Express courier. Direct.
Also overnight.
x25pronto Switzerland takes goods direct to the destination. Small loads go by car. Larger loads go by van or Van XL. Direct, express and overnight trips run Monday to Sunday when a slot is free. Free times are shown in the booking calendar. This keeps the plan clear.
How to invoice your services as an independent courier partner
A concise guide for independent courier partners in Switzerland: how to issue invoices correctly, handle VAT, set payment terms, keep receipts and use digital tools.
Quick answer
As an independent courier partner you must issue a clear invoice showing your identity, the service provided, date, price and VAT indication when applicable. Use a simple template, keep receipts, set realistic payment terms and use accounting or invoicing software to streamline the process.
1. What must an invoice include?
Your invoice should show your name and address or company, social security number or UID if a company, date, a unique invoice number, a clear description of the service (e.g. “Immediate courier Basel to Zürich, 14 Aug – 10:30”), quantity/units, unit prices, total amount and, if VAT applies, the VAT rate and amount. Include your bank details (IBAN) or payment options.
2. VAT rules in Switzerland
Check whether you are VAT-registered. Switzerland requires registration above a turnover threshold (verify current threshold). If you charge VAT, state your VAT status and UID and list the VAT rate (for example 8.1 %) separately. If your turnover is below the threshold, issue invoices without VAT and note “VAT exempt – small business”.
3. Payment terms and conditions
Set clear terms such as 14 or 30 days. State consequences for late payment like default interest or reminder fees. Offer payment methods: bank transfer (IBAN), TWINT or e-billing. For institutional clients such as clinics or labs, 30 days is common; for new clients shorter terms can reduce risk.
4. Receipts, delivery notes and evidence
Keep trip logs, delivery notes, photos of handovers or signatures and expense receipts. In Switzerland, business records generally must be retained for 10 years. These records help with client queries and accounting.
5. Invoice template and sample wording
Use a template with fields for invoice number, date, service, period, unit price, VAT note, total, payment terms and bank details. Sample line: “Service: Direct courier – Pickup Kantonsspital Basel 12.08 – Delivery ETH Zurich 12.08, drive time 1h, flat fee CHF 180.00”. Short, clear descriptions speed up payment.
6. Digital tools and automation
Choose software that links invoicing, accounting and receipt capture. Pick solutions that support QR invoices (ISR) and e-billing. Scan receipts on the go, export monthly journals and hand over data to your accountant or the tax office.
Frequently asked questions
Do I need a UID on my invoice?
Only if you are VAT-registered or a registered company. If you are VAT-registered in Switzerland you must include your UID. Small businesses below the VAT threshold can omit it and mark the invoice “VAT exempt”.
How long must I keep receipts?
Business records in Switzerland generally must be kept for 10 years. This includes invoices, delivery notes and tax-related receipts.
Which payment term is common?
Common terms are 14 or 30 days. Use 30 days for established business clients and 14 days for private or new clients. Always state the term clearly on the invoice.
Which mobile tools are suitable for invoices?
Use apps that support QR invoices (ISR), TWINT and e-billing and that let you scan receipts. Choose software that can export data for your accountant.