User Guide

TimeInvoicer

Invoices, Appointments & Client Management

June 2026 iPad & iPhone iOS & iPadOS

No technical knowledge required. If you can use WhatsApp, you can use TimeInvoicer.

What the app does for you

📅 Calendar Create appointments, connected to your calendar.

🧾 Invoices Generate invoices from calendar events and save them as PDF.

👤 Clients Manage client data including social security number and diagnosis.

📨 SMS & Email Appointment confirmations and invoice delivery.

🔒 Anonymous Anonymized PDFs for tax advisors or support.

💾 Backup Back up and restore all data.

No answer in here? Ask your question online — Timi knows the whole guide: Ask Timi online →

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1 · Initial Setup

You only need to do the initial setup once.

Step by Step

Grant calendar permission
On first launch, the app asks for calendar access. Tap Allow.
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.
Select invoice directory
Menu → Settings → Invoice Directory
Choose the folder where invoices are stored (e.g. Documents/Invoices).
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).
Choose invoice template
Invoices → Template – select the default template or create your own.
Create a test invoice
Check the PDF – this way you can immediately see if the layout and signature are correct.

Appointment Format (important!)

Field	What must be entered	Example
Title	Full client name	Maria Smith
Description	Service + € + rate	Individual Therapy €160
Duration	Actual session duration	50 minutes

Important: If the € sign or the amount is missing, the app cannot calculate the service fee.

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Why the System Calendar? — Your Biggest Advantage NEW

Your time belongs to your patients, not to administration. TimeInvoicer is the only app in Austria that uses your existing Android calendar as its data source — no duplicate entry, no proprietary calendar, no learning curve.

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:

📅 Your Calendar = Your Truth You schedule appointments the way you always have — in Google Calendar, Samsung Calendar, or any Android calendar. TimeInvoicer reads directly from there.

🧾 Calendar to Invoice in Seconds Select a client, pick a date range, and the invoice is generated from your actual calendar entries. No re-typing. No copy-paste.

A Day in Practice — With and Without TimeInvoicer

Time	Without TimeInvoicer	With TimeInvoicer
08:55	Open calendar. Open billing tool. Type client name, time, service — again.	Open calendar. Done — the appointment is already where it needs to be.
12:00	4 sessions done. Each one typed into the billing system separately during breaks.	4 sessions done. Nothing extra to do — all entries are already in the calendar.
17:00	End of day. Still need to double-check that billing system matches calendar. Fix 2 discrepancies.	End of day. Tap "Create Invoice" for a client — all sessions appear automatically from calendar.
Monthly	6+ hours of administration: entering, checking, correcting, generating invoices.	~13 minutes total: select clients, generate invoices, send. That's it.

The key insight: You are already using a calendar. Why enter the same information into a second system? TimeInvoicer eliminates that second system entirely.

The Competitor Comparison

Feature	synaptos	appointmed	ZEIPSY	TimeInvoicer
Own proprietary calendar	Yes	Yes	Yes	No — uses your existing calendar
Double data entry required	Yes	Yes	Yes	No
Works offline	No	No	No	Yes — fully offline
Data stored on their servers	Yes	Yes	Yes	No — only on your device
Monthly cost	~30 EUR	~25 EUR	~20 EUR	From 0 EUR (free tier)

Bottom line: TimeInvoicer does not replace your calendar — it extends it. You keep your familiar workflow and gain invoicing, client management, and privacy on top.

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Setting Up Your Calendars — The Key to Everything NEW

This is the most important step. Spend 5 minutes here, and everything else — invoicing, backups, anonymization — works automatically.

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.

For therapists handling sensitive patient data, local calendars are the gold standard. Your appointments stay on your device, protected by Android's built-in encryption.

