Get started for freeLogin
Invoicing

From draft to QR invoice

The invoice module forms the conclusion of all operational business processes. It summarizes rendered services, materials and expenses and creates legally compliant invoices with Swiss QR-Bill from them. With line item groups, multiple VAT rates, status workflow and snapshot principle for audit-proof documents.

All features
FlowBillInvoicesQR-Bill & PDF

  • Line item groups

  • Swiss QR invoice

  • VAT calculation

  • Status workflow

  • Snapshot principle

  • Recurring invoices

  • Position groups & sources
  • Swiss QR invoice
  • VAT calculation
  • Status workflow
  • Snapshot principle
  • Recurring invoices
01

Position groups & sources

Invoice line items can be structured in groups – for example Web Development, Hosting & Infrastructure or Consulting. Each group has a title, an optional description and a subtotal. Line items without a group appear without a header. The line items can be adopted from various sources: from time tracking for hourly projects, from quote line items for fixed-price projects – including management of the billing status – as well as from service, from material or as a manual line item without master data reference. This keeps invoice creation flexible and adapts to the project's billing model.

02

Swiss QR invoice

FlowBill supports the official Swiss QR invoice standard. The QR payment section is automatically inserted at the bottom of the invoice PDF when finalizing – with payment recipient, IBAN or QR-IBAN, reference, invoice amount and Swiss QR code. Prerequisites are activated QR invoice in the organization settings and valid payment information. The generated invoices are compatible with Swiss banks and e-banking systems.

03

VAT calculation

FlowBill supports multiple VAT rates within the same invoice – for example 8.1% for consulting, 2.6% for books or 0% for export. Tax is calculated per line item and then grouped by tax rate. Organizations below the statutory VAT threshold can work entirely without VAT – the tax rate is automatically set to 0% and no VAT lines appear on the invoice.

04

Status workflow

Each invoice goes through a defined lifecycle: Draft, Open, Partially paid, Paid, Overdue and Cancelled. The invoice number is only assigned when finalizing – this prevents gaps from discarded drafts. Already finalized invoices cannot be edited but only cancelled. Payments and partial payments can be recorded manually per invoice – with payment date, amount, payment method and optional reference. The payment status is automatically calculated from this and cannot be changed manually.

05

Snapshot principle

When finalizing, all billing-relevant information is permanently copied – customer name, address, service descriptions, unit prices, VAT rates and line items. After finalization, there is no longer a live connection to the master data. Changes to customers, services or materials never influence already created invoices. The PDF is created exactly once and stored in storage. This keeps historical invoices audit-proof and unchanged.

06

Recurring invoices

Recurring invoices automate the billing of periodic service packages – such as annual hosting packages, monthly retainers or quarterly maintenance contracts. A template generates a new invoice in Draft status at defined intervals, which is reviewed and finalized before sending. Monthly, quarterly and annual frequencies with optional interval are supported. Control always remains with the user.

Plans & limits

Invoicing is available in all plans – with different limits. Recurring invoices from Starter.

Free5/year
StarterUnlimited
BusinessUnlimited

Write professional invoices

Start today with FlowBill and create legally compliant invoices with Swiss QR-Bill in a few minutes.

Get started for freeAll features
FlowBill business software in action
ContinueDashboard & widgets

Modern business software for self-employed and freelancers.

© 2026 FlowBill. All rights reserved.

Developed by codealang