Finance | base: Frequently asked questions

Yes, with a Swiss bank account. Invoices and reminders are produced as PDF/A with a Swiss QR payment part, either with a QR-IBAN and QR reference or with an IBAN and RF reference.

Without a Swiss bank account, you issue invoices without a QR payment part: with an IBAN and BIC from any country, with free-form account details or only with PayPal. Finance | base does not let you issue an invoice without a valid bank connection and a complete sender.

The guide to the QR-bill explains what matters when creating one.

By converting it, without retyping: from the quotation an order or an invoice, from the order an invoice, a delivery note or a picking slip, from the delivery note an invoice. On the document you see the origin and the follow-on documents with their status.

You invoice orders in parts: by quantity, as a deposit in percent or as a final invoice with the deposits deducted. You record discounts per line or on the whole document. If you wish, your customers accept quotations online.

The dunning list shows all overdue invoices with their next level; you send reminders individually or in a dunning run. There are three levels: payment reminder, first and second reminder, according to your deadlines and, if you wish, with a fee, as a PDF by email. Before sending you see the level, outstanding amount, fee, deadline and recipient.

Customers with a dunning block, for example under an instalment agreement, receive no reminder proposals. The dunning run shows separately how many reminders were created and how many were delivered.

The guide covers deadlines and default interest.

Finance | base calculates the return from your postings by form item, with turnover and tax for each rate. Under the effective method the items follow the FTA form; under the net tax rate method you check the item allocation against the FTA form before transferring it. On closing, Finance stores the XML file unalterably in the document store.

Finance | base does not submit the return for you: you download it as an eCH-0217 file and submit it yourself in the FTA portal. The file currently corresponds to eCH-0217 version 1.0; the portal requires a newer version, so an import is not guaranteed. Until the switch-over, you transfer the values from the draft by hand.

For each company you specify, from a given date, whether it is liable for VAT, with which method, type of consideration and period. The effective method and the net tax rate method are supported, as are agreed and received consideration and rates with validity dates, so that every posting is calculated at the rate for its date.

Values outside the accounts, such as subsequent input tax deduction or input tax corrections, you add directly in the return. After closing, you create a correction return that shows only the difference from the submitted version.

Which method suits you, clarify with the FTA or your fiduciary.

Finance | base reads camt.053 and camt.054 as well as account statements as CSV. Each transaction is imported only once, even if you load the same file again.

Payments with a QR or RF reference match the sales invoice by themselves. For other transactions Finance proposes matches with document, partner and amount. With bank rules you can have recurring transactions posted automatically if you wish; you restore an ignored transaction, and the restoration is logged.

The guide to bank reconciliation explains it step by step.

You upload invoices as PDF or image or send them to your own inbound address. Finance reads the Swiss QR code and, if it is missing, the PDF text, without AI and without any connection to the outside, detects duplicates and proposes creditor, account, VAT code and due date. You confirm and post.

Payment is made through a payment run: Finance generates a pain.001 file, which you load into your e-banking and approve there. Above the four-eyes threshold, a different person carries it out. An AI account-coding suggestion is available only at the press of a button.

Employees photograph the receipt or upload a PDF, enter the date, category, amount and purpose and submit the claim, also in the app. The person who also decides on that person’s absences may approve it, or accounting, but never one’s own claim; rejecting requires a reason.

Expense receipts go unalterably into the archive. Approved expenses are paid by payment order or, if the payroll run picks them up, together with salary. For foreign currency you enter the rate; the monthly rate is proposed.

Yes. You manage several storage locations with storage bins and see stock on hand, reserved, available and stock value; items below the minimum stock level are flagged. Delivery notes and invoices post the stock issue when issued, picking slips when the picking is completed.

There are also goods receipt from purchase orders, stocktaking, batches with expiry dates and serial numbers, label printing and scanning with a camera or handheld scanner. Valuation is by moving average, FIFO or standard price.

Yes. You invite your fiduciary with email, companies and permissions (read, post and export, or close); the “Fiduciary” role template covers read, post and export. The access receives no basic HR permissions. People marked as fiduciary access do not count as Finance users and do not increase your price.

The fiduciary exports the journal, trial balance and income statement as CSV or Excel; every export is logged. Fiduciary firms can register as partners.

Finance | base maintains a gapless journal: each posting receives a consecutive number per company and is chained to the previous one. Corrections are made by reversal, and the original remains visible; locked months accept no postings. Finance documents are stored in the shared archive of Docu | base, which contains a template for the procedure documentation under Art. 4 of the Ordinance on Accounting Records (GeBüV).

We give no assurance that your accounting and retention meet the legal requirements. That remains your responsibility, with your fiduciary or auditors if necessary.

Yes. Your customers get a customer area with your logo and your colour: overview, invoices, quotations, orders, subscriptions, payments and documents. They open individual documents without an account through a protected link, and the full area with a personal sign-in.

Quotations are accepted online, with a signature if you wish. Payment is made by QR-bill or, once you have set up PayPal, directly online; the payment is posted automatically. A changed invoice address takes effect only once you approve it.

Yes, with recurring invoices: weekly to yearly, in advance or in arrears, with a start and end date. For each period exactly one document is created, which the series issues and sends automatically or saves as a draft for review.

You can issue the invoice a selectable number of days before the period begins, pause a series without invoicing the pause afterwards, or invoice the next period immediately. Package changes made mid-term and triggered through the interface (API) credit the remaining days and invoice the new package pro rata.

On receipt, yes: Docu | base recognises structured e-invoices (embedded XML in a PDF or an XML file) on arrival and uses them to fill the fields of the incoming invoice. Finance | base reads Swiss QR-bills without AI.

You send issued QR-bills, after review and approval, by eBill through your own connected account directly into your customers’ e-banking. If eBill is not possible, you deliberately choose postal dispatch as a fallback. You send invoices by email with a PDF and Swiss QR payment part. For each customer you can also store a PEPPOL address; dispatch via PEPPOL is currently not part of the guaranteed scope of functions.