Electronic invoices and bank integration
Introduction
Every payment received must be matched with the corresponding invoice. For many businesses, this means hours spent comparing bank statements with outstanding invoices. A repetitive, time-consuming task prone to errors.
Bank integration with your electronic invoicing system changes the game. By directly connecting your bank account to your invoicing software, payments are automatically identified and matched with the correct invoices. The QR code on Swiss QR invoices plays a central role here: it contains a unique reference that enables instant matching.
This automation goes beyond simply saving time. It gives you real-time visibility of your cash flow, reduces payment delays through more accurate tracking, and eliminates manual entry errors. For SMEs and freelancers managing dozens of invoices each month, it's a tangible change in daily management.
This guide explains how automatic bank reconciliation works, which integration methods exist in Switzerland, and how to set up this connection with your invoicing software. From practical steps to best practices, you'll know everything needed to automate your reconciliations.
📌 Summary (TL;DR)
Bank integration connects your account to your invoicing software to automate reconciliation between received payments and issued invoices. Thanks to the QR code on Swiss invoices, payments are automatically identified and matched, which eliminates manual entry and provides real-time visibility of your cash flow.
Several methods exist in Switzerland: direct API connection, import of camt.053/054 files, or bank aggregators. Implementation requires checking your bank's compatibility, configuring the connection and testing with a few invoices before extending it more widely.
📚 Table of contents
- What is bank integration for electronic invoicing
- The tangible benefits of automatic reconciliation
- How automatic bank reconciliation works
- The different bank integration methods in Switzerland
- Setting up bank integration: practical steps
- Best practices to optimise your bank reconciliation
- Bank integration and other automations
What is bank integration for electronic invoicing
Bank integration connects your invoicing software to your bank account to automatically retrieve statements and identify received payments.
Unlike a simple invoice export, this connection enables bidirectional synchronisation: your software queries bank transactions and automatically matches each payment to the corresponding electronic invoice.
In Switzerland, this integration relies on standardised norms such as ISO 20022 and the camt.053 and camt.054 formats to guarantee compatibility with all banks.
The tangible benefits of automatic reconciliation
Automatic reconciliation between your invoices and bank statements transforms the daily management of your cash flow.
This automation delivers three major benefits that directly impact your operational efficiency and customer relationships.
Time saved on manual entry
A freelancer receiving 30 payments per month saves approximately 2 hours of manual entry each week thanks to automatic reconciliation.
No more entry errors, no more tedious line-by-line checks. The system instantly identifies which payment corresponds to which invoice.
This freed-up time can be devoted to your core business rather than repetitive administrative tasks.
Real-time visibility of your cash flow
You know immediately which invoices are paid as soon as the transfer arrives in your bank account.
This instant visibility enables you to make informed decisions about your investments and expenses.
You also avoid sending reminders to customers who have already settled their invoice, which preserves the quality of your business relationships.
Reduction in payment delays
Rapid identification of genuinely unpaid invoices enables automatic reminders to be triggered only for truly overdue debts.
This precision improves your collection rate without damaging customer relationships through inappropriate follow-ups.
Customers appreciate receiving relevant and professional communications, which strengthens mutual trust.
How automatic bank reconciliation works
Automatic bank reconciliation relies on the precise identification of each payment received and its association with the corresponding invoice.
This process depends on two essential technical elements: the Swiss invoice QR code and the matching algorithm that compares bank data with your invoice database.
The role of the QR code in payment identification
The Swiss QR invoice contains a unique structured reference (QR-IBAN + reference number) that automatically identifies the payment.
When your customer pays via their e-banking, this reference is automatically transmitted in the transfer data.
Your invoicing software retrieves this reference from the bank statements and instantly finds the corresponding invoice.
This method is infinitely more reliable than traditional transfers where the customer manually enters a payment communication that is often incomplete or incorrect.
Automatic matching: invoice and payment
The matching algorithm compares the amount received, the reference and the payment date with your list of outstanding invoices.
Simple cases (exact amount, correct reference) are processed automatically within seconds.
More complex situations such as partial payments, rounding differences or deposits sometimes require quick manual validation to confirm the association.
The different bank integration methods in Switzerland
Three main methods enable you to connect your invoicing software to your Swiss bank.
Each approach offers specific advantages depending on your transaction volume, your bank and your automation needs.
Direct API connection with Swiss banks
The main Swiss banks (PostFinance, UBS, Credit Suisse, Raiffeisen) offer APIs that enable a direct and secure connection.
