How to choose your Swiss invoicing software? - we are Sequence

Whether you are a startup seeking agility or an established business looking to optimise your processes, this guide to choosing your invoicing software is for you. In Switzerland's precise and regulated economic environment, choosing the right invoicing software is not just a necessity, but a cornerstone of your business's efficiency and compliance. Discover the unique requirements to look for in your future Swiss invoicing software and the features you need depending on your business size, sector or existing processes. In this article, we guide you step by step through identifying your needs, understanding Swiss regulations and selecting the key features that will turn your software into a competitive advantage.

What is invoicing software?

Invoicing software is a pillar of a company's financial and accounting management. Today, this tool goes beyond simply creating invoices. These solutions encompass a multitude of features designed to optimise workflows, improve the accuracy of financial data and ensure the company's legal compliance. Its usefulness lies in its ability to automate repetitive tasks, reducing human error and freeing up valuable time for activities with greater added value. By rigorously tracking payments and receivables, it directly helps improve the company's cash flow (and its growth).

Furthermore, with detailed financial analyses, an invoicing tool helps business leaders make the right decisions based on reliable real-time data. But that is not all. Some software includes advanced features, such as:

• multi-currency management;
• supplier management;
• bank reconciliation (matching transfers received in your bank account with invoices sent);
• recurring invoicing (for your monthly services);
• automated invoice sending and payment reminders;
• compliance with Swiss tax regulations;
• and many others that we discuss further down in this article.

Your goal is to choose the right solution that will make your software a genuine time-saver and a useful tool for visualising accounting data. This will help you make the best decisions for your company's growth and long-term sustainability.

Criteria for choosing your invoicing software

Listing all invoicing software packages and their features would not help you make your choice. Understanding your needs and the criteria to consider when choosing the right invoicing tool, however, gives you everything you need to decide.

Analyse your company's specific needs

To choose your Swiss invoicing software effectively, start by analysing your specific needs. Invoice volume is crucial: a small business will not have the same requirements as a large organisation processing thousands of invoices each month. Ask yourself all the questions relating to accounting, invoicing, supplier management and even your human resources management needs:

• How many clients do you invoice every month?
• How do you collaborate with your accountant?
• Is your invoicing tool linked to other tools (CRM)?
• Would you like to automate payment reminders?
• Would you like to track the hours your employees work on client projects (particularly for service agencies)?
• Do you need software accessible on mobile phones and tablets?
• Do you have a catalogue of services that you would like to enter into the software and simply select when preparing quotes/invoices?
• Do you operate in multiple currencies?
• Do you need to manage specific taxation relating to different jurisdictions or product types?
• Do you need human resources software in addition to invoicing? In particular, to manage leave, absences and the sending of payslips?

This list of questions is not exhaustive. Audit your needs for business administration in general. Think about areas beyond invoicing too. This allows you to implement a tool suited to your current needs while also anticipating future requirements (and thus avoiding regular software changes). These answers will determine your software's essential features, such as the ability to handle currency conversions automatically and apply the correct taxes, ensuring compliance and accuracy in your invoicing.

Essential features of invoicing software for Switzerland

To choose effective invoicing software, consider these key features:

• Client and supplier management: an efficient system for storing and accessing contact information, transaction history and payment methods.
• Invoice creation and customisation: the ability to generate professional invoices quickly, customisable to your brand and specific needs.
• Payment tracking and reminders: tools to monitor payments received, identify overdue payments and send reminders to improve cash flow (and your working capital requirement).
• Expense and purchasing management: a feature for recording and tracking expenses, making budget management and tax return preparation easier.
• Financial reports and analyses: detailed reports providing insights into your company's financial health so you can make the best decisions for your situation.
• Quote tracking: generate personalised quotes in seconds and track your projects' progress easily.
• Credit note management: import the necessary information and create personalised credit notes to send in one click.

These elements are fundamental to maintaining rigorous financial management and optimising business operations.

Our tool Sequence includes all these features.

Choose invoicing software that is constantly updated

Scalability is an essential criterion when choosing invoicing software. It is important to select a solution capable of adapting to your company's growth, both in transaction volume and operational complexity. This includes the ability to manage an increase in the number of clients and suppliers, integrate new features as needs emerge, and adapt to changing regulations. Choosing scalable software ensures that your investment remains relevant and supports your development without requiring costly changes or frequent software migrations.

Online software vs installed software

Online software (also called cloud software) is accessible from any device connected to the Internet. It offers remarkable flexibility and scalability. Automatic updates, security through two-factor authentication and data backups make it a safe and practical option. All new invoicing tools are cloud software.

By contrast, software that needs to be installed is becoming increasingly rare on the market. It is installed on a local server or computer, offers complete control over data security and works without depending on the Internet. Its initial cost and the need for manual updates are the main drawbacks of this type of solution.

Free solutions vs paid solutions

Free solutions are ideal for freelancers starting their business with simple invoicing needs. However, the lack of features quickly becomes apparent, and limitations in customisation and support lead to a rapid switch to a more professional solution.

Although some can be costly, paid solutions offer comprehensive features and dedicated customer support, which are essential for growing businesses. Their cost should be assessed against the expected return on investment, taking into account efficiency gains for your teams.

