TimeInvoicer

What the app does for you

Step by Step

1. Grant calendar permission
   On first launch, the app asks for calendar access. Tap Allow.
2. Set up an Android calendar (if none exists yet)
   
   If no calendars are visible yet: start with the simple local method. Google is optional.
   Step by step without tech stress: Start with the simple method (local calendar).
   If you want to access your calendar from other devices, then use e.g. Google Calendar.
   Recommendation: Use at least 2 calendars: 1 default calendar for work and 1 backup calendar. If something goes wrong during synchronization, you have a second, separate calendar copy.

   A  Simple Method: Add a local calendar on your phone

   1. Open the pre-installed Calendar app on your phone.
   2. Tap on Settings or Manage calendars.
   3. Select Add calendar.
   4. Choose the type Phone / Local / Device (varies by manufacturer).
   5. Create two local calendars, e.g. Practice and Practice Backup.
   6. Then open TimeInvoicer and set in Menu → Calendar Settings: Practice = Default and Practice Backup = Backup.
   With the local option, there is often no cloud synchronization. Therefore also use Menu → Backups → Save calendar locally for regular backups.

   B  Optional: Google Calendar for multiple devices

   If you want to use your calendar on a tablet, second phone, or PC, Google Calendar is a simple solution with automatic synchronization.
   1. Open the Settings app on your phone (gear icon).
   2. Scroll to Accounts or Passwords & Accounts (the exact name varies by manufacturer — Samsung, Pixel, Xiaomi, etc.).
   3. Tap Add account.
   4. Select Google from the list.
   5. Sign in with your existing Google address (@gmail.com) — or tap Create account at the bottom (→ Step C).
   6. After signing in: Tap the new Google account in the account list and make sure Calendar is enabled (checkmark set).
   7. Briefly open the Google Calendar app, set it up once, and verify that your account is visible there.
   8. Return to TimeInvoicer — the calendars now appear in the list.
   Important: Many devices only reliably show new calendars after the Google Calendar app has been launched once.

   C  Create a new Google account (if you don't have one yet)

   1. Follow steps B 1–4 above until the Google sign-in screen appears.
   2. Tap Create account at the bottom → For myself.
   3. Enter first name and last name, tap Next.
   4. Enter your date of birth and gender, tap Next.
   5. Choose a Gmail address (suggestions) or type your own preferred address.
   6. Set a secure password (at least 8 characters, upper/lowercase, number).
   7. Optionally add a recovery email / phone number (recommended), then Next.
   8. Accept the terms of service → I agree.
   9. Continue with step B 6–8 above.

   D  Create a new calendar in Google Calendar

   By default, after adding your Google account you already have at least one calendar (Your Name). If you want to create a separate calendar (e.g. "Practice"), proceed as follows:
   1. Open calendar.google.com in the browser on your computer or phone.
   2. Sign in with your Google account.
   3. Click/Tap on Other calendars → + Create new calendar.
   4. Give the calendar a name (e.g. Practice or Clients).
   5. Click Create calendar.
   6. On your phone, open the Google Calendar app → Tap the menu (≡) at the top left → Settings → your account → tap Sync.
   7. Return to TimeInvoicer — the new calendar now appears in the list.

   E  Advanced Android Guide (Samsung / Pixel / Xiaomi)

   Tip: Open the search in Android Settings and type Calendar. This usually helps you find the relevant menus much faster.

   Option A: New calendar via your Google account (most common)

   This keeps the calendar in sync across all devices (phone, tablet, web).

   1. Open Settings.
   2. Tap Accounts or Passwords & Accounts.
   3. Select Google.
   4. Check if your desired Google account is listed.
   5. If not: Add account → Google and sign in.
   6. Tap the account → Account sync (or Sync).
   7. Enable Calendar.
   Now your Google Calendar is connected. You can most easily create an additional calendar in the Google Calendar app or on the web.
   1. Open the Google Calendar app.
   2. ≡ Menu → Settings → your Google account.
   3. Depending on version: Add calendar / Manage calendars.
   4. If no "New calendar" button is visible: open calendar.google.com in a browser and create one under Other calendars → Create new calendar.
   5. Then wait briefly or trigger sync again.
   Note: In some versions of the Google Calendar app, you can only show/hide calendars, not create new ones. In that case, the web method is the standard approach.

   Option B: Local calendar on the phone only (without sync)

   1. Open the Calendar app (Google Calendar or Samsung Calendar).
   2. Open the Calendar app settings.
   3. Look for Manage calendars / Add calendar / Accounts.
   4. Choose Device / Phone as the storage location (if offered).
   5. Create a new calendar, set name and color, save.
   Advantage: no account needed. Disadvantage: may be lost when changing phones or resetting. Therefore back up regularly.

   Option C: Exchange / Outlook / iCloud

   1. Settings → Accounts → Add account.
   2. Select Exchange or Microsoft Outlook.
   3. Enter email + password.
   4. Enable synchronization: turn on Calendar.
   5. Check in the Calendar app: ≡ Menu → Calendar list (visible/active).

