Fiduciary Software Switzerland: What Matters Most in Client Management and AI
Fiduciary software for Switzerland is a multi-tenant cloud platform that allows fiduciary offices to manage multiple SME client mandates within a single account, automatically capture receipts, pre-assign bookings, and collaborate with clients on the same data in real time.
nextesy for fiduciary firms | At a glance |
|---|---|
Target audience | Fiduciary firms with SME clients in Switzerland |
Core functionality | All client mandates in one account, AI receipt recognition, real-time collaboration with clients |
Compliance | OBA/GeBüV-compliant, 10-year retention (CO), FADP/GDPR |
Payroll | AHV, ALV, BVG, withholding tax, electronic reporting |
Mandate size | Up to approx. 100 employees per mandate |
Pricing | CHF 15 to CHF 49 per mandate and month, unlimited users |
Switching | CHF 1 per month during the existing contract term, migration incl. |
Free trial | 14 days, no credit card required |
What is fiduciary software and how does it differ from standard accounting software?
Fiduciary software differs from a conventional accounting solution primarily through one feature: multi-entity client management (multi-tenancy). A single fiduciary account holds all client mandates, allowing you to switch between them with just a few clicks without separate logins or file exports.
With classic single-company accounting software, each mandate maintains its own file archive. The fiduciary exports data, sends it by email, and waits for the next delivery. This media disruption wastes time and creates sources of error. Multi-client platforms solve this issue by running all mandates on a shared database. Clients invite the fiduciary directly into their account; no data transfer via email, no export needed.
nextesy combines mandate management, AI automation, and payroll accounting on a single database.
What features must fiduciary software provide in Switzerland?
The features required by fiduciary software in Switzerland are determined on three levels: mandate operations, statutory compliance, and AI automation. Audit-proof archiving and legally compliant bookkeeping are considered the minimum standard for any fiduciary firm.
Criterion | Why it matters |
|---|---|
Multi-entity client management | All mandates in one account; new mandate set up in about one minute; quick switching without separate logins |
Audit-proof archiving (OBA/GeBüV) | Commercial books must be archived in an audit-proof manner; Art. 958f CO mandates ten years of retention |
VAT settlement (FTA/ESTV) | Current Swiss rates of 8.1%, 2.6%, and 3.8% must be integrated; mandatory VAT registration from CHF 100,000 annual turnover; settlement within 60 days after the end of the period |
QR-bills (SIX Group) | QR-bill is the Swiss standard for invoices with a payment part since the abolition of payment slips; Swiss Payment Standards must be supported |
Bank reconciliation | Automated reconciliation with Swiss banks via camt formats or Open Banking reduces manual matching |
Granular user roles | Fiduciaries and clients need different access rights; roles for bookkeeping, payroll, mandate lead, and auditing must be combinable |
Payroll accounting | AHV, ALV, BVG, and withholding tax must be covered; electronic reporting to compensation funds and pension funds directly from the software |
Swiss server location | Data storage in certified Swiss data centres; FADP compliance is a central selection criterion for fiduciary firms and their clients |
For simplified bookkeeping obligations: Sole proprietorships and partnerships with less than CHF 500,000 in sales revenue in the last financial year only need to keep books on revenue, expenses, and financial status. The same applies to associations and foundations that are not required to be registered in the commercial register, as well as foundations exempt from appointing an auditor. Double-entry bookkeeping remains optionally possible. In contrast, GmbHs and AGs are always obligated to maintain double-entry bookkeeping with a balance sheet and income statement. Fiduciary software must support both types of bookkeeping.
How do fiduciaries and clients collaborate in shared software?
Efficient mandate collaboration begins when fiduciaries and clients no longer send files back and forth, but work in the same data at the same time. Because both sides share the same database, the entire export-import cycle is eliminated.
In practice, it works as follows:
Invitation by the client: The client invites the fiduciary directly into their account. No data transfer via email, no Excel sheets as intermediate storage.
Receipt submission via the channel of choice: Receipts arrive via upload, email, or WhatsApp. Every company has its own email address and WhatsApp number for incoming receipts; the software automatically recognises and processes them.
Role-based access: Roles for bookkeeping, payroll, mandate management, and auditing can be flexibly combined. With the appropriate permissions, the fiduciary corrects entries directly, without queries or delays.
