QR-Bill Mandatory Fields: 6 Critical Errors SMEs Make

Since 30 September 2022, the payment slip is history — the Swiss QR-bill has completely replaced it. Ever since, the same errors keep appearing in practice: incorrect IBAN types, missing reference numbers, or unreadable QR codes. The result is always the same: payment recipients have to correct them, customers pay late. This article shows which fields are truly mandatory and where the biggest pitfalls lurk.

What the QR-bill technically requires

The QR-bill consists of two parts: the payment section (right, with QR code) and the receipt section (left, smaller format). Both must be printed on a DIN-A6 strip that is either printed at the bottom of the actual invoice or sent as a separate enclosure.

The QR code itself contains structured data according to the Swiss Payment Standard (SPS). Banks read this data automatically — a single incorrect character can prevent the code from being scanned.

The truly mandatory fields

Field	Mandatory?	Note
IBAN or QR-IBAN	✅ Yes	Depends on reference type
Reference number (QR Reference or SCOR)	Partially	Mandatory for QR-IBAN, optional for IBAN
Name and address of payee	✅ Yes	Max. 70 characters per line
Amount and currency (CHF or EUR)	✅ Yes	Amount may be left blank
Name and address of payer	Recommended	May be left blank
Account/payment notation	✅ Yes	Must appear on payment section

A complete overview of all mandatory invoice fields — not just the payment section — can be found in the Swiss invoice template with all required fields.

The 6 most common errors in practice

Error 1: Using normal IBAN instead of QR-IBAN (or vice versa)

This is the most widespread error. The rule is simple:

• QR-IBAN (begins with CH3x or CH4x in special format, assigned by PostFinance/banks): Use it only if you provide a QR reference (26 digits, check-digit protected).
• Normal IBAN: Use it if you have no reference number or a SCOR reference (Structured Creditor Reference per ISO 11649).

Combining a normal IBAN with a QR reference produces an invalid QR-bill. Equally incorrect: a QR-IBAN without a reference number.

Error 2: Entering address in wrong format

The Swiss Payment Standard recognizes two address types: structured (street, house number, postal code, city in separate fields) and combined (all information in two lines). Many software solutions use the combined type by default — that is permitted as long as the data is consistent. It becomes problematic when you mix both types or overwrite fields.

Specifically: writing "Main Street 12, 8001 Zurich" in a single address field when the system expects structured fields leads to validation errors.

Error 3: Inconsistent amount and currency

The QR-bill accepts only CHF or EUR as currencies — no other currencies. If you want to issue an invoice to a foreign customer in USD, you cannot design the payment section in USD. In this case, leave the amount in the QR code blank and state the CHF or EUR amount separately, or omit a QR payment section entirely.

Furthermore, when the amount is specified, it must have exactly two decimal places (e.g. 1500.00, not 1500).

Error 4: Misusing the message field for structured data

The "message" field (unstructured, max. 140 characters) is intended for free text — such as "Invoice 2026-047" or "Web design order May". It is not for a QR reference or SCOR reference. Anyone who writes the reference number in the message field instead of the correct reference field prevents automatic posting at the payee's end.

Error 5: QR code in wrong size or overloaded with logos

The QR code on the payment section must be exactly 46 × 46 mm in size. In the center is a white square of 7 × 7 mm reserved for the Swiss cross (Swiss coat of arms element). Your own logos or graphics in this area are not permitted and can make the code unreadable. Also, printing that is too small (e.g., when scaling to A5) or insufficient print contrast leads to scanning errors.

Error 6: Missing or incorrect check digit on QR reference

The 26-digit QR reference ends with a check digit based on modulo-10 algorithm. Anyone who enters this number manually or derives it from an old ESR number without recalculating the check digit produces an invalid reference. Banks reject such payments or process them manually — leading to delays and additional effort.

Checklist before sending

Go through these points before sending a QR-bill:

• Does the IBAN type match the reference type?
• Is the address complete and in the correct format?
• Is the currency CHF or EUR?
• Is the amount stated with two decimal places (or intentionally left blank)?
• Is the reference number in the correct field — not in the message?
• Does the QR code have the correct size and is the Swiss cross correctly embedded?
• Is the check digit of the QR reference correctly calculated?

If you want to create QR-bills directly in your browser without manually checking for these errors, the SnapBill app automatically validates everything in the background.

VAT information on the invoice — special case

The QR-bill itself contains no VAT information in the QR code. VAT mandatory information must appear on the invoice document itself — not on the payment section. Specifically: your VAT number (format CHE-xxx.xxx.xxx VAT), the applied tax rate (8.1% standard rate, 2.6% special rate for accommodation, 3.8% reduced rate), and the tax amount must be shown on the invoice. For more on current tax rates and exceptions, see Swiss VAT basics 2026 — rates, duties and special rules.

If you are below the CHF 100,000 turnover threshold and are not voluntarily VAT-liable, you omit these details — the QR payment section remains unaffected.

At a glance

The QR-bill is technically more precise than the old payment slip — that is its biggest advantage and simultaneously the most frequent source of errors. The critical points:

• IBAN type and reference type must match
• Record addresses consistently and completely
• Only CHF or EUR as currency
• Reference number in the designated field, not in the message
• Print QR code at exactly 46 × 46 mm
• Never guess the check digit of the QR reference manually

Anyone who masters these six points sends QR-bills that are reliably scanned and automatically posted — fewer queries, faster payment arrivals.