   When only "Contacts sync" appears during sync

   This is a typical Android/Samsung issue. Go through these steps in order:
   1. Install/enable Google Calendar app (Play Store), then restart the device.
   2. Check Calendar Storage: Settings → Apps → Show system apps → Calendar Storage must be active.
   3. Open the correct sync path: Samsung usually Settings → Accounts and backup → Manage accounts → Google → Sync account.
   4. Check app permissions: Settings → Apps → Google Calendar → Permissions → Allow Calendar.
   5. Trigger sync in Google Calendar app and then sync again under Android Accounts.
   6. On Samsung, also check if only Samsung Calendar/local calendars are active.
   Online help: Google Calendar Help · Android Accounts & Sync · Web search: "Calendar Sync only contacts"
   Tip: For therapists, a separate calendar just for client appointments is recommended (e.g. "Practice"), a backup calendar, and an anonymized backup calendar — all three can be set up in TimeInvoicer with just a few taps.
3. Select invoice directory
   Menu → Settings → Invoice Directory
   Choose the folder where invoices are stored (e.g. Documents/Invoices).
4. Assign default calendar & additional calendars
   Menu → Settings → Calendar → Calendars & Colors
   Assign at least one calendar the label Default Calendar.
   Optional: choose a Backup Calendar and/or an Anonymous Backup Calendar (recommended for therapists).
5. Choose invoice template
   Invoices → Template – select the default template or create your own.
6. Create a test invoice
   Check the PDF – this way you can immediately see if the layout and signature are correct.

Appointment Format (important!)

Before your first invoice, a short one-time setup is worth it. It takes less than 5 minutes, and afterwards every invoice looks right automatically.

What you need beforehand

• Calendar access — we read your appointments from the device calendar (see Initial Setup).
• A contact — the person you are invoicing.
• A service — e.g. from your service catalog.

The 5-minute setup (one time only)

1. Complete your profile
   Menu → Settings → Profile → My Profile — enter name, address and country. The country controls terminology and validation rules, e.g. the format of the VAT number.
2. Choose a template
   Menu → Settings → Documents → Templates — pick the standard template or adjust your own. Template, header and signature all have a “Later” button, so you can skip this step.
3. Set up the header
   Logo and letterhead text: Menu → Settings → Profile → Bank Details & Invoice → Header.
4. Add your signature
   Draw it, load an image or type a signature text (details in Your Signature on the Invoice).
5. Set the storage location
   Menu → Settings → Documents → Storage Path — this step is required. Without a storage location no PDF can be created.

View and share your first invoice

Now open the invoice screen — more about the invoice number in Creating an Invoice. In the preview you check the invoice, save it as a PDF and send it (see Sending an Invoice by Email).

Next: step by step — Creating an Invoice →

Direct Access

These two entries are always at the very top of the menu — independent of the other groups.

Calendar

Everything around your appointment calendar — the heartbeat of the app.

New (Create Document)

Here you create a new document from scratch. The app opens an empty form that you fill with a client and services.

Custom Templates — Every Document You Need NEW Premium

Sometimes a document type is missing: a detailed initial report, a progress report, a confirmation for the health insurance. For that, you create your own template — as easy as a standard text for SMS or email.

Creating new custom templates requires the Premium tier (included in the trial). Templates you have already created always stay readable and editable after a plan change.

1. Tap Menu › New › New Template …. The editor opens with a suitable sample text that you can change freely.
2. Check the name (e. g. “Initial Report") — it becomes the name of your document type.
3. Write the text. Via Insert placeholder — or by long-pressing in the text — you insert what we fill in automatically later: name, salutation, date of birth, appointment date, services, diagnosis, start of treatment, closing and signature.
4. The preview with sample data at the top shows immediately what the finished document looks like.
5. Save. Your first document of this type then opens right away — choose a contact, done.

Folder: Documents from your template are automatically stored in their own folder under Documents › Year › Template name (like invoices under “Invoices"). You can adjust the folder name when creating the template via “Change folder".

Tip: Short lines ending with a colon (“History:") automatically become section headings in the document. Brackets copied from Word such as “[Name]" are not recognized — use the placeholders from the list.

You can find your templates at any time under Settings › Documents › Templates; there you can edit or delete them.

Open (Saved Items)

Here you call up documents you have already saved — to keep editing, print or send them.

Finances › Overview

Evaluations and key figures at a glance.

Finances › Billing

Tools that make sure no service goes unpaid.

Finances › Payments

Everything around incoming payments and reminders.

Finances › Invoices

Special invoice types and management.

Assistant Takes Over

Functions where we take a particularly large amount of work off your hands.

Settings › Documents

Settings › Finances

Settings › Profile

Settings › Calendar

Settings › General

Settings › Messages

Settings › Backup

Info & Help

What Makes This Different

Every other billing tool for therapists — synaptos, appointmed, ZEIPSY — forces you into their own calendar system. That means:

• You enter each appointment twice (once in your real calendar, once in their system).
• You manage two separate schedules that can fall out of sync.
• You depend on their servers being available.

TimeInvoicer takes a fundamentally different approach:

A Day in Practice — With and Without TimeInvoicer

The Competitor Comparison

Why Local Calendars? Privacy First.

When you create a local calendar (stored on your device only), your appointment data — including patient names and session details — never leaves your phone. There is no sync to Google servers, no cloud backup of sensitive data.

If you need multi-device access (phone + tablet), you can use Google Calendar — but be aware that appointment titles (which contain client names) will be synced to Google's servers. The Anonymous Backup Calendar solves this concern (see below).

The 3-Calendar Strategy

TimeInvoicer works best with three calendars. Each has a specific purpose:

Step-by-Step Setup

1. Create your calendars on the device
   Open your phone's Calendar app (Google Calendar, Samsung Calendar, etc.).
   Create 2–3 calendars:
   • Practice — your main working calendar (local or Google, your choice)
   • Practice Backup — for automatic backup copies (local recommended)
   • Practice Anon — for anonymized copies (can be a Google calendar — no real names appear here)
   Not sure how to create a calendar? See the Initial Setup section for detailed instructions by manufacturer.
2. Open TimeInvoicer Calendar Settings
   Navigate to Side Menu → Settings → Calendar → Calendars & Colors. You will see a list of all calendars available on your device.
3. Assign the Default Calendar
   Tap your main calendar (e.g. "Practice") and select Default Calendar. This is where the app reads appointments for invoicing.
4. Assign the Backup Calendar
   Tap your backup calendar (e.g. "Practice Backup") and select Backup Calendar. From now on, every time you move or delete an appointment in your default calendar, a copy is automatically saved here.
5. Assign the Anonymous Backup Calendar
   Tap your anonymous calendar (e.g. "Practice Anon") and select Anonymous Backup Calendar. This works like the backup calendar, but client names are replaced with anonymous codes (e.g. "Client #4827").
6. Verify your setup
   Go back to the main screen and create a test appointment. Then delete it. Check that a copy appeared in your Backup and Anonymous calendars.

