Why ask for confirmation from the compensation fund?

In Switzerland, the compensation fund decides who is self-employed, based on economic reality. If the freelancer is in fact treated as an employee, the client may owe social contributions as employer.

Does a freelancer need to be in the commercial register?

Sole traders must register once annual turnover reaches CHF 100,000. Below that, registration is optional, but the person must still be recognised as self-employed by the compensation fund.

When must a Swiss freelancer charge VAT?

From CHF 100,000 of annual turnover from taxable services worldwide. Below that, VAT registration is optional.

Documents to collect from a freelancer or contractor

Working with a freelancer is quick, but the paperwork protects both sides: correct invoices, insurance and, in Switzerland, proof that the person is recognised as self-employed. This checklist lists what companies usually collect before the first assignment, with notes for France and Germany. Send it with the contract and the file is complete before work starts.

Send this list as a request

1
Confirmation of self-employed status from the AHV/AVS compensation fund
Required
Shows the person pays social contributions as self-employed. Without it, you risk owing them as employer.
2
Commercial register extract or UID number
If it applies
Sole traders must register from CHF 100,000 annual turnover; the UID (CHE-…) is public.
3
ID card or passport
Required
Of the freelancer or of the company's legal representative.
4
Billing details: legal name, address, VAT number
Required
VAT registration is mandatory in Switzerland from CHF 100,000 turnover.
5
Bank details (IBAN)
Required
Account in the name of the freelancer or their company.
6
Signed service contract and NDA
Required
Scope, fees, deadlines, intellectual property, confidentiality.
7
Professional liability insurance certificate
If it applies
Coverage amount and validity dates.
8
Proof of own accident insurance
If it applies
Self-employed people are not covered by an employer's accident insurance.
9
Work authorisation or cross-border notification
If it applies
EU/EFTA self-employed providers working up to 90 days a year in Switzerland must notify online.
10
CV, portfolio or references
If it applies
Useful for client presentations and internal approval.
11
Relevant certificates or licences
If it applies
For regulated professions or specific certifications.
12
Debt collection register extract
If it applies
Sometimes requested for long or high-value assignments.

Your contact gets one email with this list, uploads each document from a link without an account, and is reminded until everything is in.

Send this list as a request

Tips

In Switzerland, the compensation fund judges self-employment on the real situation, not the contract: several clients, own business risk, own name on invoices.
Keep the file up to date: insurance certificates and confirmations expire.
In France, request an URSSAF vigilance certificate for contracts of €5,000 or more excl. VAT, then every six months.
In Germany, the status determination procedure of the Deutsche Rentenversicherung clarifies whether there is hidden employment.

Questions

Sources: ahv-iv.ch · seco.admin.ch · svazurich.ch · fedlex.admin.ch · sem.admin.ch · justice.fr · deutsche-rentenversicherung.de