Ditching Excel: why switch to dedicated invoicing software?

Excel for invoicing: the limitations that hold back your business

Excel remains the tool of choice for many freelancers to manage their invoicing. Practical at first, it quickly shows its limits.

Formula errors are frequent. A misplaced copy-paste, a cell modified by mistake, and your totals become wrong. You sometimes only discover this after sending the invoice.

Traceability is problematic. Impossible to know who modified what and when. Versions multiply: invoices_2024.xlsx, invoices_2024_final.xlsx, invoices_2024_final_v2.xlsx.

Finding information takes time. Which invoice hasn't been paid? Which client owes how much? You have to open several files, check statuses manually.

These errors can cost dearly in time and credibility. To avoid common pitfalls, consult our article on the 10 most common invoicing mistakes.

The real hidden cost of Excel

Time spent on Excel accumulates without you realising it.

Creating an invoice manually takes 10 to 15 minutes. Add updating your tracking spreadsheets, client reminders, searching for information scattered across multiple files.

Easily count 2 to 3 hours per week. Over a year, that represents 100 to 150 hours.

Value this time at your hourly rate. At 80 CHF/h, you lose between 8,000 and 12,000 CHF per year on administrative tasks.

This time could be devoted to your core business, finding new clients, developing your activity.

Compliance risks in Switzerland

Switzerland imposes strict standards for invoicing. QR-invoices have been mandatory since 2020 to facilitate payments.

Generating a compliant QR-code manually is complex. You must respect a precise format, integrate the correct references, avoid structural errors.

Managing Swiss VAT adds a layer of complexity. Multiple rates, precise calculations, supporting documents to keep: Excel doesn't help you stay compliant.

During a tax audit, format or calculation errors can lead to penalties. The authorities require rigorous documentation.

With Excel, you take the risk of non-compliance without even knowing it.

What invoicing software changes in concrete terms

Dedicated invoicing software transforms your daily administrative work. The benefits are measurable from the first few weeks.

Before: you spend 15 minutes creating an invoice on Excel, checking formulas, generating a PDF, sending by email, noting in your tracking spreadsheet.

After: you create the same invoice in 2 minutes. The software automatically generates the compliant QR-code, calculates VAT, sends the invoice by email and updates the status.

Invoice automation eliminates repetitive tasks. Reminders go out automatically, numbers are generated without error, totals are always correct.

You gain visibility. A dashboard shows you at a glance your unpaid invoices, your monthly income, your overdue clients.

The difference is measured in hours saved and stress reduced.

Automation of repetitive tasks

Automation eliminates manual actions that take time without adding value.

Recurring invoices are generated automatically each month. No more need to copy last month's invoice and manually change the dates.

Payment reminders go out according to your rules: 7 days after the due date, then 14 days, then 30 days. Without you having to think about it.

Numbering is sequential and error-free. VAT calculations are instant and compliant.

Result: an invoice created in 2 minutes instead of 15. On 50 invoices per month, you save over 10 hours.

Discover how automated invoicing improves your customer relationships beyond simple time savings.

Real-time visibility of your cash flow

A centralised dashboard gives you an instant overview of your financial situation.

You see immediately: how many invoices are unpaid, what total amount is pending, what income is confirmed for the month.

Payment tracking is automatic. As soon as a client pays, the status updates. Some software offers bank reconciliation to automatically synchronise receipts.

On Excel, you have to update everything manually. Open the file, find the line, change the status, recalculate the totals.

With dedicated software, your financial visibility is permanent and reliable. You make better decisions thanks to up-to-date data.

To go further, consult our 7 strategies to improve your cash flow.

Client tracking and centralised history

An integrated client database centralises all information in one place.

Each client has their file: contact details, complete invoice history, payment statuses, total amounts invoiced.

You see at a glance which clients pay late, which are up to date, what your turnover is per client.

No more multiple Excel files: clients.xlsx, invoices_2024.xlsx, payments.xlsx. Everything is in one place, accessible in a few clicks.

Searching for information becomes instant. No more need to rummage through multiple tabs to find an invoice or check a payment.

Discover all the invoice management features on BePaid.

Criteria for choosing the right tool

Not all invoicing software is equal. Certain criteria are essential for Swiss businesses and freelancers.