What Happens Automatically

Once configured, TimeInvoicer handles these actions in the background — you do not need to do anything:

Recommended Configuration

Deep dive — optional, only needed if you run into trouble with your device manufacturer

Finding the Calendar app

The Samsung Calendar app has a blue icon with a number (the number shows today's date). It's simply called "Calendar".

Where do I find the app?

• Look at your home screen (the page you see when you turn on your phone). Look for the blue calendar icon.
• Not on the home screen? Then swipe up from the bottom edge of the screen. A list of all apps opens (the "app drawer"). Scroll to the letter C — that's where you'll find "Calendar".
• Tap the calendar icon. The Calendar app opens.

Creating a new local calendar

• In the Calendar app, tap the three horizontal lines ☰ at the top left (the "hamburger menu").
  A side menu opens.
• Scroll all the way down. You'll see various calendar groups (e.g. "Samsung account", "Google").
  Look for the section "Phone" or "My calendar".
  Important: "Phone" or "My calendar" = local = safe.
  "Samsung account" or "Google" = cloud = client data gets uploaded!
• Next to "Phone" (or "My calendar"), tap the plus sign (+) or "Add calendar".
• A field for the name appears. Type:
  Practice
• Choose a color: Tap the colored circle and choose Green.
  (That way you can spot practice appointments at a glance.)
• Tap "Save" or the checkmark ✓.
  Done! Your first calendar has been created.

Creating the second and third calendar

Repeat steps 3–6 for the two remaining calendars:

Summary: the menu path

Step A: Install "Offline Calendar"

• Open the Play Store on your phone.
  (The colorful triangle icon — it's called "Play Store" or "Google Play".)
• Tap the search field at the top (it says "Search apps & games").
• Type: Offline Calendar and tap the magnifier or Enter.
• You'll see an app called "Offline Calendar" by nickel.
  The app has a calendar icon with a crossed-out Wi-Fi symbol.
  (The app is free and rated over 4.5 stars.)
• Tap "Install".
  Wait a moment until the green bar has finished.
• Tap "Open".

Step B: Create local calendars

• In the Offline Calendar app you'll see a screen with the heading "Calendars" or "Local calendars".
• Tap "Create new calendar" or the plus sign (+).
• In the name field, type:
  Practice
• Choose a color: Choose Green.
• Tap "Save" or "OK".
• Repeat steps 2–5 for:

  Name	Color
  Practice Backup	Blue
  Practice Anon	Gray

Step C: Check that it worked

• Now open Google Calendar (the regular calendar app on your Pixel).
• Tap the three lines ☰ at the top left.
• Scroll down. You should now see a new section:
  "Offline Calendar" or "Phone" — with your three calendars (Practice, Practice Backup, Practice Anon).
• Make sure all three calendars have a checkmark (so the appointments are visible).

Finding and opening the Calendar app

• Look for the Calendar icon on the home screen (white icon with a red date).
  The app is called "Calendar".
• Can't find the app? Swipe down from the middle of the screen — a search bar appears. Type Calendar.

Creating a local calendar

• Open the Calendar app and tap Calendars (or Calendar) at the bottom.
• Tap Manage calendars or the gear icon ⚙.
• You'll see a list of calendar accounts. Look for the section:
  "Phone" or "Local calendar" or "On device".
• Tap "Add calendar" or the plus (+) next to "Phone".
• Enter the name: Practice
• Choose the color Green and tap "Save".
• Repeat for Practice Backup (Blue) and Practice Anon (Gray).

Finding the Calendar app

• Look for the Calendar icon on the home screen.
  It's a white icon with a red header and a number (today's date).
  The app is called "Calendar" or "Mi Calendar".
• Can't find it? Swipe down on the home screen (search function) and type Calendar.

Creating a local calendar

• Open the Calendar app.
• Tap the three lines ☰ at the top left or your profile picture.
• Tap Settings (or Manage calendars).
• Look for the section "Local account" or "Phone".
  The difference:
  "Mi Account" or "Xiaomi Account" = cloud (not safe for client data)
  "Phone" or "Local account" = local (safe)
• Tap "Create new calendar" or "+" next to "Phone".
• Name: Practice, color: Green, then "Save".
• Repeat for:
  Practice Backup (Blue) and Practice Anon (Gray).

Step by Step: Install Offline Calendar

• Open the Play Store on your phone.
  Finding the Play Store: Look for the colorful triangle icon (red, green, blue, yellow). It's called "Play Store" or "Google Play". If you can't see it on your home screen: swipe up to show all apps.
• Tap the search field at the top.
  (It says "Search for apps & games".)
• Type the following:
  Offline Calendar
  Then tap the magnifying glass (🔍) or press Enter.
• You'll now see a list of apps. Look for the app named "Offline Calendar" by the developer nickel.
  The icon shows a calendar with a crossed-out Wi-Fi symbol.
• Tap the green "Install" button.
  The app is free. You don't have to pay anything. You may be asked to enter your Google password — that's normal.
• Wait until the installation is complete.
  (A green progress bar shows the progress. This only takes a few seconds.)
• Tap "Open".

