Accounting consumes a disproportionate amount of time in many Swiss SMEs. Yet this is precisely where enormous efficiency gains can be achieved. In this guide, I’ll show you which processes you can automate - and what ROI you can expect.
The Current State in Swiss SMEs
In my experience, finance teams in typical SMEs spend on average:
- 12 hours/week on accounts payable
- 8 hours/week on accounts receivable management
- 6 hours/week on bank reconciliations
- 4 hours/month on month-end close
That’s over 100 hours per month - most of them repetitive and automatable.
What Can Be Automated?
1. Accounts Payable (Invoice Processing)
Typical manual process:
- Open email, save invoice
- Manually enter data into the system
- Review account coding
- Forward for approval
- Release for payment after approval
Automated process with AI:
- Emails are automatically scanned
- AI extracts all relevant data (vendor, amount, VAT, due date)
- Account coding is suggested (learns from history)
- Approval workflow runs automatically
- Payment list is automatically generated
Time savings: 70-80%
2. Accounts Receivable Management
Automatable tasks:
- Invoice creation from orders
- Email delivery with tracking
- Payment matching
- Dunning (reminders, 1st/2nd/3rd notice)
- Reporting (open items, aging)
Time savings: 60-70%
3. Bank Reconciliation
With modern tools like Bexio, Abacus, or Run my Accounts, Swiss bank feeds can be automatically imported:
- Automatic matching of payments to open items
- Rule-based postings for recurring transactions
- Anomaly detection for unusual movements
Time savings: 80-90%
4. Month-End Close
Month-end often remains manual because it seems “too complex.” Yet the following can be automated:
- Accrual entries (rule-based)
- Currency translations
- Intercompany reconciliations
- Report generation
Time savings: 50-60%
Swiss Tools for Accounting Automation
For Smaller SMEs (up to 20 employees)
| Tool | Strength | Price from |
|---|---|---|
| Bexio | All-in-one, simple | CHF 35/month |
| Klara | Free entry | CHF 0-39/month |
| Run my Accounts | Full automation | CHF 99/month |
For Larger SMEs (20-250 employees)
| Tool | Strength | Price from |
|---|---|---|
| Abacus | Swiss standard | On request |
| SAP Business One | Scalable | On request |
| Sage | International | CHF 50/user/month |
AI Extensions
In addition to accounting tools, I recommend:
- Make.com for workflow automation
- Claude/ChatGPT for intelligent document processing
- Power Automate for Microsoft integration
ROI Calculation: An Example
Starting point:
- 3-person finance team
- Average salary CHF 85,000/year (including social costs)
- 100 hours/month for automatable tasks
With automation:
- 30 hours/month remaining (70% reduction)
- Savings: 70 hours × CHF 50/hour = CHF 3,500/month
Investment:
- Software: CHF 500/month
- Setup: CHF 5,000 one-time
- Training: CHF 2,000 one-time
ROI:
- Net savings: CHF 3,000/month
- Payback: 2.3 months
- Year 1 ROI: 420%
Swiss Compliance Requirements
When automating, you must consider:
Audit Trail
- All changes must be traceable
- Original documents must be retained (10 years)
- Digital documents must be VAT-compliant
Data Protection (DSG)
- Data processing in Switzerland or equivalent country
- For AI tools: Check where data is processed
- Special protection for employee data
VAT Compliance
- Automatic postings must use correct VAT rates
- Special care with flat-rate taxation
- Reverse charge for foreign services
Implementation Roadmap
Phase 1: Quick Wins (Week 1-2)
- Activate bank feed
- Set up automatic bank reconciliation
- Define standard posting rules
Expected savings: 10 hours/week
Phase 2: Accounts Payable (Week 3-4)
- Set up invoice email inbox
- Configure AI extraction
- Set up approval workflow
- Train team
Expected savings: 8 hours/week
Phase 3: Accounts Receivable (Week 5-6)
- Standardize invoice templates
- Set up automatic sending
- Automate dunning
- Create reporting dashboards
Expected savings: 5 hours/week
Phase 4: Optimization (Month 2-3)
- Month-end close automation
- Reporting improvements
- Process optimization based on learnings
Common Mistakes to Avoid
1. Too Much at Once
Automate step by step. One process at a time, with enough time for adjustments.
2. Lack of Training
The best automation is useless if the team doesn’t understand or trust it.
3. No Controls
Automation doesn’t mean “no checking.” Implement spot checks and anomaly alerts.
4. Vendor Lock-in
Choose tools with export functions. Your data belongs to you.
Conclusion
Accounting automation is no longer a luxury for Swiss SMEs - it’s necessary to remain competitive. The technology is mature, the tools are affordable, and ROI is typically achieved within 3 months.
The key to success: Start small, measure results, and expand gradually.
Want to know what automation potential exists in your accounting? Schedule a free analysis.
Emanuel Flury helps Swiss SMEs automate their finance processes - with practical solutions that fit your budget.