Everything that matters about invoice scanning for startups in Hubersdorf
Swiss accounting law (art. 957 ff. of the Code of Obligations) sets a precise frame, yet day-to-day practice often stays fuzzy. This guide walks through what actually matters for a business based in Hubersdorf.
Digitalising invoice scanning: what actually works
A serious accounting document archive links every record to its entry, timestamps versions and logs access — exactly what Swiss bookkeeping regulation expects from probative electronic retention. Chronological filing by financial year becomes an automatic by-product.
Electronic archiving is fully recognised: Swiss bookkeeping regulation admits electronic retention of records provided integrity and readability are guaranteed for the 10 years of art. 958f CO. A paper binder is no longer an obligation — provided the archiving system is serious.
A well-structured SME chart of accounts
Concretely, invoice scanning benefits from three tiers: balance-sheet accounts (classes 1-2) kept spotless for the closing, income accounts (classes 3-6) shaped for steering, and closing accounts (class 9) reserved for year-end entries. Each tier has its rhythm and its owner.
For invoice scanning, a few well-chosen analytical accounts (by activity, by site) beat a forest of sub-accounts nobody ever reads.
Outsource invoice scanning or keep it in-house?
Splitting roles clearly avoids duplication: the company captures documents and approves payments; the fiduciary checks postings, closes the year and defends the file before the authorities. Each side does what it does best — and nobody keys the same invoice twice.
For invoice scanning, a quarterly 30-minute check-in with the fiduciary beats an annual marathon: questions get handled while they are small.
QR-bills and friction-free collections
Supplier invoices benefit from the same standard: the QR code is read on receipt, the payment is staged in e-banking with the desired due date, and the expense entry is proposed with the correct VAT. The purchase-payment-posting chain takes three moves.
For invoice scanning, invoicing fast changes everything: a service billed the week it is delivered gets paid noticeably earlier than a month-end batch invoice.
Hubersdorf: what changes, what does not
Sole proprietorship, Sàrl or SA in Hubersdorf: the AHV contact remains the competent compensation office, and taxes follow the scales of the canton Solothurn.
For a business in Hubersdorf, that means VAT returns identical to anywhere in Switzerland, but a tax return and family allowances governed by the canton Solothurn.
Frequently asked questions
Which documents should be prepared for the year-end closing?
Bank and cash statements at the closing date, the inventory of stock and work in progress, final AHV/LPP/accident settlements, contracts signed or amended during the year, invoices straddling two years and the detail of accruals. With an up-to-date document archive, most of it is already there. The list is identical in Hubersdorf: the CO dictates it, not the commune.
What are the legal obligations for invoice scanning in Switzerland?
The foundation is the Code of Obligations: proper bookkeeping (art. 957a CO), annual accounts (balance sheet, income statement, notes) and 10-year retention of books and records (art. 958f CO). VAT applies from CHF 100,000 of turnover, and social insurance settlements from the first employee. Nothing is different in Hubersdorf: federal law applies.
What is simplified bookkeeping and who can use it?
Sole proprietorships and partnerships under CHF 500,000 of revenue may limit themselves to recording income, expenses and assets (art. 957 para. 2 CO). Once over the threshold — or upon founding a Sàrl or an SA — full accounts with balance sheet, income statement and notes become mandatory. The CHF 500,000 threshold is assessed the same way in Hubersdorf.
What is the difference between a limited and an ordinary audit?
The ordinary audit applies to companies exceeding, for two consecutive years, two of three thresholds: CHF 20 million balance sheet total, CHF 40 million revenue, 250 full-time positions. Others fall under the limited audit, and those with no more than ten full-time positions on annual average can opt out with all shareholders' consent. These federal thresholds do not depend on the registered seat — in Hubersdorf as anywhere.
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MyFiducia.ai automates invoice scanning for businesses in Hubersdorf: AI-read documents, posting suggestions, VAT and exports ready for your fiduciary. Try the platform or browse our other guides.
The application is operated in French.