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:

📅 1. Default Calendar Your main working calendar. This is where you create appointments with full client names and service details.
Example name: "Practice"

💾 2. Backup Calendar An automatic safety copy. When you move or delete an appointment in the default calendar, a copy is kept here.
Example name: "Practice Backup"

🔒 3. Anonymous Calendar Like the backup, but with all patient names replaced by anonymous codes. Ideal if your backup calendar syncs to the cloud.
Example name: "Practice Anon"

Minimum requirement: You need at least a Default Calendar. The Backup and Anonymous calendars are strongly recommended but optional.

Step-by-Step Setup

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.
Open TimeInvoicer Calendar Settings
Navigate to Side Menu → Settings → Calendar → Calendars & Colors. You will see a list of all calendars available on your device.
Assign the Default Calendar
Tap your main calendar (e.g. "Practice") and select Default Calendar. This is where the app reads appointments for invoicing.
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.
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").
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:

You do this...	TimeInvoicer does this automatically
Move an appointment to a different time	A copy of the original time is saved to the Backup Calendar and the Anonymous Calendar.
Delete an appointment	The appointment is preserved in the Backup Calendar (with full name) and the Anonymous Calendar (with anonymous code).
Create a new appointment	Nothing extra — the appointment is in your default calendar and ready for invoicing.

Why this matters: Insurance companies sometimes ask for proof of appointments months later. With the backup calendar, you always have a complete history — even for appointments you rescheduled or cancelled.

Recommended Configuration

Calendar	Type	Synced to Cloud?	Contains Real Names?
Practice (Default)	Local	No	Yes
Practice Backup	Local	No	Yes
Practice Anon	Google	Yes (safe — no names)	No (anonymous codes)

Pro tip: The Anonymous Calendar can safely be a Google Calendar because it never contains real patient names. This gives you a cloud backup of your appointment schedule without exposing sensitive data.

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Privacy & Security — Why Your Data Is Nowhere Safer NEW

Your patient data never leaves your device. No cloud. No account. No registration. No server that could be hacked. Just you and your phone.

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.

📱 What stays on your device

Client names, addresses, insurance numbers
Diagnoses (ICD-10/ICD-11)
All invoices (PDF + data)
Calendar appointments
Templates and settings
Backup data

🚫 What is NOT sent anywhere

No data to our servers (we have none)
No analytics or tracking
No client names to Google (with local calendars)
No diagnostic data shared with third parties
No cloud sync of patient records
No processing on external servers*

* 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.

GDPR Requirement	How TimeInvoicer Handles It
Data minimization	Only data you actively enter is stored. No background data collection.
Storage limitation	You control what is stored and can delete any client or invoice at any time.
Integrity & confidentiality	Data is protected by Android device encryption (AES-256). No network transmission.
Right to erasure	Delete a client, and all associated data is removed from the local database immediately.
Data portability	Export invoices as PDF. Export calendar data via standard ICS. Full database backup available.

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.

What this means for you: Your patient data is protected by the same encryption standard used by banks and governments. You do not need to do anything extra — it is automatic on every modern Android phone.

Web Apps vs. TimeInvoicer — Where Is Your Data?

	Web-based tools (synaptos, appointmed, etc.)	TimeInvoicer
Data location	On the provider's servers (often EU, sometimes unclear)	On your device only
Internet required	Yes — always	No — fully offline
Server breach risk	If the provider is hacked, all client data is exposed	No server = nothing to hack remotely
Provider goes bankrupt	Your data may be lost or inaccessible	Your data is on your device — always accessible
Who can see your data	Provider employees, potentially subcontractors, hosting staff	Only you
Account required	Yes — email, password, often payment details	No account, no registration

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.

Best practice for therapists: Use a local calendar for your practice appointments (with real patient names) and set up the Anonymous Backup Calendar as a Google Calendar. This way, you get cloud backup of your schedule without ever exposing patient names.

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

✅ Recommended

Use a local calendar for practice appointments
Set a strong device PIN or biometric lock
Enable the Anonymous Backup Calendar
Use the built-in backup function regularly
Keep Android updated for security patches

⚠️ Avoid

Storing patient names in Google-synced calendars without the Anonymous Calendar
Leaving your phone unlocked and unattended
Skipping device backups — your data is local, so protect it
Using automatic suggestions with full patient names (use the anonymization option)

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Your Time Savings — Calculated NEW

72 hours per year. That is how much administration time a typical therapist with 80 monthly invoices saves with TimeInvoicer. That is almost two full work weeks — or 72 extra therapy sessions.

