Automatic VAT for Swiss freelancers
Automatic VAT on every invoice, net tax rate or effective method, FTA-compliant export. From CHF 25/month.
Swiss VAT in Magic Heidi, at a glance
Five things any VAT-registered Swiss freelancer should know upfront.
Automatic VAT
8.1 %, 3.8 % or 2.6 % on every invoice, input VAT captured automatically from your receipts.
Both methods
Effective method or net tax rate, you switch in settings, no second tool needed.
FTA export
Quarterly or annual return exported in FTA format, numbers go straight into the online portal.
Multi-currency
EUR, USD, GBP converted to CHF automatically at the FTA monthly average rate.
Fair pricing
CHF 25/month on annual, free for your first invoices, 30-day money-back on Pro.
Try free for 30 days
All features, no credit card, no commitment.
Do you really need
VAT software?
Honest answer first: not every freelancer needs a dedicated VAT tool. Here's the decision framework we give to Swiss freelancers who call us.
You probably don't need software if
In these cases, a clean Excel template is enough. Skip the subscription.
- You earn under CHF 100,000 in annual revenue and haven't registered voluntarily
- You send fewer than 30 invoices a year, all to Swiss clients
- Your input-VAT-eligible expenses stay under CHF 2,000 a year
You need VAT software if
As soon as one of the following applies, a tool that automates the quarterly return earns its keep.
- You're VAT-registered (revenue over CHF 100,000 with taxable services)
- You registered voluntarily (mostly B2B clients or high investments)
- You bill in multiple currencies or serve foreign clients
- You lose an hour per quarter just hunting for receipts
Not sure if you need to register? Our complete VAT 2026 guide for Swiss freelancers covers the thresholds, voluntary registration and obligations in detail.
Swiss VAT in three steps, not three hours
Enter your VAT number once, automatic calculation on every invoice, quarterly export to the FTA.
Enter your VAT number once
Your UID/VAT number and accounting method (effective or net tax rate) go in your profile. Two minutes, once, done.
Automatic on every invoice
Magic Heidi picks the right rate (8.1 %, 3.8 %, 2.6 %) with your UID. For foreign clients, the reverse-charge note appears automatically. On receipts, the AI extracts date, amount and input VAT.
Export the quarter, file with the FTA
One click on 'Export VAT return' gives you revenue, input VAT and VAT owed. You transfer the numbers into the FTA portal and submit.
Effective method or net tax rate?
The simple rule that gets you to a decision in 30 seconds.
| If your input-VAT-eligible expenses are… | … choose | Why |
|---|---|---|
| under 10 % of revenue | Net tax rate | Lower industry-specific flat rate, no input VAT bookkeeping. |
| over 15 % of revenue | Effective method | Input VAT deduction returns more than the extra work costs. |
| in between (10–15 %) | Run both for one quarter | Magic Heidi shows both variants so you can see which is cheaper in black and white. |
Magic Heidi supports both methods. You switch in settings without losing your old data.
Note on commitment: the net tax rate locks you in for one year, the effective method for three. Don't switch every quarter, the FTA won't accept it.
VAT with foreign clients,
done properly, not roughly
This is where most freelancer tools fall short. Magic Heidi handles the two most common cases automatically.
B2B services exported abroad
No Swiss VAT on the invoice, with a reverse-charge note. You still report the revenue in your VAT return, under Position 221 (services with place of supply abroad).
- Magic Heidi detects the foreign address and adjusts the invoice note automatically
- Foreign currency converted to CHF at the FTA monthly average rate
- The SNB daily rate or your bank's rate also work, as long as you stay consistent
Invoices in EUR or USD to Swiss clients
Rare, but it happens. VAT is calculated normally, converted to CHF and reported as taxable revenue.
- The VAT rate stays the standard Swiss rate
- Conversion is automatic at the invoice date
- The invoice can stay in the foreign currency, the return runs in CHF
What you deliver to the FTA and what Magic Heidi prepares
A short list of concrete numbers. Here's what you fill in, and which lines Magic Heidi already has ready for you.
| FTA position | What it is | Magic Heidi delivers? |
|---|---|---|
| Total agreed/received considerations | Your revenue for the quarter | ✅ Yes, with method choice |
| Taxable turnover per rate (8.1 %, 3.8 %, 2.6 %) | Broken down per VAT rate | ✅ Yes |
| Input VAT on materials and services | From your captured receipts | ✅ Yes, automatic from receipts |
| Input VAT on investments and other expenses | From receipts marked as investments | ✅ Yes |
| Acquisition tax | If relevant, for foreign acquisitions | ✅ Yes, flagged |
| VAT owed | Result of the calculation | ✅ Yes, ready to submit |
You still file the final return yourself through the FTA portal. We don't submit anything in your name, you keep control and see exactly what gets delivered.
