How to create custom invoice templates
Introduction
Are you wasting time recreating your invoices every time? Do your documents lack visual consistency from one client to another? A custom invoice template solves both these problems at once.
A good template combines legal compliance and visual identity. It includes all the mandatory elements according to Swiss legislation whilst reflecting your brand image. Result: you create professional invoices in just a few clicks, without forgetting any legal mention.
Customisation goes far beyond a simple logo. It encompasses structure, colours, typography and the organisation of information. A well-designed template makes reading easier for your clients and speeds up their accounting processing.
This guide shows you how to create templates adapted to your needs. You'll discover the mandatory elements, design best practices, and how to structure different templates according to your services. Whether you invoice recurring services or one-off projects, you'll have the keys to create effective and compliant templates.
📌 Summary (TL;DR)
A custom invoice template combines Swiss legal compliance and visual identity to create professional documents quickly. This guide details the mandatory elements, branding best practices (logo, colours, typography), and concrete steps to structure your templates.
You'll learn to create different templates according to your needs (services, clients, recurring invoices) and to avoid common mistakes such as visual overload or forgetting legal compliance.
📚 Table of contents
Why create a custom invoice template
A custom invoice template saves you 10 to 15 minutes per invoice. You no longer start from scratch each time: your contact details, your logo, your payment terms and your IBAN are already in place.
Beyond saving time, customisation strengthens your professional image. Your clients immediately recognise your documents and perceive a reassuring visual consistency.
A good template also reduces errors: mandatory legal mentions are pre-filled, calculations automated. Automated invoicing even improves your customer relationships.
The mandatory elements to include in your template
Whatever your customisation, certain mentions are mandatory in Switzerland:
- Your complete contact details (company name, address)
- Your VAT number if you are registered
- A unique and sequential invoice number
- The issue date
- Detailed description of services
- Amounts excluding VAT, VAT and including VAT
- A QR-invoice compliant with Swiss standards
These elements must appear in all your templates. For complete details, consult our guide on compliant invoices in Switzerland.
The branding elements to customise
Once the mandatory mentions are in place, customisation of your invoice template begins. Three key elements define your visual identity: the logo, colours and typography, and your contact details.
This customisation transforms an administrative document into a professional communication tool. It strengthens recognition of your brand at every interaction with your clients.
Logo and header
Place your logo in the top left corner or centred at the top of the page. These positions guarantee immediate visibility without cluttering the document.
Use a minimum resolution of 300 DPI for printing. PNG formats (with transparent background) or JPG are accepted by most tools.
Avoid logos that are too large: they should not occupy more than a quarter of the header height. An oversized logo harms the readability of essential information.
Colours and typography
Limit yourself to 2-3 colours maximum, consistent with your brand guidelines. Too many colours create visual confusion and harm professionalism.
Favour sufficient contrast between text and background to guarantee readability. Professional fonts (Arial, Helvetica, Roboto) remain the safest.
Test your template in black and white printing: colours must remain distinguishable even without colour. Some clients still print their invoices.
Contact details and contact information
Clearly structure your complete contact details: company name, postal address, telephone, email, website and VAT number. This information must be immediately identifiable.
Place them in the header or footer depending on your layout. The header suits templates with centred logos better, the footer suits logos on the left.
Always include your IBAN and bank details. Facilitating payment speeds up settlements and reduces questions from your clients.
How to create your template step by step
Creating an effective invoice template follows a structured five-step method. This approach ensures you don't forget any essential element and that your template remains compliant.
Take the time to prepare each step properly. A well-designed template from the start will save you repeated adjustments and errors on your invoices.
Step 1: Gather your information
Before creating your template, prepare all the necessary elements:
- Your logo in high resolution (PNG or JPG)
- Your complete and up-to-date contact details
- Your IBAN and bank details
- Your VAT number if applicable
- Your standard payment terms (deadline, late payment penalties)
- Legal mentions specific to your sector
Also prepare your recurring formulations: thanks, polite phrases, footnotes.
Step 2: Choose your creation tool
Several options are available to you for creating your template:
Dedicated invoicing software (such as BePaid): guarantees automatic compliance, generates the QR-code and automates calculations. It's the safest solution.
Design tools (Canva, Adobe): offer great creative freedom but require manual verification of legal compliance.
Word processor or Excel: flexible but time-consuming and without automatic QR-code generation. Discover BePaid's invoicing features.
Step 3: Structure the layout
A good structure facilitates reading and processing of your invoice:
- Header: logo and your contact details
- Recipient area: clear and well-defined
- Services table: aligned and readable columns
- Amounts summary: clearly visible, aligned to the right
- QR-invoice: at the bottom of the page
Leave white spaces to aerate the document. If you send your invoices by post, consider the folding area.