Create Calendars

• When opened for the first time, the app shows an empty calendar list.
  Tap "Add calendar" or the plus sign (+).
• In the "Calendar name" field, type:
  Practice
• Under "Color", tap the colored circle and choose Green.
• Tap "Save" or the checkmark ✓.
  First calendar created! You'll now see "Practice" in the list.
• Create the second calendar: Tap "+" again.
  Name: Practice Backup
  Color: Blue
  → "Save"
• Create the third calendar: Tap "+" again.
  Name: Practice Anon
  Color: Gray
  → "Save"

Check: Are the Calendars Visible?

• Go back to the home screen (press the Home button).
• Open your regular calendar app (Google Calendar, Samsung Calendar, etc.).
• Tap ☰ (three lines, top left).
• Scroll down. You should see a section such as:
  "Offline Calendar" or "Phone"
  Below it are your three calendars:
  ● Practice
  ● Practice Backup
  ● Practice Anon
• Make sure all three have a checkmark ✓ (= visible).

Connect TimeInvoicer to Your Calendars

• Open TimeInvoicer.
• Tap the three lines ☰ at the top left (the side menu).
• Tap Calendar Settings.
  Calendar permission: When TimeInvoicer asks for calendar access for the first time, tap "Allow". Without this permission, the app cannot see your calendars.
• You'll now see a list of all calendars on your phone.
  Find your three new calendars:
  ● Practice
  ● Practice Backup
  ● Practice Anon
• Tap "Practice" → Choose the label: Default Calendar
  Default Calendar
  
  (This is the calendar TimeInvoicer writes new appointments to.)
• Tap "Practice Backup" → Choose the label: Backup
  Backup
  
  (This is where TimeInvoicer stores a backup copy of every appointment.)
• Tap "Practice Anon" → Choose the label: Anonymous Backup
  Anonymous Backup
  
  (This is where TimeInvoicer stores appointments without client names — for your tax advisor.)
• Tap "Save".

What the Three Calendars Mean

Problem: "My calendars don't show up in TimeInvoicer"

Problem: "I only see Google calendars, no local ones"

Problem: "My appointments suddenly disappear"

Problem: "I'm not asked for the permission"

Problem: "I accidentally chose the wrong calendar"

Problem: "I can't create a local calendar on my device"

Problem: "I don't have a Google account / the Play Store"

Problem: "Account sync only shows 'Contacts sync', no calendar"

Problem: "I use Exchange, Outlook or iCloud instead of Google/Samsung"

• ☐ 3 local calendars created (Practice, Practice Backup, Practice Anon)
• ☐ All 3 calendars are listed under "Phone" or "Offline Calendar" (NOT Google/Samsung/Mi Account)
• ☐ TimeInvoicer has calendar permission
• ☐ In TimeInvoicer: calendars assigned (Default Calendar, Backup, Anonymous Backup)
• ☐ Settings saved

The Core Principle: Local First

TimeInvoicer stores all data exclusively on your Android device. There is no backend server, no user account, and no internet connection required. This is not a limitation — it is a deliberate design decision for maximum privacy.

* Template generation runs entirely on your device. No data is sent to external servers.

GDPR Compliance — Built In, Not Bolted On

The EU General Data Protection Regulation (GDPR) requires that personal data be protected with appropriate technical measures. TimeInvoicer achieves this by the simplest means possible: the data never leaves the device in the first place.

How Android Protects Your Data

Modern Android devices (Android 7+) use file-based encryption (FBE) — every file on your device is encrypted with AES-256, one of the strongest encryption standards in the world. In plain terms:

• When your phone is locked, the data is encrypted and unreadable — even if someone physically removes the storage chip.
• When you unlock your phone with PIN, fingerprint, or face, the data is decrypted only for your session.
• Each app has its own sandboxed storage — no other app can access TimeInvoicer's data.

Web Apps vs. TimeInvoicer — Where Is Your Data?

Local Calendars — The Extra Privacy Layer

When you use a local calendar (stored on your phone, not synced to Google), your appointment titles — which contain patient names — are never uploaded to any cloud service.

EPC QR Code — Local Generation

TimeInvoicer can add an EPC QR code to your invoices, allowing clients to pay by simply scanning the code with their banking app. This QR code is:

• Generated entirely on your device — no external service is called.
• Contains only your IBAN, the invoice amount, and a reference — no patient data.
• Follows the European Payments Council standard (EPC069-12).

Your Privacy Checklist

The Math: Manual vs. TimeInvoicer

Based on a solo practitioner seeing 4 clients per day, 5 days per week — roughly 80 sessions per month that need to be invoiced.

Monthly Overview: 80 Invoices

Annual Impact

Where Does the Time Go?

The biggest time savings come from eliminating double entry:

Batch Invoicing: Even Faster

With Batch Invoice (see Section: Batch Invoice), you can generate invoices for all clients at once at the end of the month:

1. Open Batch Invoice mode.
2. Select the date range (e.g. "March 2026").
3. The app lists all clients with appointments in that period.
4. Tap Generate All — every invoice is created, saved as PDF, and ready to send.

Real-World Perspective

The calendar is the command center: view appointments, create them, and jump directly to invoicing.

Create a New Appointment

1. Tap New Appointment or the + icon.
2. Choose the contact. Right below the contact card you see whether the appointment is professional or private (Business appointment / Private appointment) — one tap switches it, more below.
3. Professional: pick a service — we suggest fee, quantity and unit length. Private: enter an appointment title and a description.
4. Check date, time and duration.
5. Save — the appointment appears in your calendar right away.

