How QR bills are automatically processed in Saldio
From supplier invoice to payment: how Saldio detects QR bills, takes over payment data and prepares accounting.
Since the introduction of the QR bill in Switzerland, payment processing has changed significantly. Even so, many SMEs still rely on manual workflows when handling incoming invoices and payments.
Yet this is exactly where the biggest automation potential lies.
The typical workflow today
In many companies, processing a supplier invoice still looks similar to this:
- Invoice received by post or email
- QR code scanned manually in online banking
- Payment information checked
- Payment triggered
- Invoice marked as paid manually
- Booking entered in the accounting system
- Receipt filed digitally or physically
Especially with several invoices per week, this creates a lot of administrative overhead.
Where the problems arise
The following challenges come up particularly often:
- duplicate data entry
- wrong amounts or references
- forgotten payments
- lack of transparency
- time-consuming reconciliation
- manual handoffs between banking and accounting
In addition, a central overview is often missing for:
- open supplier invoices
- invoices already paid
- due dates
- liquidity
How modern software processes QR bills
Modern business software can automate many of these steps.
The workflow then looks, for example, like this:
1. Import the invoice
The QR bill is:
- uploaded as a PDF
- imported via drag and drop
- or recognized automatically from an email
The payment information is read directly from the QR code.
2. Automatic recognition
The following information can be picked up automatically:
- supplier
- amount
- IBAN
- reference number
- invoice date
- due date
- VAT amount
This removes the need for manual entry.
3. Payment approval
The invoice then appears in a central overview of open payments.
The user can:
- review payments
- approve them
- schedule them
- execute them as a batch
4. Banking integration
Through ISO-20022 files such as pain.001 or direct bank connections, payments can be submitted electronically.
After processing, the bank returns feedback via CAMT files.
This way the system automatically detects:
- which invoice was paid
- when the payment took place
- which amount was booked
5. Automatic booking
After a successful payment, the accounting entry can be created automatically.
For example:
| Booking | Debit | Credit |
|---|---|---|
| Supplier invoice | Expense | Accounts payable |
| Payment | Accounts payable | Bank |
This drastically reduces the manual workload.
Benefits for Swiss SMEs
Automating QR bills brings several advantages:
| Benefit | Value |
|---|---|
| less data entry | time savings |
| fewer errors | higher quality |
| faster processes | better overview |
| central storage | easier search |
| up-to-date payment status | better liquidity control |
| integrated accounting | fewer manual handoffs |
Why small companies in particular benefit
Small companies often have:
- no dedicated accounting department
- few administrative resources
- high time pressure in day-to-day operations
Precisely for that reason, automation pays off especially well.
Even a few minutes saved per invoice add up to many working hours over the course of months.
The Saldio approach
Saldio combines:
- invoice processing
- banking
- payments
- accounting
- document storage
in one central system.
The goal:
- less administration
- fewer manual tasks
- better overview
- simpler processes
Conclusion
QR bills offer far more potential than just easy payment.
Only by connecting:
- invoice
- payment
- banking
- accounting
does an end-to-end digital process emerge.
This is exactly where the future of modern SME software lies.
From order to balance.