Batch invoicing: benefits and methods for SMEs
Introduction
Do you invoice the same client several times a month? Are you wasting time creating individual invoices for each small service? Batch invoicing offers a simple and effective solution for grouping multiple interventions, hours or services on a single invoice.
This method considerably reduces your administrative burden. Instead of generating ten separate invoices, you create a single, detailed and complete one. Your client receives a clear document, your accounting gains in readability, and you recover time for your core business.
For Swiss SMEs and self-employed professionals who work with recurring clients, batch invoicing quickly becomes indispensable. It improves client management, facilitates the consolidation of accounting data and optimises your cash flow by grouping payments.
This practical guide explains concretely how to implement batch invoicing: which methods to choose according to your activity, how to structure your invoices, which tools to use to automate the process, and what precautions to take to remain compliant with Swiss standards.
📌 Summary (TL;DR)
Batch invoicing consists of grouping multiple services on a single invoice, reducing administrative time and simplifying accounting. Three main methods exist: by period, by project or by amount threshold. Implementation requires defining clear criteria, informing your clients and using suitable software to automate the process whilst complying with Swiss standards.
📚 Table of contents
What is batch invoicing?
Batch invoicing consists of grouping multiple services or deliveries on a single invoice for the same client. Instead of issuing an invoice after each intervention, you consolidate all the services provided over a given period or for a specific project.
This approach differs from recurring invoicing, which automates the issuance of periodic invoices at a fixed amount. Batch invoicing brings together variable services on a single invoice.
In Switzerland, it is particularly suited to hourly billed consulting services, recurring maintenance services, or multiple deliveries for the same client. A consultant can thus group all their monthly hours rather than invoicing each intervention separately.
Why opt for batch invoicing?
Batch invoicing brings concrete advantages to Swiss SMEs and self-employed professionals. It simplifies administrative management, improves financial visibility and reduces the workload related to issuing and tracking invoices.
Three main benefits justify this approach: administrative time savings, accounting simplification and improved cash flow.
Administrative time savings
Creating, sending and tracking a single monthly invoice instead of ten weekly invoices drastically reduces the time spent on invoicing. Fewer repetitive entries, fewer mailings, fewer reminders to manage.
Concrete example: a graphic designer who carries out 10 small services for the same client over a month issues a batch invoice instead of 10 individual invoices. They thus save several hours of administrative work each month.
Accounting simplification
A batch invoice generates a single accounting entry instead of multiple entries to process. Bank reconciliation becomes simpler: one payment corresponds to one invoice.
VAT management is also simplified. Instead of calculating and declaring VAT on ten separate invoices, you perform a single calculation. Fewer entries means fewer risks of error and time saved during monthly or quarterly closing.
Improved cash flow
Grouping services offers better visibility on invoiced amounts. Rather than receiving multiple small dispersed payments, you collect more substantial amounts at regular intervals.
This approach reduces bank transaction fees, particularly for card payments. Payment tracking becomes more efficient: fewer invoices to monitor, fewer risks of forgetting an unpaid invoice in the mass.
Batch invoicing methods suited to Swiss SMEs
Several approaches exist for implementing batch invoicing. The choice depends on your activity, your client relationship and your cash flow needs. Here are the three most common methods in Switzerland.
Batch invoicing by period
This method consists of grouping all services provided during a defined period: week, month or quarter. It is perfectly suited to continuous services such as consulting, IT maintenance or customer support.
Example: a web agency that regularly intervenes for a client invoices monthly for all hours worked. At the end of each month, it consolidates the interventions on a detailed invoice specifying the dates and descriptions of each service.
This approach offers predictability for the client and simplifies administrative management for the service provider.
Batch invoicing by project or assignment
Here, you consolidate all services related to a specific project on a final invoice or at intermediate milestones. This method adapts to projects with multiple deliverables spread over time.
A developer can thus invoice all phases of a project (design, development, testing) on a final invoice, or issue interim invoices at each validated milestone.
Rigorous tracking of services becomes essential to justify the invoiced amounts and maintain transparency with the client.
Batch invoicing by amount threshold
This approach accumulates services until reaching a minimum amount before issuing an invoice. It avoids micro-invoices of a few dozen francs that burden administrative management.
Example: a freelancer who invoices as soon as the cumulative services reach CHF 500. For an occasional client, this can mean an invoice every two months rather than a dozen small invoices.
However, be careful of the impact on cash flow. Waiting for too high a threshold can create significant payment delays. This method is better suited to occasional services than to regular collaborations.
