones you complete.
Your details
Atelier Rossier Sàrl
Rue du Simplon 14
1006 Lausanne
UID number: CHE-123.456.789
VAT number: CHE-123.456.789 MWST
INVOICE
Invoice number
2026-014
Client
Boulangerie Perret SA
Avenue de la Gare 3
1003 Lausanne
- Date
- 12.03.2026
- Due date
- 11.04.2026
- Reference
- Marketing website project
| Description | Quantity | Unit price | Total |
|---|---|---|---|
| Marketing website build (5 pages) | 1 | 2'800.00 | 2'800.00 |
| Scoping workshops | 2 | 150.00 | 300.00 |
| Copywriting | 5 | 100.00 | 500.00 |
| … | |||
- Total excl. VAT
- 3'600.00
- VAT 8.1%
- 291.60
- Total incl. VAT (CHF)
- 3'891.60
Mandatory details in Switzerland: name and address of supplier and client, date, UID number if VAT-registered, description of the service, amount and VAT rate applied.
What a Swiss invoice must contain
An invoice that serves as an accounting record — and above all one that lets your client reclaim input VAT — has to carry a defined set of details. The template provides for all of them; you only fill in the blanks.
- Supplier name and address
- The company name as registered in the commercial register, with the full postal address. An email address or phone number does not replace it.
- Client name and address
- The recipient of the service, with their address. This is what allows your client to book the cost in their own accounts.
- Invoice date
- The date of issue. Also state the date or the period of delivery or performance whenever it differs from the invoice date.
- UID number (CHE-…)
- If you are VAT-registered, your business identification number followed by the VAT marker, in the form CHE-123.456.789 MWST. If you are not registered, it does not belong on the invoice.
- Description of the service
- The nature, subject and extent of what was delivered or performed. "Various services" is not enough: the line has to make sense to an outside reader.
- Amount and VAT rate
- The net amount, the rate applied and the corresponding VAT amount. In 2026 the standard rate is 8.1%, the reduced rate 2.6% and the special accommodation rate 3.8%.
- Invoice number and payment terms
- Neither is required by VAT law, but a unique number and an explicit payment deadline save you reminders and disputes.
Invoicing without VAT
As long as your annual turnover stays below CHF 100,000, you are in principle not liable for VAT. You then invoice without it: simply delete the "VAT 8.1%" line from the template and show a single total. Two rules matter: never display a VAT number you do not hold, and never state a VAT amount or rate on the invoice, or you will owe it to the tax authority. A short note such as "Not subject to VAT" prevents any question from your client.
Filling in the template in 4 steps
Allow about ten minutes for the first invoice, two or three for the following ones once you have saved the file as your base.
- 1Complete the headerFill the "Your details" block with your company name, address and, if you are registered, your UID and VAT numbers. Then save the file under a generic name: this header will not change again.
- 2Add the client and the datesEnter the client's full address, the issue date, the payment due date and a useful reference such as a purchase order or project name. Assign a unique, sequential invoice number.
- 3List the work performedOne line per item: precise description, quantity, unit price, line total. The template provides six rows; add more by duplicating an existing row.
- 4Total it up and export to PDFCarry over the net total, apply 8.1% VAT if you are registered, then state the amount payable. Save the invoice as a PDF before sending it: a Word or Excel file remains editable by the recipient.
Why move to the QR-bill
Since 1 October 2022, the old red and orange payment slips are no longer accepted by Swiss banks: payment now runs through the QR-bill. A Word or Excel template cannot generate a payment QR code — that is its main limitation. Without one, your client has to retype the IBAN, the amount and the reference by hand, which lengthens payment times and invites mistakes.
- The QR code carries the IBAN, the amount and the reference: your client scans and confirms, with nothing to retype.
- Numbering, due dates and reminders are tracked for you, with no side spreadsheet to keep up to date.
- Every invoice goes out as a compliant PDF, archived and searchable, which makes handing documents to your accountant far simpler.
To Bill costs CHF 30 per month or CHF 300 per year, everything unlimited, with a 7-day free trial.
FAQ
Is the invoice template really free?
Yes. Both the Word and the Excel file download straight from this page, with no sign-up, no email address and no usage limit. You are free to edit them, add your logo and reuse them as often as you like.
Can I open the template without Microsoft Office?
Yes. The .docx file opens in LibreOffice Writer, Pages and Google Docs; the .xlsx file in LibreOffice Calc, Numbers and Google Sheets. Formatting may shift slightly between applications, but the structure stays the same.
Which VAT rate applies to my invoice in 2026?
The standard rate is 8.1%. The reduced rate of 2.6% covers food, medicines, books and newspapers among others. The special rate of 3.8% applies to accommodation services. If you are not VAT-registered, you charge no VAT at all.
Do I need a UID number if I am not VAT-registered?
No. The UID number followed by the VAT marker is only required of registered businesses. If you are not registered, leave that line empty or delete it, and show no VAT amount anywhere on the invoice.
Is a Word invoice enough to get paid in Switzerland?
It is legally valid, but it forces your client to type in your bank details themselves. Payment by scanning requires a QR-bill, which neither Word nor Excel can produce. That is why most freelancers move to an online tool once they issue more than a handful of invoices a month.