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.

Task	Manual (per invoice)	TimeInvoicer (per invoice)
Enter client data	~2 min (name, address, insurance no.)	0 min (auto-filled from contacts)
Enter appointment details	~1.5 min (date, time, service, amount)	0 min (read from calendar)
Generate invoice document	~1 min (open template, paste, format)	~10 sec (tap "Create Invoice")
Save as PDF	~30 sec (print to PDF, name file)	0 sec (automatic)
Send to client	~30 sec (attach to email, write text)	~10 sec (tap "Send" — template pre-filled)
Total per invoice	~5 minutes	~10 seconds

Monthly Overview: 80 Invoices

⏰ Without TimeInvoicer 80 invoices × 5 min = 400 minutes
= 6 hours 40 minutes per month
Almost a full working day, every single month.

⚡ With TimeInvoicer 80 invoices × 10 sec = 13 minutes
= 13 minutes per month
One coffee break. That's all.

Annual Impact

	Manual	TimeInvoicer	You Save
Time per year	80 hours	2.6 hours	~72 hours
Working days	10 days	< 1 day	~9 working days
At 100 EUR/hour	8,000 EUR in admin time	260 EUR in admin time	~7,200 EUR

Put differently: The time you spend on manual invoicing each year is worth 7,200 EUR — enough for a holiday, further education, or simply 72 more therapy sessions with clients who need you.

Where Does the Time Go?

The biggest time savings come from eliminating double entry:

Calendar appointment exists → Client auto-detected → Service & amount read → Invoice generated → PDF sent Total: 2 taps + 10 seconds. No typing. No template. No copy-paste.

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:

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

80 invoices in under 2 minutes. Select the month, tap the button, done. Your entire monthly billing in the time it takes to make a cup of tea.

Real-World Perspective

🎓 72 hours = 3 full training days Use the saved time for continuing education, supervision, or professional development.

👨‍👩‍👧 9 working days = almost 2 weeks Spend those days with family, on holiday, or simply not stressing about paperwork on Sunday evening.

The cost of TimeInvoicer? A fraction of what you save. At 100 EUR/hour, the app pays for itself within the first week of use — and keeps saving you time every month after that.

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2 · Calendar & Appointments

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

Create a New Appointment

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

Smart Appointment Suggestion NEW

The app analyzes past appointments of the client and automatically suggests the optimal next slot — locally, without internet.

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

Prerequisite: At least 2 past appointments with this client.

Edit / Delete Appointment

EditTap appointment → Edit Appointment → make changes → Save.

DeleteTap appointment → Delete Appointment → Confirm. Also removed from Google Calendar.

Additional Features

Feature	Where	What
Switch view	Menu top right	Day, week, or list view
Filter	Filter icon	Show only specific calendars or clients
SMS new appointment	Appointment menu	Appointment confirmation via SMS
Email new appointment	Appointment menu	Appointment confirmation via email
Analysis	Menu → Analysis	Statistics on appointments and fees

Direct path to invoice: Tap appointment → Invoice — all data is transferred.

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3 · How an Invoice Is Created from the Calendar

The most important thing first: You enter appointments — the app builds the invoice from them. No double entry.

The Process at a Glance

📅 Create appointment → 👤 Select client → 🧾 Open invoice → 📋 Choose period → ✅ Create PDF Each step takes data from the previous one — you only enter each value once.

Step 1: Create the appointment correctly

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

Calendar Field	What goes there	Why
Title	Full name of the client e.g. "Maria Smith"	The app finds appointments based on the name
Description	Service name + € + amount e.g. "Individual Therapy €160"	The € amount is used as the fee
Duration	Actual session length e.g. 50 minutes	Shown as units on the invoice

Common mistake: The title contains a nickname or abbreviation instead of the full name → appointment is assigned to the wrong client or no one at all.

