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!)

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

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. Fill in the title (= client name), description (= service + € rate), date, time, and duration.
3. Select calendar (work / personal).
4. Save — the appointment appears immediately in Google Calendar.

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.

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

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.

Client master data — automatically included in invoices.

Add a New Client

1. Main menu → Clients → +
2. Enter first name, last name, social security number.
3. Optional: Diagnosis, title.
4. Save.

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.

Manually

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

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

Sometimes the document type you need is missing: a detailed initial report, a progress report, a confirmation for a health insurer. That's what a custom template is for — as easy to set up as a standard text for SMS or email.

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

Folder: Documents created from your template automatically land in their own folder under Documents → Year → Template name (just like invoices land under "Invoices"). You can adjust the folder name when creating the template via "Change folder".

You can find your templates anytime under Settings → Documents → Templates, where you can edit or delete them.

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

• Clear cache: Menu → Clear Cache for display issues.
• Backup before support: Create a backup before reporting problems.
• Anonymized PDF for support: Never send the real invoice with client data.
• Logging: Settings → Logging for detailed logs.

Privacy

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

Troubleshooting

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.

Display your bank details automatically on every invoice — optionally with a QR code for quick transfers by your clients.

Set Up Bank Details

1. Open Menu → Settings → 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.

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

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 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.

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.