The result: Fiduciary and client see the exact same status without anyone having to export a file or send a version. nextesy implements this approach on a shared database, combining real-time collaboration with the client and seamlessly integrated AI.
What does AI deliver in modern fiduciary software?
AI in fiduciary software is not just a marketing buzzword when it recognises receipts, prepares journal entries, blocks duplicates, and automatically performs bank reconciliation. For fiduciary firms managing many clients, well-integrated AI shifts professionals' focus from data entry to review and advisory services.
The automation chain at nextesy comprises five stages:
Feature: Receipt recognition and pre-assignment. Benefit for the firm: Receipts are automatically classified, pre-booked, and filed upon arrival, without manual input.
Feature: Duplicate blocking. Benefit for the firm: Duplicate submissions are automatically detected and blocked before they reach the general ledger.
Feature: Automated bank reconciliation. Benefit for the firm: Payment reconciliation runs with all relevant Swiss banks. The AI matches open items largely automatically, with around 99% accuracy according to nextesy. Edge cases are reviewed by the team.
Feature: AI-guided open item accounting. Benefit for the firm: Open receivables and payables are continuously updated; manual tracking is eliminated.
Feature: Year-end closing assistant. Benefit for the firm: Preparatory closing tasks are partially automated, leaving more time for financial advisory and tax optimisation.
How AI is fundamentally transforming the fiduciary profession is covered in a dedicated article: how AI is transforming the fiduciary profession.
Payroll accounting in fiduciary software: What must it deliver in Switzerland?
In Switzerland, payroll accounting for a fiduciary firm involves more than just monthly wages: AHV, ALV, BVG, and withholding tax must be calculated accurately and reported electronically. Because AHV compensation funds, FAK, and BVG pension funds have different reporting channels and deadlines, the software must handle these processes directly. For example: Employers must settle wages with the AHV compensation fund within 30 days after the end of the settlement period. This period is usually the calendar year, meaning the deadline is 30 January. You can see the impact of wage deductions on net salary using our gross-to-net calculator.
A complete payroll solution in Swiss fiduciary software covers:
AHV and ALV: Contributions are calculated based on salary; electronic reports are transmitted directly to the responsible AHV compensation fund.
BVG: BVG reporting obligations towards the pension fund are handled directly from the payroll accounting system.
Withholding tax: Tariffs are automatically pulled from master data, eliminating manual tariff tables. Withholding tax is settled with the competent cantonal tax authority, which sets the deadlines and reporting formats.
Salary payments via banking: Once approved by you, salary payments are transmitted directly to e-banking. Entries land automatically in the accounts without manual interim steps.
Swissdec: Swissdec certification is currently in preparation for nextesy.
For cantonal tax administrations (withholding tax) and the respective AHV compensation funds, it is crucial that notifications arrive on time and in the correct format. Fiduciary software that maintains payroll and accounting on the same database avoids duplicate data entry and reduces reconciliation errors between modules.
Data security and compliance: What must the software guarantee?
Fiduciary software must not only store data securely, but also technically guarantee audit-proof archiving in accordance with OBA/GeBüV and the ten-year retention requirement under the Swiss Code of Obligations (CO). Fiduciary firms handle third-party client data; this makes a Swiss server location and FADP compliance essential selection criteria.
Requirement | Legal basis | What to verify |
|---|---|---|
Audit-proof archiving | OBA/GeBüV (Ordinance on the Keeping of Books of Account) | Receipts and bookings stored immutably; audit trail fully traceable |
10-year retention requirement | CO Art. 958f | Software must keep data accessible and exportable throughout the entire period |
Data storage in Switzerland | FADP (Data Protection Act) / GDPR | Certified Swiss data centres; ongoing backups; no data transfers to third countries without a legal basis |
FADP/GDPR compliance | FADP (rev. 2023) | Data processing agreement in place; privacy policy up to date; role concept documented |
Bookkeeping obligation | CO Art. 957 / Art. 958 | Both simplified and double-entry bookkeeping supported; GmbH and AG always with balance sheet and income statement |
When choosing software, it is worth explicitly asking the provider for confirmation of the server location and proof of OBA/GeBüV compliance. How fiduciary firms prevent data protection errors in accounting is explained in the article Data protection in accounting.