This method provides real-time synchronisation: as soon as a payment arrives, your software is automatically notified.
Limitation: not all banks offer a public API, and some charge monthly fees for this service. Check availability and conditions with your banking institution.
Import of camt.053 and camt.054 files
The ISO 20022 format defines two types of standard files: camt.053 for account statements and camt.054 for debit/credit advices.
Simple process: you download the file from your e-banking and import it into your invoicing software.
Major advantage: compatible with all Swiss banks without exception. Disadvantage: semi-manual process that requires regular action on your part.
Bank data aggregators
Specialised third-party services connect simultaneously to multiple banks and centralise your financial data.
Particularly useful solution if you manage multiple bank accounts or work with banks that don't offer a direct API.
Points to consider: verify the aggregator's compliance with Swiss data protection standards and its FINMA certification. Also evaluate the monthly costs of these intermediary services.
Setting up bank integration: practical steps
Configuring bank integration takes place in three simple steps that generally take less than 30 minutes.
Follow this methodical process to guarantee successful implementation from the first attempt.
Check your bank's compatibility
Contact your bank to verify three essential points: API availability, supported file formats (camt.053/054), and any fees.
The main Swiss banks (PostFinance, UBS, Raiffeisen, Cantonal Bank) all support at minimum the export of ISO 20022 files.
Also request the necessary credentials or certificates if you opt for a direct API connection.
Configure the connection in BePaid
In BePaid, access the bank reconciliation settings from your dashboard.
Choose your connection method: direct API (if available) or camt file import. For API, enter your banking credentials provided by your institution.
BePaid automatically generates compliant QR invoices that facilitate payment identification. Configuration takes just a few minutes.
Test with a few invoices
Start with 5 to 10 invoices to validate the process before extending it to all your invoicing.
Verify that received payments are correctly identified and matched with the right invoices in the system.
If necessary, adjust the matching parameters (amount tolerance, processing delays) before handling a larger volume.
Best practices to optimise your bank reconciliation
Three essential practices maximise the efficiency of your automatic reconciliation system.
These simple recommendations guarantee a matching rate above 95% and drastically reduce manual interventions.
Always use compliant QR invoices
The compliance of your QR invoices is essential to guarantee automatic payment identification.
Avoid simple PDF invoices without QR codes: your customers will have to manually enter references, which generates errors.
BePaid automatically generates QR invoices compliant with Swiss standards for every invoice you create.
Synchronise your statements regularly
Recommended frequency: daily for businesses with more than 10 payments per week, weekly for lower volumes.
API connections synchronise automatically without intervention. For manual camt file imports, create a fixed routine (every Monday morning, for example).
Manage special cases
Partial payments, overpayments or transfers without references require occasional manual processing.
In BePaid, you can manually match an unidentified payment to the corresponding invoice in just a few clicks.
Always keep a note explaining the manual adjustment to facilitate subsequent accounting checks and maintain a clear audit trail.
Bank integration and other automations
Bank integration becomes even more powerful when combined with other automations in your business management.
Two strategic connections multiply the efficiency of your electronic invoicing system.
Link with your CRM
The connection between your CRM and your invoicing system creates a complete view of the customer cycle: quote → invoice → payment → commercial follow-up.
When a payment is automatically identified, the information instantly flows back into the customer record in your CRM.
Your sales team thus has an overview of financial relationships with each customer. Discover how to integrate your CRM with your invoicing.
Automate recurring invoices
For subscriptions and monthly services, combine automatic generation of recurring invoices with bank reconciliation.
The system generates the invoice on the 1st of the month, sends it to the customer, then automatically identifies the payment a few days later.
100% automated end-to-end process: you only intervene to handle exceptions (missing payments, price changes). Ideal for subscription-based business models.
Bank integration transforms your electronic invoicing into a genuine financial management tool. No more manual entry of payments and hours lost searching for which invoice corresponds to which transfer. With automatic reconciliation, you save time, reduce errors and obtain real-time visibility of your cash flow.
The QR code on compliant Swiss invoices plays a central role in this process: it enables automatic payment identification and considerably simplifies reconciliation. Whether you use an API connection, camt.053 files or a bank aggregator, implementation remains accessible even for small organisations.
Automation doesn't stop there: combine bank integration with your recurring invoices and your CRM to create a complete system that frees you from administrative tasks. Test BePaid for free and configure your bank integration in just a few minutes to start automating your payment tracking today.