Professional or private? NEW

Right below the contact card, a switch shows how the appointment is classified: Business appointment or Private appointment. One tap on it (Tap: mark as private) switches it. Without a selected contact, an appointment is private.

• Professional — you pick service, fee, quantity and unit length as usual. The appointment can go into an invoice later.
• Private — all billing fields disappear: service, fee per unit, quantity, unit length, total, discount and diagnosis. Instead you enter an appointment title (e.g. “Hairdresser”) and a description. In guided mode the service step is skipped.

What we take off your hands in a new appointment NEW

• Only one service in the catalog? If your service catalog contains exactly one service and none is starred as default, we pre-fill it for new appointments. The default service on the contact, the service of the last appointment with this person and your starred service still take priority.
• The contact becomes a client automatically. If you pick a contact for a new professional appointment that has not been classified yet (relationship “Other”, e.g. taken over from the address book), we classify it as a client when you save. You briefly see the note “We’ll remember this contact as: Client.”

Smart Appointment Suggestion NEW

1. Select a client in the appointment form.
2. Tap the Appointment Suggestion button.
3. The app detects the pattern (e.g. Tuesday 10:00 AM, 5×).
4. Dialog shows: "Next appointment: Tue, Feb 25, 2026, 10:00–11:00 AM"
5. Apply → Date and time are automatically filled in.

Change the Day and Set Your Own End Date NEW

You pick start and end in a time window. There you can also switch the day — the time you set is kept.

1. In the appointment, tap the end time — the To time window opens.
2. Below the clock you see Change day · date. Tap it and choose the right day in the calendar.
3. This is also how you set your own end date, e.g. for appointments past midnight: 10:00 PM to 1:00 AM the next day.
4. Confirm with OK. We calculate the duration automatically.

Usual Times NEW

As soon as you choose a contact in a new appointment, we look at the past appointments with this person. From two appointments on, we show the most frequent weekdays and times as chips under Usual times at the top, e.g. Tue 10:00 · 5×.

1. Choose the contact in the new appointment.
2. Tap a chip under Usual times.
3. We take over weekday and time — you can change both afterwards at any time.

Edit / Delete Appointment

Additional Features

The Process at a Glance

Step 1: Create the appointment correctly

For the app to recognize the appointment, it must contain two things:

Step 2: Open the invoice

There are two paths to the invoice form:

Step 3: Choose the period

1. Select a client (dropdown or search).
2. Set from and to dates (e.g. last month).
3. The app automatically searches for all calendar appointments of this client in that period.
4. The found appointments appear as a service table.

Step 4: Review the service table

Credit amount per service: If you enable the Credit note switch while editing a service, you can enter your own free amount instead of units × fee — useful when the credit amount should not simply be calculated from quantity and rate.

Step 5: Diagnosis & Payment Status

• Diagnosis — optional, ICD-10 or ICD-11 code (from saved client diagnosis)
• Payment instruction — cash / transferred / open
• Invoice number — automatic, editable

Step 6: Preview and PDF

Tap Preview → review → Create PDF.
The app automatically saves: Original PDF + anonymized PDF + HTML.
All files are stored in the selected invoice directory.

Two fields that are often mixed up — here is what they mean and how they work together.

Example Calculation

Change the Unit Length

1. Change the unit length under Menu → Settings → Finance → Fee Calculation.
2. The app automatically asks whether this length should be the default from now on.
3. Confirm with Yes (for all future appointments) or No (for this one only).

Which Unit Length Applies? NEW

When a new appointment starts, we check in this order:

1. At the contact: field Unit length in minutes (optional). It applies to this contact and replaces the general setting.
2. Last appointment with this contact.
3. Settings: Menu → Settings → Finance → Fee Calculation.

Example: The contact has 50 minutes, the settings say 45 minutes — the new appointment starts with 50 minutes.

If you remove the value at the contact again, the next level applies: first the last appointment, otherwise your setting.

Client master data — automatically included in invoices.

Add a New Client / Customer

1. Menu → Search contacts → +
2. Enter first name, last name, social security number practice only.
3. Optional: diagnosis, title.
4. Save.

Contact Actions

Tap a contact in the list to see every available action:

Quick Actions by Swiping NEW

Swipe a contact to the left to reach four quick actions directly:

1. Appointments — appears first (teal)
2. Edit — second zone (blue-grey)
3. Waiting list — third zone (amber)
4. Delete — furthest left, on a long swipe (red)

Empty State

When there are no contacts yet, the app shows a helpful note with a New button for creating the first one.

The plan tiers differ in how many clients or customers you can add — depending on your field, the app calls them clients, customers or patients. Invoices are unlimited in every tier, Starter included.

What counts — and what doesn’t?

• Counted are professional contacts only, i.e. with the relationship client or customer.
• Not counted are private contacts (family, friends, colleagues, acquaintances) and contacts from your address book that have not been classified yet. Hundreds of private contacts on your phone therefore cost you no place.
• The two sample contacts Max Mustermann and Elfi Musterfrau (for the letterhead preview) do not count as long as you leave them unchanged. If you enter a real person there, it counts.

The indicator in the contact list

At the top of the contact list you see how many places are still free, e.g. “4 places left — 6 of 10 clients used”. Like a traffic light, the color shows how tight it is getting:

More places takes you straight to the plans. In Premium you see neither the indicator nor the button — there is no limit.

When all places are taken

If you then want to add another client, we don’t add another client and show you how to get more places instead.

Automatically from Calendar (recommended)

1. Menu → Invoices → New Invoice
2. Select a client.
3. Choose the period (from / to).
4. The app searches for all appointments of this client in the period.
5. Review and adjust the service table if needed.
6. Check invoice number and date.
7. Tap Preview.

