Invoicing software for Switzerland
Offers, invoices and reminders in one place.
InvoiceManager generates Swiss QR-bill PDFs, sends them by email, and keeps track of what has been paid and what has not.
The situation
Writing the invoice is not the hard part. Following up is.
Invoices get written in Word or a spreadsheet, numbering is kept by hand, and an unpaid one only surfaces when somebody works through the bank statements. Follow-ups rarely happen, and when they do, nobody can say afterwards exactly what went out or how it was worded. InvoiceManager collapses those three steps into one.
Lifecycle
Draft to payment, visible in one list
Every invoice runs through draft, sent and paid. Overdue is never set by hand. It is computed from the due date and the payment, so the list cannot claim something different from the books.
- Search, sorting and filters on status, customer, date range and amount
- Record a payment with its real value date, back-dated if needed
- Duplicate any document into a fresh draft
- Cancelled as a terminal state for issued invoices that were never collected
- Draft
- Sent
- Paid
- Overdue
Swiss QR-bill
A payment part the bank accepts
Every invoice is rendered as a PDF with a compliant Swiss payment part, receipt slip, account and amount included. The amount follows the document tax mode and discount, so the payment part and the totals line can never disagree.
- Payment part and receipt per the Swiss Implementation Guidelines
- Amount follows the tax mode, whether added on top or already included
- The PDF is re-rendered on every download, never served from a stale file
Shown with the test IBAN CH56 0483 5012 3456 7800 9 and an invented company.
Reminders and dunning
Follow up without having to remember
Reminders and dunning notices are created as sub-versions of the invoice and keep its number with a suffix. Whether one is due follows from the due date and the configured term. The invoice itself says whether it needs a reminder or has moved on to dunning.
- Term and fee configurable per level; the fee flows into the payment part
- Email templates per kind and per language, filled from the document
- Reminders are repeatable, so a second dunning notice is not a special case
- Can be raised manually, independent of due dates and order, when enabled
Document layouts
Eight layouts, and none of them is a picture
Invoices and offers are typeset on one of eight built-in layouts. Each can be customised: accent colour, font, table and totals style, header and footer text. The preview in the editor is not a mock-up. It is the real PDF, re-rendered.
Classic
Modern
Minimal
Statement
Change it and see what actually comes out
Accent colour, font, table and totals style, per-block visibility and the position of the header area: every change is re-rendered as a real PDF rather than approximated in the browser.
Creating a document
An invoice is made in one form
Pick the customer, enter the lines, done. Payment term, tax rate and tax mode come from the settings or from the customer and can be overridden per document. Totals are computed server-side from the line items, never from whatever the browser reports.
- Line items with quantity, unit and price; you define the units
- Tax added on top or already included, chosen per document
- A discount as a percentage or a fixed amount on the whole document
- Subject, free custom fields and letter texts per document, falling back to the defaults
- Offers
- Their own number range, their own PDF, converted into an invoice in one click. The offer itself is left untouched.
- Customers
- Auto-assigned customer numbers, their own document language, and a payment term and hourly rate that override the defaults.
The catalogue fills the lines in
Saved line items with article number, category, unit and price. Search them from the description or insert several at once, and every line stays a snapshot afterwards: changing a price in the catalogue later does not touch existing invoices.
Delivery and record
What went out, and exactly how it was worded
Invoices and dunning notices go out over SMTP straight from the application. Each document stores the subject, body, sender and recipient exactly as they were sent. Templates change, but what was sent stays reconstructible.
- Broadcast to any set of customers, with Markdown and attachments
- The recipient count is resolved and shown before anything is sent
- Each address is delivered individually, so one bad address never blocks the rest
- Three tabs: sent mails, sent invoices, sent reminders
Access
Roles, languages and the first run
Two roles, two languages, and a wizard that creates the account and the organisation on first start. Nothing more has to be set up before the first invoice goes out.
Interface in two languages
- Deutsch
- English
- Two roles
- Admin with full access, Viewer read-only. Enforced at route and data level, not merely hidden from the menu.
- First run
- A wizard creates the first administrator account and the organisation in one step, then closes itself off.
- The manual is inside
- A full user guide lives in the application itself, in German and English.
Would this fit how you work?
Tell us what you invoice today and where it hurts. You will get an honest read on whether InvoiceManager is the right tool for it.