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Guide

Invoicing for consultants

Consulting engagements often go through an accounts department. The invoice with a QR code therefore needs to be precise, traceable and easy to match to a purchase order, which an improvised word-processing document does not provide.

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Make the invoice easy to match

Add the customer's internal reference, the project name and the service period. These three details are usually enough to unblock a payment in a structured organisation.

If the customer uses purchase orders, copy the number exactly as provided. An invoice without this reference can remain blocked for several weeks.

Fees and recharged expenses

Always separate fees from expenses. Travel, accommodation and subcontracting should appear on separate lines with the corresponding VAT rate. The total remains easy to read, and a discussion about expenses does not call the entire invoice into question.

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A document that inspires confidence

A logo, restrained layout and properly aligned amounts are part of the job. On engagements worth several thousand francs, the quality of the document contributes to how your service is perceived.

Questions fréquentes

What VAT rate applies to consulting services?
The standard rate of 8.1% applies to most consulting services supplied in Switzerland if you are VAT-registered.
How should I invoice an engagement spread over several months?
Invoice in monthly instalments and state the service period. Cash flow is more regular and the customer approves the work as it progresses.
Can I add special terms?
Yes. A footer can show your payment terms, engagement reference or any other information useful to the customer.
How should I invoice a fixed-fee engagement in stages?
Split the engagement into milestones announced in the proposal, then invoice each completed milestone with a reference to the relevant phase. The customer can follow progress and your cash flow remains regular.
What document should I provide to substantiate consulting hours?
A simple record of dates, topics covered and hours, attached to the invoice, is enough in the vast majority of cases and heads off requests for clarification.

Autres guides

Consulting invoices without friction

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