Fee still missing? We ask briefly NEW

If the invoice finds no fee rate for an appointment — neither on the contact nor as a default fee or in the service catalog — we don’t guess an amount but ask with Fee still missing.

1. Enter the fee in euros, e.g. 120 or 1,000. We show the recognized amount right below.
2. Optional: tick Remember as default for this contact. We then save the fee on the contact, and the next invoice needs no question. Without the tick, the amount applies to this invoice only.
3. Tap Apply.

Old sample value €190: If a contact still carries this former placeholder, we ask once (“Check fee — Is €190 really the fee for this contact?”). We remember your answer for this contact; if you change the contact’s fee, we ask again when needed.

Manually

1. Menu → Invoices → New Invoice
2. Select a client.
3. Tap New Service and enter it directly.
4. Continue as above (Preview, PDF).

You don't simply delete an incorrect or no longer valid invoice — instead you create a credit note (also called a cancellation). A credit note is a "negative invoice": it refers to the original invoice and offsets its amount.

How to Create a Credit Note

1. Open the menu → tap New → Credit Note.
2. Select the contact — ideally the same one the original invoice was issued to.
3. Enter the amount or the services to be cancelled.
4. Optionally enter the number of the original invoice in the Reference invoice number field — this is a plain text field, TimeInvoicer does not look up the invoice automatically.
5. Check the preview and save the credit note like a normal invoice.

The preview shows how the invoice will look as a PDF. Review first, then create the PDF.

Required Check

Create PDF

1. Tap Create PDF.
2. The app automatically saves: normal PDF + anonymized PDF + HTML.
3. Files are stored in the selected invoice directory.

Buttons

Send the invoice directly as a PDF attachment to the client — without leaving the app.

1. First tap Create PDF.
2. Then tap Share.
3. Choose Send PDF by email.
4. The email app opens with:
   • Recipient: Email from contacts
   • Subject: New Invoice
   • Text: Your template text
   • Attachment: the PDF file
5. Review and tap Send.

What for?

How?

When you tap Create PDF, the app automatically creates both versions:

• Invoice_[InvNo]_[Name].pdf — real data
• Invoice_[InvNo]_ANON.pdf — anonymized

Send appointment confirmations, cancellations, and reminders with pre-written texts.

Placeholders in Templates

Edit Templates

1. Menu → Settings → Messages
2. Tap the desired template.
3. Enter text with placeholders.
4. Save.

Invoice Templates — Placeholders

Switch Template

1. Menu → Invoices → Template
2. Tap Templates....
3. Select a template from the list.
4. Save as default template

Create Backup

1. Menu → Backups → Backup
2. The app saves all clients, invoices, and settings.
3. The file is stored in the invoice directory.

Calendar Backup

Save & Restore Calendar Locally NEW

1. Create local calendar backup
   Menu → Backups → Save calendar locally → Save file.
2. Restore local calendar backup
   Menu → Backups → Restore calendar locally → Select backup file.
3. Verify after restore
   Open the calendar view and spot-check appointments.

Restore

1. Menu → Backups → Restore
2. Select backup file.
3. Confirm.

Add Diagnosis to Invoice

1. Open invoice → Diagnosis section.
2. Choose ICD version: ICD-10 or ICD-11.
3. Tap the Search Diagnosis button.
4. Enter keywords, e.g. anxiety depression — spaces = AND search.
5. Select diagnosis from the list.
6. Optional free text in the notes field.

Compare ICD Versions

Manage Database (ICD-10)

Activate ICD Mode

1. Open Menu → Settings.
2. Under Appointment & Project, enable the ICD Mode switch.
3. Return to the invoice — the change takes effect immediately.

What Changes

Select ICD Code as Project

1. In the invoice form: open the Project section.
2. Choose ICD version (ICD-10 or ICD-11).
3. Tap Search Diagnosis and enter keywords.
4. Select an ICD code from the list (e.g. F41.1 Generalized Anxiety Disorder).
5. The code appears as a project on the invoice.

Invoice

Appointment Suggestion

SMS / Email

Calendar

ICD Search

General Tips

• Display problem? Close the screen and open it again, or restart the app. TimeInvoicer has no "clear cache" function of its own.
• Backup before support: Create a backup before reporting problems.
• Anonymized PDF for support: Never send the real invoice with client data.
• Detailed logs: Only visible in developer mode (Settings → Logging). For most support requests a screenshot of the problem is enough.

Privacy

No API key is required for template creation. Invoice, contact, and health data is not sent to an AI service.

Troubleshooting

Your profile is the basis for all invoices: name and address appear in the letterhead, and the country additionally controls important settings across the whole app.

Open Your Profile

1. Open Menu → Settings → Profile → My Profile.
2. Fill in first name, last name, title, address (street, postal code, city).
3. Select the country from the dropdown (Austria / Germany / Switzerland).
4. Tap Save.

What the "Country" Field Controls

Details on clients vs. customers: see Managing Clients.

TimeInvoicer offers three ways to put a signature on the invoice — choose whichever suits your practice best.

Options at a Glance

Set Up Your Signature

1. Open Menu → Settings → Profile → Bank Details & Invoice → Signature.
2. Choose one of the three options above.
3. Confirm with Save.
4. The preview shows the signature immediately — no manual refresh needed.

Create an invoice with a single tap directly from a calendar event. Client and service are automatically recognized from the appointment.

How to Create a Quick Invoice

1. Open the Calendar view in TimeInvoicer.
2. Long-press on an appointment until the context menu appears.
3. Select Quick Invoice.
4. The app automatically recognizes the client (from the event title) and the service (from the description).
5. The invoice is created immediately and shown in the preview.

Combine all appointments of a client within a month into a single invoice. Ideal for monthly billing with insurance providers.

