The non-negotiable invoice fields
EU VAT Directive (2006/112/EC) and Swiss VAT law (MWSTG Art. 26) align on the core list: issuer's full name and address, recipient's full name and address, unique sequential invoice number, date of issue, date of supply (if different), quantity and clear description of goods/services, net unit price, VAT rate per line, total VAT, total gross. For B2B cross-border within the EU, both VAT identification numbers must appear.
Swiss-specific additions: the issuer's UID number (CHE-xxx.xxx.xxx) is required for any business turning over CHF 100,000+ annually. For reverse-charge supplies, the note 'Steuer geschuldet durch den Leistungsempfänger' or equivalent must be visible. Get any of these wrong and the customer can refuse to pay until you reissue.
The Swiss QR-bill
Since 1 October 2022, the orange and red payment slips are no longer accepted by Swiss banks. Every invoice payable in CHF or EUR through the Swiss payment system must use the QR-bill format — a structured QR code containing IBAN, amount, recipient and reference, printed at the bottom of the invoice or on a separate sheet.
Foreign suppliers invoicing Swiss customers in CHF should generate a QR-bill too. Without it, your customer's accounts-payable system can't auto-process the payment and you'll be paid slower — or not at all if it gets stuck in manual review. Most invoicing tools, including the EuroCalc invoice generator, produce a Swiss-compliant QR-bill automatically.
E-invoicing: the 2026–2027 rollout
Germany: from 1 January 2025, all B2B businesses must be able to receive e-invoices in a structured format (XRechnung or ZUGFeRD). Issuing follows in 2027–2028 by company size. Italy: full SDI mandate since 2019 — PDF/email is not legally an invoice for Italian B2B. France: receiving capability mandatory 1 September 2026, issuing phased 2026–2027.
For cross-border suppliers, this means PDF invoices via email are increasingly insufficient. Plan ahead: most modern invoicing platforms (and the EuroCalc generator) export both a human-readable PDF and a structured XML, covering you for the major European mandates.
Generate a compliant invoice in 60 seconds
The EuroCalc invoice generator covers Swiss QR-bill, EU VAT fields and multi-currency totals out of the box — no template fights.
Open the generator →Frequently asked questions
Do I need a VAT number to invoice as a freelancer?+
Switzerland: only if your annual turnover exceeds CHF 100,000. Germany (Kleinunternehmer): below €25,000 turnover you can invoice without VAT but must state the exemption. France micro-entrepreneur: VAT-exempt up to €37,500 (services) or €85,000 (goods).
What date counts as the invoice date for VAT?+
The tax point (date of supply) drives the VAT period, not the date you print the invoice. For services, it's typically when the service was completed; for goods, when delivered. Always state both dates if they differ.
Can I issue an invoice in a foreign currency?+
Yes, but the VAT amount must also be shown in your local currency converted at an official daily rate (ECB or national bank). Swiss invoices in EUR must show the CHF equivalent of the VAT.
How long do I need to keep invoices?+
Switzerland: 10 years. Germany: 10 years (8 for some categories). France: 10 years. Italy: 10 years. Store both the structured electronic version and a human-readable copy.
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