Accounting Duties for a Swiss GmbH
Published 2026-10-19 · Updated 2026-10-19 · 2 min read · 2 sources · Verified Swiss federal benchmarks
Direct answer
Swiss GmbHs need double-entry bookkeeping that shows assets, liabilities, and profit. Annual financial statements go to shareholders and the commercial register where required; business records stay archived for 10 years.
Key facts
- GmbH share capital minimum is CHF 20,000 with at least one signatory resident in Switzerland.
- Bookkeeping must trace every business transaction with supporting vouchers.
- Annual financial statements include balance sheet and income statement under Swiss GAAP FER or Swiss GAAP RPC.
- Accounting records and vouchers must be retained for 10 years.
- VAT registration from CHF 100,000 worldwide turnover adds parallel filing duties.
Bookkeeping baseline
From the first customer invoice, a GmbH must record transactions in orderly accounts. Swiss company law expects accrual accounting that shows assets, liabilities, and profit clearly.
Keep bank statements aligned with ledger entries. Shareholder loans and capital contributions should use written agreements so auditors and tax authorities see distinct movements.
Digital receipts are valid when stored readably for the full retention period.
Worked example: first-year GmbH
A Zürich GmbH with CHF 20,000 paid-in capital invoices CHF 180,000 in year one and pays CHF 95,000 in supplier and salary costs.
The ledger shows CHF 85,000 profit before tax. Shareholders approve the balance sheet and income statement at the annual meeting.
The company keeps every invoice, bank statement, and payroll slip for 10 years even if turnover stays below VAT registration at CHF 100,000.
Annual cycle
Close the books after year-end, prepare financial statements, and present them to shareholders for approval within the period stated in your statutes, commonly within six months.
Publish to the commercial register when size rules or audit outcomes require public filing.
Coordinate with tax filing: corporate tax returns use the same underlying numbers as statutory accounts.
Retention and audit
Store ledgers, vouchers, contracts, payroll records, and board minutes for 10 years. Deletion before that window violates legal retention duties.
Audit requirements depend on size tests in the Code of Obligations. Larger GmbHs face ordinary audit, while smaller ones may opt out or use limited statutory audit if thresholds allow.
Directors remain liable for gaps even when a fiduciary prepares the files.
Common mistakes
Running private expenses through the GmbH without documentation triggers tax adjustments and board liability.
Treating Excel cash lists as statutory accounts fails GmbH bookkeeping rules.
Discarding email approvals for purchases breaks voucher chains auditors expect.
Ignoring VAT once turnover approaches CHF 100,000 leaves tax and accounting out of sync.
FAQ
- Can I use cash basis accounting?
- Swiss company law expects accrual accounting for GmbHs. Cash tracking alone is insufficient for statutory accounts.
- Do I need a fiduciary from day one?
- Not legally, but most founders hire a Treuhänder for VAT, payroll, and year-end statements.
- When is audit mandatory?
- Size rules on balance sheet total, revenue, and headcount decide ordinary audit, opt-out, or limited audit. Check the current CO thresholds.
- What happens if records are incomplete?
- Directors remain liable. Tax authorities can estimate income and impose penalties for missing vouchers.
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