Set up and use Swiss QR invoices
Send StudioPlan QR-invoice PDFs for eligible memberships, block/time cards, and fixed course cycles, then reconcile the bank transfer.
Before you start
- Studio Owner or Studio Admin access to payment settings
- A valid Swiss or Liechtenstein IBAN
- The studio name and complete postal address
- 1
Understand when QR invoice is available
A Swiss QR invoice is a one-off bank-transfer invoice generated by StudioPlan. It can be offered for non-renewing or period-invoice memberships, block/time cards, and fixed course cycles. It is deliberately not offered as a pay-later method for ordinary class bookings. Card, TWINT, credits, and cash continue to handle those bookings.
- 2
Enable and configure the method
Go to Studio → Payments and enable Swiss QR invoice. Enter a valid CH or LI IBAN and check the studio name, street, postcode, and city. StudioPlan needs these details to create a valid Swiss QR payment part. Stripe Connect is not required for QR invoices.
- 3
Check which products qualify
Enable recurring invoice memberships under Studio → Payments first. Automatic card payments are recommended to avoid checking bank transfers each period. Period-invoice memberships receive a new Swiss QR invoice on renewal by default, sent by the daily renewal job. Studios can configure earlier delivery and a payment grace period under Studio → Payments. Bank transfers are marked paid manually; optional TWINT links are confirmed through Stripe. Card subscriptions still require a card.
- 4
Let a client purchase online
In the client portal or mobile app, the client selects Swiss QR invoice during an eligible purchase. StudioPlan creates the purchase and receivable, opens the invoice, assigns the structured QR reference, generates the PDF, and emails it when email delivery is allowed. On the web, the client can also download the PDF after checkout.
- 5
Assign a product from the client record
Open Clients → select a client → Memberships → Assign product. Choose a membership or block/time card and Swiss QR invoice. Review the price or discount, set the due date, and choose when access starts: on payment, immediately, or on a fixed date. Save as draft for review, or choose Assign and send to open the invoice and email the PDF.
- 6
Invoice a fixed course cycle
For a fixed course cycle, StudioPlan calculates the number of remaining sessions from the entry date and creates one invoice for that one-off amount. The PDF shows the cycle charge and QR payment part. A late entrant therefore pays only for the remaining scheduled sessions.
- 7
Track the receivable
Go to Payments → Receivables to see drafts, open, overdue, and completed invoices. From there you can review the amount and due date, download the PDF, and send or resend it. A saved draft is not emailed until you send it.
- 8
Reconcile the bank transfer and activate the product
StudioPlan does not read the studio bank account. Match the incoming transfer using the QR reference, then mark the invoice as paid in Payments → Receivables. If activation was set to On payment, the membership or block/time card becomes active at that point; immediate or fixed-date activation follows the option selected during assignment.
- 9
Know the fees and the Stripe distinction
The client pays the QR invoice directly to the studio bank account, so Stripe does not process the payment and does not charge a Stripe transaction fee. Your bank may apply its own account or transfer fees. Card and TWINT payments are different: they use Stripe Checkout, confirm automatically, and are subject to the studio’s Stripe pricing.
- 10
Troubleshoot a missing QR-invoice option
If Swiss QR invoice is missing, check that it is enabled, the IBAN begins with CH or LI and is valid, the studio address is complete, and a renewing membership uses period-invoice billing. Also confirm that the user has permission to manage the client or payment. An email-delivery failure does not erase the invoice; open the receivable to download or resend it.
Tips
- Use On payment activation when access should begin only after the transfer has arrived.
- Use drafts when another team member should review the amount, due date, or recipient before delivery.
- Keep bank reconciliation regular, because QR-invoice payments are not confirmed automatically.
- Use Card or TWINT when automatic payment confirmation is more important than avoiding payment-processing fees.