2026 deadlines: quarterly return 60 days after the end of the quarter. If you qualify for the annual return (SMEs up to CHF 5m revenue), the deadline is longer. Magic Heidi reminds you 10 days before the cut-off.
Magic Heidi versus other VAT software
We only compare what's measurable: price, features, target user. As of May 2026, based on public pricing.
| Criterion | Magic Heidi | bexio | KLARA | Banana | Smallinvoice | CashCtrl |
|---|---|---|---|---|---|---|
| Price/month (annual plan) | CHF 25 | CHF 35–55 | CHF 14–29 | CHF 6–12 (one-time) | CHF 12–29 | CHF 0 / 36 Pro |
| Net tax rate method | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Multi-currency | ✓ 50+ currencies | ✓ | ⚠ limited | ✓ | ✓ | ✓ |
| Native Mac/Win app | ✓ | ✗ web only | ✗ | ✓ | ✗ | ✗ |
| Freelancer-first | ✓ Yes, built by freelancers | ✗ Also SMEs with employees | ⚠ Partly | ✗ Bookkeeping knowledge required | ⚠ Partly | ✗ Complex feature set |
Magic Heidi isn't the right pick for everyone. If you have employees and need payroll, bexio is the honest recommendation. If you want to learn double-entry bookkeeping, Banana is cheaper. But if you're a solo freelancer in Switzerland and you want VAT handled automatically, this is exactly what we built.
More options: accounting software overview for the self-employed or the Magic Heidi price comparison.
Built by two freelancers who are VAT-registered themselves
Magic Heidi was built by Nathan and Léo, who did every quarterly return themselves, and lived through every Sunday-evening receipt hunt before the deadline. What we built is the software we wished we had. More about the team →
FAQs about VAT software for Swiss freelancers
Do I need VAT software as a Swiss freelancer if I earn under CHF 100,000?
Not necessarily, as long as you haven't registered voluntarily. With fewer than 30 invoices a year to Swiss clients, a good Excel template is fine. As soon as you serve foreign B2B clients, make investments, or get close to the threshold, software significantly simplifies the quarterly return.
How much does VAT software for freelancers in Switzerland cost?
Between CHF 9 and CHF 35 per month depending on features. Magic Heidi is CHF 25/month on the annual plan or CHF 30/month with no commitment. Comparable tools like bexio run CHF 35–55/month, KLARA CHF 14–29.
Can I file my VAT return directly with the FTA from Magic Heidi?
Magic Heidi exports your quarterly return in a format you can enter directly into the FTA online portal. The final filing happens at the FTA, we don't submit anything in your name. You keep control and see exactly what gets delivered.
Does Magic Heidi support the net tax rate method?
Yes. You switch in settings between effective method and net tax rate, and Magic Heidi calculates automatically based on your industry. Mind the FTA lock-in periods (1 year for net tax rate, 3 years for effective).
How does VAT work for invoices to foreign clients?
B2B services to foreign clients are typically invoiced without Swiss VAT (reverse charge applies at the client). You still report the revenue in your VAT return, under Position 221 (services with place of supply abroad), converted to CHF. Magic Heidi detects the foreign address, adapts the invoice note and handles the CHF conversion for the return. B2C or goods-like services follow different rules, ask your accountant if in doubt.
What happens if I cross the CHF 100,000 threshold mid-year?
You typically become VAT-registered from the start of the following year (retroactively to the current year in certain cases). Magic Heidi warns you as soon as your rolling annual revenue tops CHF 90,000, so you can register with the FTA in time.
Does Magic Heidi work on Mac, Windows, iPhone and Android?
Yes, Magic Heidi has native apps for Mac, Windows, iPhone, iPad and Android, plus a web app in the browser. One account, all devices, automatic sync.
Where is my data stored?
In Zurich, Switzerland. Data is encrypted at rest and in transit. You can download a complete ZIP archive of everything at any time, you're never locked in.
Handle VAT automatically, start today
Magic Heidi calculates VAT on every invoice, captures input VAT from your receipts and exports the quarterly return in FTA format. No bookkeeping knowledge needed. No credit card to try. 30-day money-back on the Pro plan.
Written by Nathan Ganser, co-founder of Magic Heidi and a Swiss freelancer since 2018. Last updated: 25 May 2026. This page is not a substitute for tax or legal advice, for questions specific to your situation, contact your accountant or the FTA directly.