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Guide

Invoicing for freelancers

Short assignments, multiple customers, changing rates: freelance invoicing is mainly about consistency. Here is how to structure yours, with an invoice containing a QR code ready in minutes instead of a spreadsheet you revisit every month.

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Hourly, fixed fee or day rate: choose the right unit

An hourly rate provides reassurance on small assignments, a fixed fee protects your margin on well-defined projects, and a day rate suits longer engagements. You can mix all three on the same invoice as long as every line remains clear to the customer.

A precise description prevents many questions: project name, relevant period, quantity and unit.

Deposits and recurring engagements

For a project lasting several weeks, a deposit when the order is placed followed by the balance on delivery smooths your cash flow. For a recurring customer, duplicating the previous month's invoice avoids re-entering data and keeps the same line structure.

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Keep track of what has been paid

A clear status for each invoice, draft, sent, paid or overdue, is a much better substitute for a spreadsheet. An invoice should switch to overdue automatically once the due date passes, while marking it as paid remains a manual action after you have checked the payment.

Questions fréquentes

How do I invoice a customer abroad?
Include their full details and country. Depending on the nature of the service, Swiss VAT may not apply. Check the place of supply before issuing the invoice.
Should I state a payment term?
It is not mandatory, but it is strongly recommended. Without a stated due date, the invoice is payable on receipt, which remains unclear for many customers.
Can I reuse my usual services?
Yes. An item catalogue with a description, price and VAT rate lets you add a service to each new invoice in one click.
How do I invoice a freelance workday?
Enter the quantity in days, the day rate and the relevant period. This is immediately clear to the customer and avoids discussions about the breakdown of hours.
Should travel expenses be invoiced separately?
Yes, on a separate line, with the number of kilometres or the agreed amount. An expense hidden in the service rate rarely goes unnoticed and creates unnecessary tension.

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