Step 2: Open the invoice

There are two paths to the invoice form:

Path A — from the calendar Tap appointment → Invoice.
Client, service, and date are pre-filled immediately.

Path B — via the menu Menu → Invoices → New Invoice.
Select client manually, then specify the period.

Step 3: Choose the period

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

Tip: If the app detects multiple appointments at the same time (duplicates), a notice is shown.

Step 4: Review the service table

Column	Where the value comes from
Date	Start date of the calendar event
Description	Event description text (without the € part)
Duration / Units	Event duration ÷ unit length (e.g. 50 min)
Fee per unit	€ amount from the event description
Total	Units × Fee

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.

Summary: Create appointment correctly (name + € amount) → Open invoice → Period → Review → PDF. With a bit of practice, this takes less than 2 minutes.

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4 · Managing Clients

Client master data — automatically included in invoices.

Add a New Client

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

Field	Meaning	Required?
First name / Last name	Printed on invoice	Yes
Social Security No.	Social security number	Recommended
Diagnosis (ICD-10/11)	Appears on invoice	No
Contact ID	Link to Android contacts for SMS/Email	Recommended

Recommendation: Also save each client as a contact on your phone (same name) — this enables automatic SMS/email delivery.

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5 · Creating an Invoice

Two paths: Automatically from calendar events (recommended) or manually.

Automatically from Calendar (recommended)

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

Manually

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

Field	Meaning
Inv. No.	Invoice number (automatic, editable)
Date	Invoice date (default: today)
Services	Table with date, description, duration, fee
Payment instruction	cash / transferred / open
Diagnosis	Optional: ICD-10 or ICD-11 code
Signature	Your signature (from template)

Before closing: Tap Save.

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6 · Preview & PDF Generation

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

Required Check

Check Point	Why
Name and social security number correct	Avoids correction invoices
All services complete	Correct total amount
Payment instruction visible	Clear notice for client
Signature visible	Professional finish

Create PDF

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

Buttons

Create PDFGenerates and saves both versions.

ShareSelection menu: Print, Share, or Email.

RefreshReload preview.

CopyCopy HTML to clipboard.

SaveSave invoice without PDF.

CancelClose without changes.

Wait briefly: After Create PDF, wait 1–2 seconds before opening the file.

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7 · Sending an Invoice by Email

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

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

Customize template: Menu → Settings → Messages → Email New Invoice

No email? Check the email address in Android Contacts.

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8 · Anonymized Invoice

Looks exactly like the real invoice — but name and social security number are redacted with black bars.

What for?

Tax AdvisorShow income without client data.

SupervisionDocumentation without privacy risk.

SupportSend anonymized version, no data at risk.

ArchivingInternal copy (clear) + external copy (anonymous).

How?

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

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

Privacy: Name and social security number are truly unreadable, even in the PDF file.

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9 · SMS & Email Communication

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

SMS / Email New AppointmentCreate appointment → SMS New Appointment

SMS / Email CancellationSelect appointment → SMS Appointment Cancellation

SMS to all of the dayReminder to all clients of the day.

SMS to allGeneral message to all clients.

Placeholders in Templates

Placeholder	Replaced by
`[NAME]`	Full client name
`[VORNAME]`	First name only
`[DATUM]`	Appointment date
`[UHRZEIT]`	Appointment time
`[ANREDE]`	Mr. / Ms.

Edit Templates

Menu → Settings → Messages
Tap the desired template.
Enter text with placeholders.
Save.

Example: Hello [VORNAME], your appointment on [DATUM] at [UHRZEIT] is confirmed.

