Numbering, templates and QR-bill

Money

Money

Some countries

Numbering, templates and QR-bill

Control your document numbers and the Swiss payment slip.

The problemDocument numbers must follow a clean sequence, and a Swiss invoice with a faulty QR bill is hard for customers to pay.

The resultSet your prefixes and counters once, and unpaid Swiss-franc invoices carry a correct QR-bill payment slip.

Book a demo
Example with sample data. Nothing here is real.

What you can do

  • See the numbering series for each document type and year
  • Set a prefix of 1 to 10 letters for new documents
  • Raise a counter so new numbers cannot clash with documents imported from another system
  • Get a QR-bill payment slip on unpaid Swiss-franc invoices
  • Run a check for invoices whose QR bill is incomplete

Who can use it

Owners, Admins, Managers and Accountants can use this.

Available in the countries where Heyva supports it.

Anyone who can view invoices can read the series, and changing a prefix or counter needs the permission to update invoices. By default Owners, Admins and Accountants can change them. The QR-bill slip is a Swiss feature, built into Heyva, so it applies to Swiss-franc invoices only.

Ask Heyva AI

  • Which invoices have a QR-bill problem?

  • Set the invoice prefix to FACT

  • What is my next invoice number?

Questions

Can I change a number that is already issued?
No. Changing a prefix affects only new documents, and existing documents keep the number they were issued with. The prefix you choose also carries into each new year, and you can set it before you issue your first invoice.
Can I lower a counter?
No. A counter only goes up, so a number can never be reused. Raise it when you move over from another system and want new numbers to start after the old ones.
Do the numbers restart each year?
Yes. Each document type has its own series for every year, and a new year starts a new sequence. A series is created the first time you issue a document of that type.
Why does my invoice PDF have no QR-bill slip?
The slip is added only to an invoice in Swiss francs, and only when the business has a QR-IBAN with a valid creditor. A paid invoice keeps its slip, for the amount it was issued for, so the PDF you download is the invoice you sent. Credit notes, quotes, and void, refunded, written-off or fully credited invoices never get one. If the bill would break the QR-bill rules, the PDF goes out without it: the QR-bill check lists those invoices and says which rule fails. If the business added its QR-IBAN after the invoice was created, the invoice shows a Regenerate with QR-bill button instead: it adds the QR reference and re-issues the PDF as a dated version with updated payment details. The invoice number, items, totals and issue date do not change, the previous version stays on file, and an invoice that was already sent asks you to confirm first, because the customer will then hold two versions. Paid, void and written-off invoices do not get the button.
What amount does the QR bill ask for?
What is still owed. It takes off payments received, credit notes and write-offs, so a customer who already paid half is not asked for the full total.
Can I change the invoice layout?
Heyva ships one PDF layout, called Classic, today. You can choose the language of each PDF when you download or send it.

In more detail

Where the bank details come from: the IBAN and QR-IBAN are set in Settings, Businesses (Banking) or in the Customer App under Payments. A different QR-bill creditor is set only under Payments. They are used on every invoice.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_update_document_series
  • heyva_list_invoice_templates
  • heyva_list_qr_bill_issues

About AI agents and MCP

Related

Last reviewed 10 November 2026