Compliance with Swiss standards is non-negotiable. QR-invoices, VAT management, formats accepted by the authorities: check that the software meets local requirements.

Ease of use determines your adoption. A complex interface will waste your time and discourage you. Favour intuitive tools with a quick learning curve.

Pricing transparency avoids unpleasant surprises. Fixed prices, no hidden fees, possibility to test free before committing.

Value for money must match your real needs. No need for a solution at 100 CHF/month if you invoice 20 clients per month.

Evaluate your concrete needs before choosing. The following three criteria will help you make the right choice.

Compliance with Swiss standards

Compliance is the first criterion to check. Non-compliant software exposes you to administrative and tax risks.

The software must generate QR-invoices compliant with Swiss QR Code standards. Precise format, validated structure, compatibility with all Swiss banking systems.

Swiss VAT management must be integrated. Multiple rates (8.1%, 3.8%, 2.6%), automatic calculations, exports for VAT declarations.

Invoice templates must respect mandatory legal mentions in Switzerland.

This criterion is non-negotiable. Non-compliant software will waste your time and can lead to penalties during audits.

Ease of use and adaptation time

The interface must be intuitive. You don't have time to attend a three-day training course to invoice your clients.

The learning curve must be quick. Ideally, you create your first invoice in less than 10 minutes after registration.

Essential functions must be accessible in a few clicks. Creating an invoice, adding a client, checking payments: everything must be simple and obvious.

The possibility to test for free is important. You verify that the software meets your needs before committing.

Good software saves you time from day one, not after weeks of adaptation.

Pricing transparency

Prices must be clear and publicly displayed. No opaque pricing that depends on the number of users, invoices or hidden features.

A free version allows you to test without risk. Ideal for starting out or for very small businesses.

Value for money must be adapted to freelancers and SMEs. Avoid solutions at 80-100 CHF/month designed for large companies.

BePaid offers a free version (10 invoices, 5 clients) and a Premium subscription at 20 CHF/month. Fixed price, no hidden fees, with all features included.

Moving from Excel to software: practical steps

The transition from Excel to invoicing software is simpler than it seems. No need to switch everything at once.

Migration happens progressively. You start by importing your existing data: client list, current invoices. Most software accepts CSV files from Excel.

Then, you adopt the software for your new invoices. Old ones remain on Excel if necessary, whilst you finalise ongoing payments.

Adaptation generally takes 2 to 4 weeks. You familiarise yourself with the interface, adjust your processes, see the first time savings.

No stress or rush. A smooth transition allows you to adopt the software at your own pace.

Migrating your data

Importing your data from Excel is generally simple and quick.

Start by exporting your client list from Excel in CSV format. Name, address, email, VAT number: standard fields are compatible.

Import this file into your invoicing software. Most offer an import wizard that automatically matches columns.

For current invoices, you have two options: recreate them manually (quick if there are few) or continue tracking them on Excel until payment.

No need to redo everything. You recover the essentials in a few minutes and start afresh on a good foundation.

First steps and progressive adoption

Start by creating your new invoices on the software. Leave old unpaid invoices on Excel if you prefer, whilst you close them.

Test with a few clients first. You familiarise yourself with the interface, adjust your templates, verify that everything works as expected.

After a few days, you can switch completely. The transition happens naturally, without abrupt disruption.

Progressive adoption over 2 to 4 weeks allows you to keep control. You only abandon Excel when you're comfortable with the new system.

The change becomes simple and stress-free.

Excel has its advantages for starting out, but it quickly reaches its limits as soon as your business develops. Between data entry errors, time wasted on repetitive tasks, risks of non-compliance with Swiss QR-invoices and the absence of clear visibility on your cash flow, hidden costs accumulate quickly.

Switching to dedicated invoicing software isn't just about saving time. It's also about professionalising your image, automating your reminders, centralising your client data and securing your compliance. Migration is simpler than you think: a few hours are enough to import your data and get to grips with the tool.

With BePaid, you create compliant QR-invoices in a few clicks, track your payments in real time and automate your reminders. Free version available to test without commitment, then only 20 CHF/month. Test BePaid for free and discover how much time you could save each month.