How nextesy supports fiduciary firms with mandate management
nextesy is an AI-native Swiss platform built from the ground up for the fiduciary workflow: one account for all mandates, real-time data access for fiduciaries and clients, and AI from receipt intake to year-end closing preparation. nextesy is an ETH Zurich spin-off; data is stored in certified Swiss data centres, compliant with OBA/GeBüV and FADP/GDPR.
A new mandate can be set up in about one minute. The Zefix integration automatically populates company details from the commercial register, eliminating manual entry of master data.
Key features at a glance:
AI from receipt intake (upload, email, or WhatsApp) through pre-booking, duplicate blocking, and bank reconciliation to the year-end closing assistant.
Payroll accounting with AHV, ALV, BVG, and withholding tax; withholding tax tariffs pulled automatically from master data; electronic reporting to AHV, FAK, and BVG pension funds.
Roles for bookkeeping, payroll, mandate management, and auditing, freely combinable.
Fiduciary pricing per mandate and month: Basic CHF 15, Plus CHF 32, Pro CHF 49, each with unlimited users. Payroll accounting can be added on: CHF 5/month for one employee, CHF 20/month for 2 to 5 employees, CHF 40/month for 6 or more employees. Transition rate CHF 1/month for the duration of the previous contract; historical data migration is included.
More about the platform and demo: nextesy for fiduciary firms.
Which mandates are suitable for nextesy, and what are its limits?
Cloud fiduciary software covers standard SME mandates; for corporate groups, manufacturing businesses, or mandates well above 100 employees, an ERP solution is recommended.
Suitable for nextesy:
Sole proprietorships, GmbHs, AGs, and associations up to approx. 100 employees per mandate.
Mandates with simplified or double-entry bookkeeping, standard Swiss VAT cases, and payroll accounting under AHV, ALV, BVG, and withholding tax.
Fiduciary firms looking to manage multiple such mandates within one account and collaborate in real time with clients.
Not suitable:
Mandates with ERP requirements: warehouse management, production planning, consolidated group accounting, or multiple locations with separate accounting units.
For these cases, Abacus Research AG, as an established Swiss ERP provider, is the natural choice.
Frequently asked questions
Which fiduciary software is recommended in Switzerland?
For fiduciary firms managing SME clients, multi-tenant cloud platforms that consolidate all mandates into one account, provide AI-driven receipt recognition, and handle payroll with AHV, ALV, BVG, and withholding tax are ideal. Key selection criteria include OBA/GeBüV-compliant archiving, a Swiss server location, and granular user roles. nextesy offers fiduciary access starting at CHF 15 per mandate and month with unlimited users and a 14-day free trial without a credit card. For mandates requiring an ERP system, Abacus Research AG remains the benchmark.
Which fiduciary software offers multi-entity management for multiple companies?
Multi-entity fiduciary software allows all client mandates to be managed within a single fiduciary account, enabling switches between companies with just a few clicks. With nextesy, a new mandate can be created in about one minute; the client invites the fiduciary directly without file exports. The key difference lies in whether the client receives full real-time data access or merely provides periodic exports.
Is AI accounting worthwhile for a fiduciary firm?
AI features are particularly worthwhile for fiduciary firms with high document volumes and many recurring transactions. Receipt recognition, pre-booking, duplicate blocking, and automated bank reconciliation reduce manual intervention, freeing up time for professionals to focus on advisory services and tax optimisation. The efficiency gain depends on how comprehensively the AI is integrated: standalone scanning features are less helpful than continuous automation from receipt intake to the year-end closing assistant.
How do fiduciaries and clients collaborate in fiduciary software?
Modern fiduciary software connects fiduciaries and clients on a shared database in real time: Clients submit receipts via upload, email, or WhatsApp, and the software automatically recognises and pre-books them. The fiduciary reviews, corrects, and closes the books. Role-based access rights for accounting, payroll, mandate management, and auditing ensure that individuals only see and edit what has been assigned to them.
How complex is switching to new fiduciary software?
The effort required to switch depends primarily on the migration of historical data. With nextesy, historical data migration is included; during the transition phase, a switching rate of CHF 1 per month applies, avoiding double subscription fees. Switching at the start of the year is less complex than mid-financial year because fewer transactions from the current period need to be transferred. The 14-day free trial without a credit card allows you to test the software before deciding. Current pricing and the switching process can be found at nextesy.com/preise-treuhand. To start switching directly, visit nextesy.com/ch-de/jetzt-wechseln.