Ease of use and user interface

Intuitive software reduces training time and increases efficiency. The interface should be clear and easy to navigate. Dashboards should provide all the information that matters to the business, without unnecessary extras, to avoid getting lost in complex analyses with no real added value.

Remember: you will spend time using this tool to configure it and manage your business. So choose ergonomic software that you enjoy navigating and find practical to use. Solutions that include automation are generally of better quality and help you in your day-to-day work.

Integration with other tools

The ability to integrate with accounting, project management or CRM systems simplifies processes and improves productivity. Rather than facilitating integration with other tools, you can also choose to centralise all your company's administrative needs within a single tool. 

With Sequence, you manage not only your invoicing but also your suppliers, salary policy, payslip sending, leave and absence management, generate your accounting documents and collaborate easily with your accountant.

Support and customer service

Good technical support is crucial for resolving problems quickly. Look for reviews of the quality and responsiveness of customer service. Other users' experiences provide valuable insights into the software's reliability, performance and suitability for your business needs.

High-quality onboarding makes team training and software use easier. If the tool includes a trial period, consider requesting an appointment for guidance on the solution and to learn how to use all its features. You will save time and be able to assess the company's customer service quality.

Example selection criteria for a Swiss startup

For a Swiss startup looking for the ideal invoicing software, consider a paid online solution offering flexibility and scalability. Prioritise a platform that supports multiple languages (French, German, Italian), manages multiple currencies (CHF, EUR), ensures compliance with Swiss tax regulations and incorporates advanced features such as automated VAT management and generating a balance sheet and profit and loss account in just a few clicks. Choose software with an intuitive user interface, good customer support and the ability to integrate easily with other essential startup tools, such as CRM and accounting systems.

To discover Sequence for startups, click here.

Example selection criteria for a self-employed professional

For a Swiss self-employed professional, an effective, easy-to-use subscription plan costing a few dozen euros seems ideal. Look for online software that lets you create and send professional invoices quickly, manages payments and reminders, and offers a clear view of income and expenses. An option incorporating basic accounting features and compatible with Swiss tax regulations is a plus, while allowing straightforward management from any device.

To discover Sequence for self-employed professionals, click here.

Example selection criteria for an SME

For a Swiss SME, it would be wise to choose invoicing software offering a wide range of advanced features. An online solution that facilitates multi-user management, supports multi-currency transactions and offers comprehensive payment tracking, expense management and financial reporting features would be ideal. The ability to integrate with other business systems, such as customer relationship management (CRM) platforms, along with strict compliance with Swiss tax standards, is essential to support growth and save time in operations.

To discover Sequence for SMEs, click here.

Choose invoicing software with a trial period

Before committing to purchasing invoicing software, the importance of free trials cannot be underestimated. They offer valuable insight into the software's functionality and suitability for your specific needs, without any initial cost. To truly assess the tool's quality, create an everyday usage scenario. Simulate real tasks you will carry out with the software, such as creating invoices, managing clients and tracking payments. This will allow you to assess whether the interface and features meet your expectations.

Similarly, remember to check compatibility with your current accounting system. Too great a difference could make the transition from one solution to another time-consuming. Make sure the software can integrate easily with the systems you already use to avoid future complications. Some software providers (such as Sequence) offer to support you in the transition from your current accounting solution to the new one.

→ Try Sequence free for 14 days with no commitment

Before the trial period ends, step back and evaluate your experience. Did the software make tasks easier? Was it intuitive? Was customer support satisfactory? Make an informed decision based on your observations. Remember: the right invoicing software should not only meet your current needs but also adapt to your company's future growth.

Implementing invoicing software: the importance of employee training

Integrating invoicing software into your business begins with careful initial configuration, where the software's settings are adjusted to meet your company's needs precisely. Importing existing data, such as client information and previous invoices, is crucial to ensuring a smooth transition and maintaining the integrity of your financial data.

User training plays an essential role in the success of this implementation. Choose software that offers varied resources, such as tutorials, webinars, comprehensive documentation and onboarding. This allows you to meet your team's diverse needs. The decision between internal training and training provided by the software supplier will depend on the resources available within your company and the complexity of the chosen software.

How much does invoicing software cost?

Now that you understand the importance of invoicing software within your company, you can see why price should not be the first (or the only) selection criterion. You need to choose a tool suited to the company's needs and including all the features useful to your teams. Whether you are self-employed or a Swiss SME, smooth and transparent communication with your accountant simplifies processes and saves you time every month. It is therefore always preferable to prioritise these criteria over price.

Nevertheless, this guide can give you some direction on invoicing software prices. To understand the prices, first look at the features included in your subscription. Indeed, low-cost software with few features can turn out to be more expensive (because of time lost or the use of additional software) than a higher-cost but comprehensive tool. Also compare the different subscriptions offered by invoicing solutions. Depending on your company's stage of development, some subscription plans are more relevant than others (some features may not yet be useful). 

You can find invoicing software ranging from around ten Swiss francs to several hundred per month. At Sequence, we offer three different pricing plans depending on your company's size and needs.

In short, how do you choose your invoicing software?

To conclude, the choice of your invoicing tool depends above all on your company's needs and processes. Take into account all the selection criteria listed in this article and answer the questions in the different sections to refine your search and make the right choice.

Try it free for 14 days.