How to Create a Batch Invoice

1. Open the Contact list (Menu → Clients).
2. Long-press on the desired contact.
3. Select Batch Invoice (Month) from the context menu.
4. Choose the desired month.
5. The app collects all appointments of this client in the selected month and creates a combined invoice.

Keep track of open and overdue invoices. The dunning feature automatically shows the current dunning level and helps you send payment reminders.

Access Dunning

1. Open Menu → Reports & Finance → Dunning.
2. The overview shows all overdue invoices with their current dunning level.
3. Tap on a dunning entry to view the dunning text.

Dunning Levels

See your next appointment right on the home screen and create invoices with one tap — without opening the app first.

Add Widget

1. Long-press on an empty space on your home screen.
2. Select Widgets.
3. Search for TimeInvoicer in the widget list.
4. Drag the widget onto your home screen.

Widget Features

Export invoices in WAH format for upload to ELDA — the electronic platform of the Austrian social insurance system.

Export WAH-XML

1. Open an invoice and switch to the Preview.
2. Tap Share.
3. Select WAH-XML Export.
4. The XML file is generated and can be saved or shared directly.
5. Then manually upload the file to ELDA.

Bank details, logo and letterhead text are all set up in the same place: Menu → Settings → Profile → Bank Details & Invoice.

Set Up Bank Details

1. Open Menu → Settings → Profile → Bank Details & Invoice.
2. Enter your IBAN.
3. Optional: Enter BIC and Account holder.
4. Enable the QR code on invoice switch if you want clients to transfer via QR code.
5. Save the settings.

Customize Letterhead & Logo NEW

Logo and letterhead text appear at the top of every invoice, directly above your profile data.

1. Open Menu → Settings → Profile → Bank Details & Invoice → Header.
2. Upload your logo (e.g. your practice logo as an image).
3. Optionally enter a letterhead text — such as your practice name or additional information.
4. Save the settings.

When you name your calendar events with specific abbreviations, TimeInvoicer automatically recognizes the service and client — without manual entry.

How It Works

Name your calendar event using this pattern:
[Abbreviation] [Description] - [Client name]

Example: KP10 Treatment - Ms. Smith

Supported Abbreviations

In the diagnosis field you search for your ICD-10 code without knowing it by heart. We remember which codes you use most often and show those first.

How the Search Works

1. Tap into the search field inside the diagnosis field.
2. Nothing typed yet? You see your ten most-used codes.
3. One letter — for example F — shows every code in that group.
4. From two characters on we search code, label and common synonyms. Typos are fine.
5. Tap the matching entry to apply it.

Examples

The statistics dashboard gives you a quick overview of revenue, services, and insurance provider distribution.

Access Statistics

1. Open Menu → Reports & Finance → Statistics.
2. Select the desired period (month or year).
3. The dashboard shows you the key figures.

Available Reports

The Annual Overview (Menu › Finance › Overview › Annual Overview) shows a year’s income by month. From there you hand the whole year to your tax consultant: as a data package for the bookkeeping and as a PDF to read.

Tax consultant export (CSV)

1. Open the annual overview and choose the year at the top.
2. In the Tax Consultant Export area, tap Export for tax consultant 2026 (with your selected year).
3. Choose your tax profile: Cash basis · Small business exemption, Cash basis · VAT on receipt of payment or Accrual accounting · VAT by invoice date. With the small business exemption you also enter the exemption reason — the export won’t start without it.
4. Optional: Pseudonymize contacts — then no names appear in the files.
5. Tap Export CSV and share the file, e.g. by email to your tax consultant.

You get a ZIP file with separate tables for documents (belege.csv) and payments (zahlungen.csv), plus a checksum. The tax profile determines which file is used for posting. Open the tables in Excel or import them into accounting software.

Annual report as PDF

Tap Create annual report 2026 in the Annual Report PDF area to get a PDF with cover page, monthly breakdown and VAT summary — to pass on or to file.

We now show your fees and revenue as a chart — and you pick the style: bars, a line, or a donut. We remember your choice and use it everywhere in the app.

How to use the charts

1. Open any area with numbers — e.g. Statistics, the Annual Overview or the Fee sheet in the calendar.
2. Above the chart you’ll find the Chart type field.
3. Pick Bars, Line or Donut — the view switches instantly.

Where the charts appear

The service catalog holds your personal service templates — for example "Individual Psychotherapy €160, 50 min", "Consultation 60 min €120" or, for business services, "Project consulting, 2 hrs, €300". These templates are editable suggestions: tapping a chip pre-fills the service form (description, duration, fee); the service is only saved once you tap Add service.

If you save a service with the same name as an existing one, the existing entry is updated automatically — no duplicate is created. Your own services from the catalog are then available directly when creating appointments and invoices.

Add a Service

1. Open Menu → Settings → General → Service Catalog.
2. Tap + or the New service button.
3. Fill in description, duration and fee rate.
4. Tap Add service — only then is it saved.

Edit an Existing Service

1. Tap the service you want in the list.
2. Adjust the values.
3. Save with the same name → the entry is updated (no duplicate).

Credit note total: If you enable the Credit note switch for a service, you can enter your own free amount instead of quantity × fee — handy when the credit note amount should not simply be calculated from quantity and rate.

With a unit package you sell several units at once (e.g. a “10-unit package”). We keep the units for this person and automatically deduct one at every appointment — no counting on your side.

Create and Sell a Package

1. In the service catalog, create a service and enable the Package: contains units (0 = none) switch. Enter Units in the package and Price for the whole package (€); name it e.g. "10-unit package".
2. Sell the package in the contact via Sell package — or in the invoice by selecting this package service.
3. Once payment is received the package counts: the balance line at the appointment shows 7 of 10 left or after this appointment 6.

