A wine business sells to three kinds of customer: private buyers at the cellar door and in the shop, restaurants, and the trade. Private buyers usually pay on the spot; restaurants and merchants pay on invoice. Between delivery and money there is then a QR bill, an incoming payment, sometimes a reminder — and at the end of the quarter or half-year, the VAT return. This page shows how the pieces fit together and which part Vinosoft handles.
The path of an invoice
- Price. Restaurants and merchants buy at different prices from private customers. In Vinosoft those prices belong to the customer's price group and apply automatically on quotes, orders, invoices and in the webshop. You send the matching price list as a PDF or as a link that always shows current prices.
- Invoice. The invoice is created from the quote, order or delivery note, so nothing is typed twice. Vinosoft adds the Swiss QR bill as a page of its own.
- Incoming payment. You upload the payment file from your e-banking (camt.054); Vinosoft matches each payment to its invoice by the QR reference, and you confirm the booking.
- Reminder. Whatever is overdue, you chase in a dunning run — in four levels, with your own texts and fees.
- Accounting and VAT. With financial accounting, every invoice and payment books itself into the journal. The VAT return sums those bookings into the boxes of the Swiss Federal Tax Administration (ESTV) form.
What Vinosoft includes
Topic | What Vinosoft does | What you do |
|---|---|---|
Prices for restaurants and the trade | Prices per price group, customer discounts, quantity discounts; price lists as PDF, Excel, CSV or link | Set up price groups and assign customers |
QR bill | QR payment part with QR-IBAN and QR reference on every invoice | Request a QR-IBAN from your bank and enter it |
Incoming payments | Import of camt.054 and ESR files, matched by reference | Upload the file from e-banking, confirm the proposal |
Dunning | Dunning run with four levels, fees and texts per level, sent by email or post | Start the run, write the texts once |
VAT | Return under the effective method or the net tax rate method, tax journal per box | Check the return and file it with the ESTV |
Accounting | Journal, chart of accounts, balance sheet, profit and loss, supplier invoices with payment file | Year-end closing with your accountant |
Financial accounting with the journal and the VAT return is part of the Professional and Enterprise editions. Invoices, QR bills, payment import and dunning are available without it.
What Vinosoft does not do
You file the VAT return with the ESTV yourself — Vinosoft prepares it as PDF and Excel but does not submit it electronically. There is no connection to Bexio, Abacus or Banana; if your books are kept elsewhere, you work with the journal export as CSV. There is no direct bank connection either: payments come in through the file from your e-banking. Vinosoft does not calculate late-payment interest, and reminders go out only when someone starts the dunning run.
Guides on this topic
- QR bills for wineries: setup, reference, payment matching
- VAT for wine businesses: rates, methods and the return
- B2B price lists for restaurants and the trade
- Dunning and incoming payments at a wine business
How to do it in Vinosoft
- Financial accounting at a glance
- Debtors and creditors at a glance
- How an invoice moves from open to paid
- Register a payment
- The tax report
- Create a price list
The VAT and dunning information reflects Swiss rules as of October 2026. It is not a substitute for advice from your accountant or a lawyer.