How to use QR-invoices to speed up payments
Introduction
In Switzerland, the average payment period for invoices often exceeds 30 days. However, there is a simple solution to speed up your collections: the QR-invoice. Since its introduction in 2020, this system allows your customers to pay in seconds directly from their banking application, without having to manually enter the IBAN, amount or reference.
The principle is simple: a QR-code contains all the payment information. Your customer scans it with their smartphone, verifies the pre-filled data and validates the payment. No more input errors, delays due to missing references or incomplete transfers. Fast payment becomes the norm rather than the exception.
But creating a compliant QR-invoice is not enough. To truly speed up your collections, you need to choose the right tool, configure your information correctly and optimise your process. This guide shows you concretely how to set up your QR-invoices, which method to choose according to your situation, and how to optimise them to measurably reduce your payment times.
📌 Summary (TL;DR)
QR-invoices speed up payments by allowing your customers to scan a code and pay in seconds without manual entry. This guide shows you how to create compliant QR-invoices via invoicing software, an online generator or an API, then how to optimise them with automatic reminders and multiple payment options to reduce your collection times.
📚 Table of contents
What is a QR-invoice and why it speeds up payments
The QR-invoice has been the official invoicing system in Switzerland since July 2020. It definitively replaces the old orange (BVR) and red (BVR+) payment slips.
The principle is simple: a Swiss QR Code contains all the payment information (amount, beneficiary, reference). Your customer scans this code with their e-banking or mobile application, and all the data is filled in automatically.
Result: fast payment in seconds, with no risk of input errors. Studies show a reduction in payment times of 30 to 40% compared to traditional invoices.
To understand all the technical and regulatory details, consult our complete guide on the Swiss QR-invoice.
The mandatory elements of a compliant QR-invoice
To be accepted by all Swiss banks, your QR-invoice must comply with strict standards.
The QR-code must contain the following mandatory information:
- The beneficiary's IBAN or QR-IBAN
- The exact amount (or left open)
- The creditor's complete details
- The debtor's information (recommended)
- The structured reference (QRR or SCOR)
The payment section must measure exactly 55 x 210 mm and comply with the ISO 20022 standard. This compliance guarantees automatic reading by all banking systems.
A compatible software like BePaid automatically generates compliant invoices. To explore the technical aspects further, read our article on electronic invoicing and ISO 20022 standards.
How to create your QR-invoices: 3 methods
You have three main options for generating QR-invoices compliant with Swiss standards.
Each method corresponds to a different need: regular professional use, occasional invoicing, or technical integration into an existing system.
The choice depends on your invoicing volume, your budget and your automation needs. For most businesses and self-employed individuals, compatible software remains the most effective solution.
Here are the three detailed approaches.
Method 1: Use invoicing software (recommended)
A compatible software like BePaid automatically generates your compliant QR-invoices in a few clicks.
The procedure is simple: you create your invoice normally (customer, services, amount, VAT), and the QR-code is generated automatically with all the correct information.
Decisive advantages: guaranteed compliance, considerable time savings, automatic payment tracking, scheduled reminders, centralised history. No need to manually check each element.
BePaid offers a free version to test, then 20 CHF/month for unlimited use. Discover all the features on our invoice creation page.
Method 2: Free online generators
Several Swiss banks and websites offer free online QR-invoice generators.
These tools allow you to create an occasional invoice by filling in a form: you manually enter the IBAN, amount, details, and the QR-code is generated.
Important limitations: manual entry each time, no history, no payment tracking, no automatic reminders. Risk of input errors.
This solution is only suitable for very occasional use (1-2 invoices per year). As soon as you invoice regularly, software becomes essential.
Method 3: API integration for high volumes
Companies with existing IT systems (ERP, custom CRM) can integrate QR-invoice generation via API.
This technical procedure allows you to completely automate invoicing from your business tools. Invoices are generated directly from your management system.
Solution suited to high volumes or very specific processes. Requires technical development skills or the intervention of a service provider.
BePaid offers an API to connect your systems. If you use a CRM, consult our guide on CRM and invoicing integration.
Concrete steps to set up your QR-invoices
Switching to QR-invoices requires a few initial configuration steps. After that, creation becomes automatic.
The complete procedure takes about 30 minutes the first time. Once configured, you generate your invoices in less than 2 minutes.
Follow these three steps in order to start correctly and avoid common errors.