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10 · Settings & Templates

Section	What you configure there
Invoice Directory	Storage location for PDFs and HTML files
Calendar	Which calendars the app uses
Messages	Text templates for SMS and email
Invoice	Default fee rate, max services per page, header
ICD Mode	For therapists: ICD codes as project categories
Logging	Log detail level (for support)

Invoice Templates — Placeholders

Client Data

[NAME] — Client name
[SVNR] — Social security number
[DIAGNOSE] — ICD Diagnosis

Invoice Data

[RENR] — Invoice number
[DATUM] — Invoice date
[ZEILENLEISTUNGEN] — Table
[BEZAHLT] — Payment status
[SIGNATURE] — Signature

Switch Template

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

Custom templates: Always make a copy of the original template before making changes.

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11 · Backup & Restore

Recommendation: Create a backup at least monthly — especially before changing phones or updating the app.

Create Backup

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

Calendar Backup

Calendar BackupAll appointments saved with real names.

Anonymous Calendar BackupAppointments with anonymized names — for supervision.

Save & Restore Calendar Locally NEW

This feature saves your calendar events as a local file on the device (JSON) and can import them later. This is especially useful before changing phones, manufacturer updates, or account changes.

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

Restore skips already existing identical appointments (duplicate protection) but does not replace manually changed details.

Restore

Menu → Backups → Restore
Select backup file.
Confirm.

Warning: Current data will be overwritten. Create a new backup first!

Data	In backup?
Client data	Yes
Invoices	Yes
Settings & Templates	Yes
SMS/Email templates	Yes
PDF files	Back up separately!

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12 · ICD-10 & ICD-11 Diagnoses

What is ICD? The international standard system for coding diagnoses.
ICD-10 e.g. F41.1 = Generalized anxiety disorder.
ICD-11 NEW — newer WHO version, over 35,000 entries, available offline.

Add Diagnosis to Invoice

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

Multi-keyword search: Enter multiple words separated by spaces — only diagnoses containing all terms are shown.
Example: anxiety social finds all social anxiety disorders.

Compare ICD Versions

Feature	ICD-10	ICD-11
Standard	Currently valid in AT/DE	WHO successor from 2022
Scope	~14,000 codes	~35,000 codes
Search	Full-text search + multi-keyword	Full-text search + multi-keyword
Offline	Yes (own database)	Yes (built-in, no download)
Recommendation	For insurance billing codes	For documentation, research

Manage Database (ICD-10)

Function	Where	What
ICD-10 Import	Menu → ICD-10 Import	Load new ICD-10 codes
ICD-10 Import 2	Menu → ICD-10 Import 2	Alternative import
ICD-10 Export	Menu → ICD-10 Export	Back up data

ICD-11: Is already built in — no manual installation required. On first use, the ~35,000 entries are automatically loaded into the database.

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13 · ICD Mode NEW — for Therapists & Psychologists

Special mode for: Psychotherapists, psychologists, psychiatrists, clinical psychologists.
In ICD Mode, project categories are filled directly from ICD codes — the separate diagnosis field is removed.

Activate ICD Mode

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

What Changes

ICD Mode ON

"Project" spinner shows ICD codes as categories
ICD-10/11 toggle + search button visible
Diagnosis fields on invoice hidden

ICD Mode OFF

"Project" spinner shows custom project names
Diagnosis fields visible
ICD elements hidden

Select ICD Code as Project

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

ICD-11 in ICD Mode: Since ICD-11 has over 35,000 entries, the spinner is not practical — for ICD-11, the spinner shows "Use search". Use the search button instead.

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14 · Frequently Asked Questions & Solutions

Invoice

Problem	Solution
Service missing	Check event description: must contain € sign + amount
Wrong client name	Event title must exactly match the client name
PDF cut off at the side	Check template — tables must not be wider than A4
Signature missing	Re-create PDF; check signature block in template
Empty second page	Check template for excessive spacing
Wrong total	Review service table and correct amounts/durations

Appointment Suggestion

Problem	Solution
"Too few appointments"	At least 2 previous appointments with the client are needed
Suggestion doesn't fit	Change appointment manually — suggestion is just a starting point

SMS / Email

Problem	Solution
Email without recipient	Add email address in Android Contacts
Placeholders not replaced	Contact name must match the client name
PDF attachment missing	First Create PDF, then Send by email

Calendar

Problem	Solution
No appointments visible	Check Settings → Calendar; grant Android permission
Calendar write permission missing	Android Settings → Apps → TimeInvoicer → Permissions → Calendar
Duplicate appointments	Check if multiple calendars are showing the same event

ICD Search

Problem	Solution
No results	Check spelling; use fewer or different keywords
ICD-11 empty on first launch	Wait a few seconds — 35,000 entries are being imported

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.

