From Einzahlungsschein to QR-Rechnung: What Changed in Switzerland

Farewell Einzahlungsschein: The Evolution of Swiss Payments

Until September 30, 2022, the familiar orange and red Einzahlungsscheine were the standard for most Swiss transactions. For an artisan in Ticino, for instance, preparing an invoice meant ordering these forms, carefully filling them out, and ensuring legibility. The orange Einzahlungsschein, with its reference number (ESR), was crucial for structured payments. However, manual input of these numbers or potential errors in optical reading made the process time-consuming and prone to inaccuracies for many small businesses. The definitive discontinuation of this system, driven by SIX and PostFinance, made the switch to the QR-Rechnung mandatory for all Swiss companies.

This transition has eliminated the need to order special forms, significantly streamlining the process. Today, the payable part featuring the Swiss QR-code is printed directly on standard white A4 paper or sent via email as a PDF. For a plumber in Lucerne or a carpenter in Bern, this translates to reduced stationery costs and a drastic decrease in the typo errors customers might make when paying. The ability to generate invoices directly from your business software also means a faster turnaround, improving your cash flow.

Technical Structure: Einzahlungsschein vs. QR-Rechnung

Unlike the old Einzahlungsscheine, the payable section of the QR-Rechnung contains all necessary information for both human readability and digital capture via banking apps or scanners. Compliance with SIX directives mandates a precise layout in the lower part of the document, which includes:

• Recipient Section (left, 62 mm width, 105 mm height): Contains the credit account, debtor details, currency, and the exact amount; serves as a receipt for over-the-counter payments.
• Payable Part (right, 148 mm width, 105 mm height): Includes the Swiss QR-code (46x46 mm) with the Swiss cross at its centre, flanked by the human-readable information.
• Separation Line: If sent by post, a perforation or a continuous line with a scissor symbol is required for clean separation.
• Reference Type: The old PVR number has been replaced by the 27-digit QR-reference (in conjunction with a QR-IBAN) or the international Creditor Reference (ISO 11649).

A practical advantage over the past is the flexibility regarding the amount. Manual correction of the amount was not permitted on the old orange Einzahlungsscheine. With the new standard, payable parts can be generated without a fixed amount, allowing the customer to freely specify the sum due – for instance, for deposits or donations. However, in the daily operations of an artisanal business, the rule remains to indicate the exact balance in CHF with two decimal places.

Mandatory Information and Updated VAT Rates on Invoices

The QR-Rechnung simplifies the payment process but does not replace the formal requirements of the Swiss Federal Direct Tax Law (LIFD, Art. 26). When you issue an invoice for a repair or supply, the invoice text must contain clear administrative details to be fiscally valid. These include your full company name, business address, and your identification number (ID/UID) with the designation 'VAT'. As of January 1, 2024, updated VAT rates are in effect: 8.1% for the standard rate, 3.8% for accommodation, and 2.6% for essential goods and food. Each applied rate must be clearly distinguished from the net amount.

A precise description of the services rendered, the period of execution, and complete contact details of the client must also be visible. If the data in the invoice header does not match the data encoded in the QR-code, commercial clients might encounter issues with input tax deduction during a tax audit.

Automatic Bank Reconciliation with camt.053 and camt.054

A fundamental reason for the shift from the old Einzahlungsschein to the QR-Rechnung is the introduction of international banking standards ISO 20022. The old text files (V11), used for downloading PVR credits, have been replaced by XML messages in camt format. Banks and PostFinance provide two primary data streams: the camt.054 file, which reports details of individual credits in real-time or with daily updates, and the camt.053 file, representing the complete account statement.

By importing these files into your accounting software, incoming payments are automatically matched with the corresponding open invoice. This happens via the QR-reference number, rendering manual matching with e-banking unnecessary. If a payment doesn't arrive, managing reminders becomes simpler. For example, if an invoice of CHF 3,400.00 remains unpaid, the debtor is in default according to the Swiss Code of Obligations. Pursuant to Art. 104 CO, the creditor can claim default interest of 5% per annum from the due date, unless otherwise contractually agreed. A structured system calculates these amounts in reminders automatically and legally compliant.

Managing Daily Invoicing Without Complications

For many self-employed individuals and small business owners, the concern was the need to switch to complex and expensive management software. In reality, for the entire process – from quoting to invoicing (SIX compliant) and bank reconciliation – an easy-to-use and well-configured tool is sufficient.

An application accessible via browser, from a smartphone or computer, allows you to create documents directly on-site or in the workshop. It enables correct application of VAT rates (8.1%, 3.8%, 2.6%) and generates a PDF with the payable part, ready to be emailed or printed. This reduces the time between job completion and invoice issuance, improving your company's liquidity.

For detailed information on layout rules and operational procedures, consult our guide to creating a QR-Rechnung at https://pratiko.ch/guide/qr-rechnung-erstellen.