Package Status

Further Actions

In the package overview (home screen card Packages or in the contact) you find Edit package (change name, remark, package type), Record previous usage (units already used before recording the package in the app), Charge appointments since purchase and Close package. Directly at the appointment you can Detach from this package or Choose another package.

Cancel a Unit Package NEW

1. Open the package overview in the contact and tap Close package on the unit package. If the package was sold via an invoice, Cancel package opens.
2. We show you how many units are already used. Choose Credit open units — the held appointments stay paid — or Credit whole package — then we bill the held appointments individually again.
3. With Remember choice we won’t ask again next time.
4. We open a credit note with the matching amount. Check and save it like any other credit note.

If the cancellation doesn’t work, we tell you right away — then simply try again.

The Billing Check shows you at a glance which calendar appointments with your clients haven’t been invoiced yet. Nothing slips through.

How it works

1. Open Menu → Billing Check.
2. You’ll see all appointments from the past weeks that aren’t yet linked to an invoice.
3. Tap an appointment to create an invoice directly — contact, date and time are pre-filled.

Automatic recognition

Appointments whose title contains the name of a client are recognized automatically. No manual tagging needed.

If you’re new to TimeInvoicer or want to catch up on older calendar entries: here you can link existing appointments to your clients in one go.

Group cards

Appointments are grouped by contact. For each client you see a card with all matching appointments and the total count at a glance.

Bulk linking

1. Tap Link all to confirm every match in one sweep.
2. Or open a group card and link individual appointments via Link individually.
3. Use Load more to fetch older appointments from the calendar.

What gets filtered out automatically?

• Birthdays and anniversaries from your contacts app
• Public holidays and school breaks
• Shared calendars unrelated to your practice
• All-day entries with no client reference

This keeps the list focused on what could actually be invoiced.

The waiting list shows you at a glance which clients are waiting for an appointment and for how long.

Open the Waiting List

1. Open Menu → Waiting List.
2. You see the list of everyone on the waiting list with their waiting time in days.

Add a Contact to the Waiting List

1. Tap the Add button at the bottom right.
2. Search for the contact in the search field, or tap New to create a new contact.
3. Select the contact and confirm with OK.

Actions for Waiting List Contacts

Use Device Contacts

1. Open Menu → Settings → General → Use contacts from device.
2. Contacts from your Contacts app are then shown in the waiting list and everywhere else in the app.
3. To turn it off: tap the menu item again — it switches to Use app contacts only.

With session notes you record, per client, what mattered in a session – as free text, quickly and without detours.

Automatically Linked to the Appointment

When you create a new session note, we automatically suggest today's appointment for this person: date and link are already set. You don't have to type anything twice.

Continue the Last Session

When you open a client's session notes, we offer the most recently edited session at the top – one tap and you keep writing.

Complete a Session

1. Write your note and tap Save.
2. Once the session is fully documented, tap Complete session.
3. A completed session is final — the original text is preserved. Additions are possible as an addendum (in line with § 630f ABGB); the addendum is saved with its date without changing the original note.

Activate

You find session notes in the side menu under Settings → General → Session notes. The module is intended for practice and counselling fields.

Session notes let you record what mattered in a session, per client. You switch the module on under Menu → Settings → General → Session notes; it’s meant for practice and counselling fields. Once many sessions pile up, searching helps more than scrolling — and folders help wherever you have your own system.

Tidy from the start

Even without a single folder your list is grouped into sections: This week, This month, then by year and finally Older. Folders are an addition, not a prerequisite.

Search

1. Tap the Search session notes field at the top.
2. We search the title and the date shown in the row. The written content of your notes is not searched — it stays untouched.
3. Show all session notes takes you back to the full list.

Choose the sort order

The header shows what the list is sorted by (Sorting: Date). Tap it to choose Date, Name, Status (draft or completed) or My order. We remember your choice — it’s still there next time you open the list.

My order — you decide what sits on top NEW

1. Set the sorting to My order.
2. Tap the menu on the right of a session note and pick Move up or Move down. The row moves right away — and stays there, even after the next start.
3. Folders have the same menu: that’s how you decide which folder sits on top. It works no matter how the session notes are sorted at the moment.

We remember your own order inside a folder. Session notes that aren’t in any folder stay sorted by date — move them into a folder and you can arrange them yourself. While you search, reordering pauses: the list only shows the hits then, and we don’t want to move anything you can’t currently see.

Create, rename and delete folders

1. Tap New folder in the header, enter a name, tap Save. Two folders can’t share the same name — we tell you right in the input field.
2. The menu next to a folder name holds Rename and Delete folder.
3. An empty folder is deleted without asking.
4. If it still holds notes we ask, with the count, and offer two ways: Delete the folder only (the notes stay and sit freely in the list afterwards) or Delete folder and contents.

Move, copy or delete a session note

Every row has a menu on the right with three options:

• Move — first choose who the note belongs to, then which folder. Both in one step: the folder defines the assignment, just like files on a computer.
• Copy — creates a duplicate, again with a target of your choice. Handy when one session serves as a starting point for the next.
• Delete — removes the note together with its photos. We ask first.

There is also the area Session notes without a client — you reach it via Menu → Open → Open session note, at the bottom of the overview. It is fully equivalent: it has its own folders, and you can move notes from there to a client at any time — or the other way round.

Several at once

1. A long press on a row starts multi-select.
2. After that a single tap adds more notes; the count is shown at the top.
3. Move or Delete then applies to the whole selection. Clear selection takes you back.

After moving we briefly offer Undo. After deleting we deliberately don’t — the photos are really gone at that point, which is why we ask beforehand instead.