Usually helps: Refresh preview → Re-create PDF → Restart app.

Pro Feature

15 · Automatic Template Assistant

Only available in the Pro version. The template assistant automatically creates professional invoice templates adapted to your style. Everything runs offline on your device — no internet connection required.

What does it cost?

Google's free tier includes 1,500 requests per day — for occasional template creation there are no costs. With intensive use, one request costs approx. € 0.0002 (Gemini 1.5 Flash, as of 2026).

Optional: Create a Google Cloud Project

This step is only needed if you want to use the optional cloud variant. By default, everything works offline.

Open console.cloud.google.com and sign in with your Google account.
Click on the Project selector at the top left (shows either "No project" or a project name).
Select "New Project".
Enter a name (e.g. timeinvoicer-ai) and click "Create".
Wait about 10 seconds until the project is created.

Tip: If you already have an existing Google Cloud project, you can use it as well.

Step 2: Create a Gemini API Key

Open aistudio.google.com.
Click "Get API Key" at the top left.
Select "Create API key".
Choose the project you created in Step 1 from the dropdown list.
Copy the displayed key (starts with AIza, approximately 39 characters).

Security: Do not share your API key with others. It is only stored on your device and never shared with third parties.

Step 3: Enter the Key in the App

There are two ways:

Setup dialog: On first click on "Create template automatically", a step-by-step wizard opens automatically.
Settings: Menu → Settings → Automatic Assistant (Pro) → Enter Gemini API key.

Troubleshooting

Problem: "No cloud projects available"
You haven't created a Google Cloud project yet. Go back to Step 1 and create a project in the Cloud Console first.

Problem: API Error 403 (Permission denied)
The Gemini API is not yet enabled for your project. Open console.cloud.google.com, search for "Generative Language API" and enable it for your project.

Problem: API Error 400 (Bad Request)
The key is wrong or was copied incorrectly. Go back to AI Studio and copy the key again. Make sure there are no spaces before or after the key.

Problem: Connection failed
Template creation works offline on your device. If you are using the optional cloud variant, make sure your device is connected to the internet.

Problem: "No Gemini API key configured"
The key has not been entered yet. Go to Settings → Automatic Assistant (Pro) and enter the key.

Tip: Use the "Test Connection" button in the setup dialog to verify that your key works — even before creating a template.

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16 · Quick Invoice NEW

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

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

Tip: For automatic recognition to work, the event title should contain the client name and the description should include an amount (e.g. €100).

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17 · Batch Invoice NEW

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

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

Note: All individual services of the month are summarized in a clear table — with date, service, and amount per appointment.

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18 · Dunning NEW

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

Access Dunning

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

Dunning Levels

Level	Name	When
1	Payment Reminder	After payment deadline expires
2	1st Reminder	14 days after payment reminder
3	2nd Reminder	14 days after 1st reminder
4	Final Reminder	14 days after 2nd reminder

Tip: Mark paid invoices promptly as "paid" so they don't appear in the dunning list.

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19 · Home Screen Widget NEW

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

Add Widget

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

Widget Features

Next AppointmentShows name, date, and time of the next appointment.

Invoice ButtonTap the button to immediately create an invoice for the displayed appointment.

Note: The widget updates automatically. Make sure the calendar permission is granted.

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20 · WAH-XML Export (ELDA) NEW

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

Export WAH-XML

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

Important: Verify the exported data (social security number, service code, amount) carefully before uploading to ELDA. You are responsible for accuracy.