Step 4: Add variable fields
Distinguish fixed elements from variable fields in your template:
Fixed elements: logo, your contact details, payment terms, legal mentions. They remain identical on all your invoices.
Variable fields: client name and address, invoice number, date, description of services, amounts, VAT. This data changes with each invoice.
In invoicing software, these fields fill in automatically. Identify them clearly to avoid copy-paste errors if you use a manual template.
Step 5: Test and adjust
Create a test invoice with real data. Check the readability of each element, the overall visual balance and column alignment.
Test printing in PDF and on paper. Some colours or font sizes that work on screen become illegible once printed.
Have your template proofread by a colleague or trusted client. An outside perspective often spots details you've missed. Adjust spacing and sizes if necessary.
Creating templates for different use cases
A single invoice template is not always enough. Depending on your activity, you invoice differently: hourly services, product sales, subscriptions, B2B or B2C clients.
Creating several templates adapted to each situation saves you time and improves clarity for your clients. Each template remains visually consistent but adapts its structure to specific needs.
Templates by type of service
Adapt the structure of your table according to what you invoice:
Hourly services: add a column for hours worked and hourly rate. Ideal for consultants and freelancers.
Product sales: include quantities, unit prices and product references. Essential for businesses.
Packages and subscriptions: mention the period covered and renewal terms. To optimise this type of invoicing, consult our guide on project tracking and invoicing.
Templates by type of client
The tone and mentions vary according to your contact:
B2B vs B2C: professional invoices include more details (order references, cost centres). Invoices for individuals remain simpler.
Swiss vs international clients: VAT mention differs. For clients outside Switzerland, specify the applicable tax arrangements.
Recurring vs one-off clients: simplify for regulars, provide more detail for new clients.
Templates for recurring invoices
Subscription or recurring service invoices require specific mentions:
- The frequency (monthly, quarterly, annual)
- Automatic sequential numbering
- Cancellation conditions and notice periods
- The direct debit or due date
Invoicing software automates these recurring sends. Discover how to manage your recurring invoices with BePaid.
Common mistakes to avoid
Even with good intentions, certain errors frequently recur when creating invoice templates. These pitfalls compromise the readability, compliance or effectiveness of your documents.
Identifying these errors before finalising your template will save you tedious corrections and problems with your clients or tax authorities.
Visual overload
Too many colours, fancy fonts or an oversized logo harm the professionalism of your invoice. The document becomes difficult to read and loses its credibility.
An invoice remains above all an administrative document, not a marketing medium. Apply the principle of simplicity: each visual element must have a clear function.
Favour clarity and readability. A sober and well-structured template inspires more confidence than an overly elaborate design.
Forgetting legal compliance
Customisation must never be at the expense of compliance. All mandatory mentions must remain present and readable, even with an elaborate design.
The QR-code deserves particular attention: it must comply with current Swiss standards, with the correct size and positioning. A non-compliant QR-code makes your invoice invalid.
Never sacrifice compliance for aesthetics. If in doubt, consult legal requirements or use software that guarantees automatic compliance.
Neglecting the printed version
What works on screen doesn't always render well when printed. Some colours change, some text becomes too small or blurry.
Check printing margins: printers cannot print to the edge of the sheet. Leave at least 1 cm margin on all sides.
Imperatively test the QR-code after printing. It must remain perfectly scannable, even if the print quality is not optimal. An illegible QR-code blocks payment.
Not planning for evolution
A template that is too rigid poses problems as soon as you need to add an extra line, mention a discount or manage a deposit. The structure must remain flexible.
Plan space for special cases: additional notes, specific conditions, exceptional mentions. These situations occur more often than you think.
Good invoicing software allows this flexibility whilst maintaining visual consistency. You adapt the content without breaking the layout or losing legal compliance.
How BePaid simplifies the creation of custom templates
BePaid facilitates customisation of your invoice templates without compromising legal compliance. Add your logo in just a few clicks, customise colours according to your brand guidelines and adapt fields according to your needs.
The QR-code compliant with Swiss standards is generated automatically. You save several templates for different use cases and duplicate your existing invoices to save time.
Custom templates are accessible from the free version (limited to 10 invoices) and unlimited with the Premium offer at 20 CHF/month. Compliance remains guaranteed whatever your customisation.
A custom invoice template reflects your professionalism and strengthens your brand identity whilst guaranteeing legal compliance. By including mandatory mentions, taking care of your branding and clearly structuring information, you create invoices that inspire confidence and facilitate payment.
The key to success lies in the balance between visual customisation and practical functionality. Adapt your templates according to your specific needs, test them in real conditions and evolve them with your activity.
With BePaid, create your custom templates in just a few clicks. Add your logo, customise colours, automatically integrate the Swiss QR-code and generate compliant invoices without technical effort. The free version allows you to test with 10 invoices and 5 clients. Create your first custom template today and send invoices that reflect you.