Step 1: Check your IBAN and choose your reference type
First decision: use your standard IBAN or request a QR-IBAN from your bank.
With a standard IBAN, you use a creditor reference (SCOR). With a QR-IBAN, you can use a structured reference (QRR), similar to the old BVR.
The QRR reference facilitates automatic payment reconciliation. If you receive many payments, request a QR-IBAN from your bank (free at most institutions).
For simple use, the standard IBAN with SCOR reference is perfectly adequate. Your compatible software automatically handles both formats.
Step 2: Configure your software or tool
In your compatible software, start by entering your company information in the settings.
Elements to configure:
- Company name and complete address
- IBAN or QR-IBAN
- Logo (optional but recommended)
- Default payment terms
- Applicable VAT rates (8.1%, 3.8%, 2.6%)
Then create a test invoice to verify that the QR-code is generated correctly. Scan it with your banking application to validate compliance.
With BePaid, this configuration takes 10 minutes maximum. Everything is guided step by step.
Step 3: Create and send your first QR-invoice
You are ready to create your first QR-invoice. The procedure is identical to a standard invoice.
Enter the information: customer, date, services or products, quantities, unit prices, VAT. The software automatically calculates the total and generates the compliant QR-code.
Send the invoice by email (PDF) or print it. To maximise your chances of fast payment, send it as soon as the service is completed, at the beginning of the week if possible.
The sending timing directly influences your deadlines. Consult our article on the right timing to get paid faster.
Optimise your QR-invoices to speed up payments even more
The QR-invoice already speeds up payments through its simplicity. But you can go further with a few simple optimisations.
These best practices increase your fast payment rate and reduce delays. They require no additional effort once implemented.
Three main levers: multiply payment options, improve presentation, and automate tracking.
Add multiple payment options
Don't limit yourself to the QR-invoice. Offer several payment methods for more flexibility.
Add an online payment link (bank card), TWINT, or PayPal directly in your invoice PDF. Some customers prefer to pay immediately by card rather than by transfer.
The more options you offer, the easier you make payment. Result: reduced deadlines and better collection rate.
BePaid makes it easy to add these options. To choose the right payment methods according to your business, read our guide on payment methods to offer.
Improve presentation and additional information
A clear and professional invoice gets paid faster than a confusing one.
Detail your services precisely: dates, descriptions, quantities, unit prices. Display the total amount and VAT clearly. Clearly indicate the payment deadline (30 days net, for example).
Add your complete contact details (telephone, email) to facilitate contact in case of questions. A personalised message like "Thank you for your trust" humanises the relationship.
These details reassure the customer and eliminate excuses for non-payment. Your compatible software allows you to create reusable professional templates.
Set up tracking and automatic reminders
Sending the invoice is not enough. Follow-up makes the difference between fast payment and delay.
Schedule automatic reminders: a friendly reminder 3 days before the due date, then follow-ups after the due date (D+7, D+15, D+30). Most customers pay after the first or second reminder.
Automatic bank reconciliation identifies received payments and updates the status of your invoices. No need to check manually.
BePaid completely automates this procedure: email reminders, real-time tracking, bank reconciliation. You save hours each month and improve your cash flow.
Common mistakes to avoid with QR-invoices
Even with a simple system, certain errors can block your payments.
Non-compliant QR-code: incorrect format, missing or poorly structured data. Result: the bank refuses the payment.
Incorrect IBAN: a simple typo makes the invoice unpayable. Missing amount or reference: the customer cannot pay automatically.
Incorrectly sized payment section: if the dimensions do not comply with the 55 x 210 mm, some scanners cannot read the code.
Consequences: payment delays, unprofessional image, time wasted on corrections. A compatible software like BePaid eliminates these risks by guaranteeing automatic compliance of each invoice.
QR-invoices now represent the Swiss standard for speeding up your collections. By simplifying the payment process for your customers, you reduce delays and input errors. The key to success lies in three elements: choosing a tool suited to your volume, respecting the mandatory elements to guarantee compliance, and optimising the presentation to facilitate action.
Whether you opt for invoicing software, an online generator or an API integration, the essential thing is to start quickly. The first results can be measured from the first invoices sent: faster payments, fewer reminders, better cash flow.
With BePaid, create your compliant QR-invoices in a few clicks, automate your reminders and track your payments in real time. The free version allows you to test with 10 invoices per month, with no commitment. Test today and see the difference in your payment times.
