To ensure proper invoice processing and compliance with the agreed payment terms, the specified formal and substantive requirements for invoices and payment reminders must be strictly adhered to.
Non-compliant invoices and payment reminders will be returned to the sender’s email address with an explanation for correction, which may delay the payment deadline. The payment period begins from the date the invoice is received. All formatting and content requirements are visually displayed on the sample invoice and payment reminder.
To ensure efficient processing, please submit invoices and payment reminders in digital PDF format. Please avoid sending invoices and payment reminders in paper form.
There may be various reasons why payment has not been received by the expected date. It is recommended that you check the current processing status of the invoice before sending a written notice of a possible payment delay.
Checking the invoice status request can often eliminate the need for additional correspondence regarding payment. Additionally, please verify whether the due date according to the contract has already been reached. The date the invoice is received is decisive for calculating the due date. Payment reminders received before the invoice's due date will not be processed.
Payment reminders are processed automatically. If no invoice exists, the invoice is already in the payment process, or has been deleted, a notification will be sent to your email address.
Ensure that your sender email address can receive responses from our processing system. Messages from automated systems or "noreply" email addresses are not permitted and as such will not receive a response upon reception.
Do not encrypt or sign the email or the attached PDF invoice.
Attach one invoice in PDF format per email. The file name shall not contain any special characters such as i.e. (| “ < > ? * / : ). Any additional documents in the PDF must come after the invoice.
Ensure the attached invoice has been digitally created. PDFs converted from photos, TIFFs, JPEGs, etc., will be returned for correction.
Do not include additional text in the email; it will not be processed and is not considered part of the invoice.
No use of paper clips, staples or similar fasteners.
No further information sheets, brochures or advertising materials are to be used.
Any written additional information accompanying the invoice will not be processed.
The first page of the invoice must contain at least the following information (based on Article 26 of the Value Added Tax Act (MWSTG):
Name and full address of the invoice recipient, as they appear in business transactions. Go to SBB invoice addresses
Name, full address, and email address of the service provider, as they appear in business transactions.
Unique invoice number as a reference for payment receipt.
Place and date of invoice issuance.
SBB Order Number (10 digits) – as specified on the purchase order. If there is no purchase order, please provide the SBB email address of the purchaser or client.
Type, subject, and scope of the service and/or delivery. If available, include the delivery note number and the place of delivery or service.
Date or period of service and/or delivery.
Invoice amount and currency.
VAT amount incl. VAT number and VAT rate. The required tax information in accordance with the current version of the Value Added Tax Act (MWSTG) must be included on the invoice.
Payment terms.
Payment details with the account holder's information (QR payment slip or alternative payment details).
No special characters or spaces in the invoice-relevant information, i.e. order number, e-mail address, etc.
A minimum font size of 9.
Additional account assignment information, if provided by the client.
For invoices referencing purchase orders, the service provider must match the recipient of that order. Invoices from different service providers or vendors will not be processed.
Background colour, background logos, watermarks, etc. must be avoided.
Mandatory information must be clearly recognizable. Decorative lettering, coloured printing, coloured backgrounds (e.g. highlighters) and handwritten additions must be avoided.
An invoice must refer to exactly one order (do not send collective invoices for multiple orders).
Any attachments must be included after the invoice and the QR payment slip.
Ensure that your sender email address can receive responses from our processing system. Messages from automated systems or "noreply" email addresses are not permitted and as such will not receive a response upon reception.
Do not encrypt or sign the email or the attached PDF invoice.
Attach one payment reminder in PDF format per email. The file name shall not contain any special characters such as i.e. (| “ < > ? * / : ). Any additional documents in the PDF must come after the invoice.
Ensure the attached invoice has been digitally created. PDFs converted from photos, TIFFs, JPEGs, etc., will be returned for correction.
Do not include additional text in the email; it will not be processed and is not considered part of the invoice.
No use of paper clips, staples or similar fasteners.
No further information sheets, brochures or advertising materials are to be used.
Any written additional information accompanying the invoice will not be processed.
The first page of the reminder must contain at least the following information:
Name and full address of the invoice recipient, as they appear in business transactions. Go to SBB invoice addresses
Name, full address, and email address of the service provider, as they appear in business transactions.
Place and date of issue of the reminder.
Payment reminder stage for all items (e.g. 1st reminder).
Unique invoice number as a reference for payment receipt.
Date of invoice issuance.
SBB Order Number (10 digits) – as specified on the purchase order. If there is no purchase order, please provide the SBB email address of the purchaser or client.
Outstanding invoice amount and currency per invoice, identical to the original invoice.
A copy of the invoice must be enclosed with the reminder.
No special characters or spaces in the invoice-relevant information, i.e. order number, e-mail address, etc.
A minimum font size of 9.
Background colour, background logos, watermarks, etc. must be avoided.
Mandatory information must be clearly recognizable. Decorative fonts, coloured print, coloured backgrounds (e.g. highlighters) and handwritten additions must be avoided.
Any attachments must be included after the payment reminder and a copy of the invoice.