How to implement batch invoicing: practical steps
Implementing batch invoicing requires methodical preparation. Here are the four essential steps to succeed in this transition and avoid common pitfalls.
Define your grouping criteria
Start by analysing your activity to identify which services lend themselves to grouping. A consultant will probably invoice by period, whilst an architect will favour invoicing by project.
Establish clear rules: which method for which type of client or service? A large account may prefer monthly invoices, whilst an occasional client will better accept invoicing by project. Consistency facilitates your management and your clients' understanding.
Inform your clients in advance
Transparency avoids misunderstandings. Clearly communicate your batch invoicing method before starting the collaboration. Specify the frequency of invoice issuance and the grouping terms.
Integrate this information into your general terms and conditions of sale or your service contracts. An informed client will better accept receiving a monthly invoice of CHF 2,000 than a surprise at the end of the quarter.
Track your services with precision
Batch invoicing requires rigorous tracking of each service. Systematically note the date, description and time spent or amount of each intervention.
Use a suitable system: timesheet for hourly services, tracking spreadsheet for deliverables, or project management software. This traceability allows you to justify each line of your batch invoice and respond to any questions from your clients.
Detail your batch invoice
A batch invoice must clearly list each service with its date, precise description and amount. Transparency reassures the client and facilitates invoice validation.
Comply with Swiss legal obligations: mandatory mentions, VAT number, correct VAT calculation according to applicable rates. A clear structure with subtotals by type of service improves readability. Example: group all consulting hours, then all development hours.
Tools and software to automate batch invoicing
Suitable invoicing software considerably simplifies the implementation of batch invoicing. Essential features save time and avoid errors.
Essential features of invoicing software
Good invoicing software must offer centralised client management to easily group services by client. The ability to add multiple invoice lines with detailed descriptions is indispensable.
Tracking services not yet invoiced avoids oversights. Automatic calculation of Swiss VAT according to current rates (8.1%, 3.8%, 2.6%) reduces errors. Generation of QR-invoices compliant with Swiss standards facilitates payments.
Integration with a CRM can also improve client management and service traceability.
How BePaid simplifies batch invoicing
BePaid allows you to add an unlimited number of invoice lines on each invoice. You can precisely detail all your services with dates and descriptions.
Centralised client management facilitates the grouping of services. Payment tracking helps you quickly identify unpaid invoices. The generated QR-invoices comply with Swiss standards and accelerate collections.
Accounting exports simplify the transmission of data to your fiduciary. The free version allows you to test these features with up to 10 invoices and 5 clients. The Premium version at CHF 20/month removes these limits.
Points of attention and best practices
Batch invoicing requires some precautions to avoid common pitfalls. Three aspects deserve particular attention to guarantee the success of this approach.
Respect payment deadlines
Do not group your invoices over excessively long periods. Waiting three months before invoicing can create cash flow problems, particularly for small structures.
Find the right balance between administrative simplification and liquidity needs. For large amounts, favour monthly invoicing. For small services, quarterly grouping may suffice. Adapt the frequency according to your financial situation.
Manage VAT correctly
Apply the correct VAT rate for each service: 8.1% for the standard rate, 3.8% for accommodation, 2.6% for certain essential goods. A batch invoice can contain services at different rates.
In this case, clearly separate the lines according to their applicable rate. Calculate VAT separately for each group of services. This rigour avoids errors during your VAT declaration and guarantees compliance with Swiss deductibility rules.
Adapt the method according to the client
Not all clients have the same expectations regarding invoicing. Large accounts with structured accounting departments often prefer to receive regular monthly invoices.
Small clients or one-off projects better accommodate invoicing by project or by threshold. Remain flexible and adapt your approach according to the relationship and preferences of each client. Communication remains the key to finding the rhythm that suits both parties.
Batch invoicing represents a concrete lever for reducing your administrative burden and improving your cash flow. By grouping your services by period, by project or by amount threshold, you reduce the number of invoices to issue whilst maintaining clear and compliant accounting.
The success of this method rests on three pillars: grouping criteria adapted to your activity, transparent communication with your clients, and rigorous tracking of your services. VAT and payment deadlines must remain at the centre of your concerns to avoid any compliance problems.
Suitable invoicing software transforms this organisation into an automatic process. BePaid allows you to create your batch invoices in a few clicks, with precise tracking of each service and automatic management of Swiss VAT. Try BePaid for free and simplify your invoicing today.