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21 · Bank Details on Invoice NEW

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

Set Up Bank Details

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

Result: Your bank details are automatically displayed at the bottom of every invoice. With the QR code enabled, clients can scan the code with their banking app and the transfer is pre-filled.

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22 · Smart Event Titles NEW

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

Abbreviation	Service
`KP01`	Diagnostics
`KP10`	Treatment (Individual Therapy)
`KP11`	Group Therapy
`KP20`	Counseling

Tip: You can also combine abbreviations with Quick Invoice: create an event with a Smart Title → long-press → Quick Invoice. The service is automatically recognized and filled in.

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23 · Find a Diagnosis Code Quickly Practice only

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

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

Examples

You type	You get
(empty)	Your ten most-used codes
`F4`	All codes from F40 to F48, including subcategories
`anxiety`	Matches via label and synonyms

Note: We only search the ICD-10 catalog and your own usage frequency. TimeInvoicer does not assess complaints and does not derive a diagnosis from anything — the diagnosis is entirely yours to make.

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24 · Statistics NEW

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

Access Statistics

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

Available Reports

Revenue per Month/YearGraphical representation of your income over time.

Top ServicesWhich service types are billed most frequently.

Insurance ProvidersBreakdown by insurance providers.

Open InvoicesOverview of unpaid invoices.

Tip: Use the statistics regularly to keep your practice finances in view and send reminders in time.

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25 · Billing Check NEW

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

Open Menu → Billing Check.
You’ll see all appointments from the past weeks that aren’t yet linked to an invoice.
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.

Tip: Use clear appointment titles in your calendar (e.g. "Initial consultation Smith" or simply the surname). The clearer the title, the more precise the automatic match.

Empty screen? As soon as you have appointments with your clients in the calendar, they’ll appear here — ready to invoice.

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26 · Link Appointments NEW

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

Tap Link all to confirm every match in one sweep.
Or open a group card and link individual appointments via Link individually.
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.

Contacts access: To link appointments to your clients I need access to your address book. Your data stays on your device.

All tidy? New appointments are recognized automatically as you create them. You won’t need this screen anymore.

TimeInvoicer

What the app does for you

1 · Initial Setup

Step by Step

A Simple Method: Add a local calendar on your phone

B Optional: Google Calendar for multiple devices

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

D Create a new calendar in Google Calendar

E Advanced Android Guide (Samsung / Pixel / Xiaomi)

When only "Contacts sync" appears during sync

Appointment Format (important!)

Why the System Calendar? — Your Biggest Advantage NEW

What Makes This Different

A Day in Practice — With and Without TimeInvoicer

The Competitor Comparison

Setting Up Your Calendars — The Key to Everything NEW

Why Local Calendars? Privacy First.

The 3-Calendar Strategy

Step-by-Step Setup

What Happens Automatically

Recommended Configuration

Privacy & Security — Why Your Data Is Nowhere Safer NEW

The Core Principle: Local First

GDPR Compliance — Built In, Not Bolted On

How Android Protects Your Data

Web Apps vs. TimeInvoicer — Where Is Your Data?

Local Calendars — The Extra Privacy Layer

EPC QR Code — Local Generation

Your Privacy Checklist

Your Time Savings — Calculated NEW

The Math: Manual vs. TimeInvoicer

Monthly Overview: 80 Invoices

Annual Impact

Where Does the Time Go?

Batch Invoicing: Even Faster

Real-World Perspective

2 · Calendar & Appointments

Create a New Appointment

Smart Appointment Suggestion NEW

Edit / Delete Appointment

Additional Features

3 · How an Invoice Is Created from the Calendar

The Process at a Glance

Step 1: Create the appointment correctly

Step 2: Open the invoice

Step 3: Choose the period

Step 4: Review the service table

Step 5: Diagnosis & Payment Status

Step 6: Preview and PDF

4 · Managing Clients

Add a New Client

5 · Creating an Invoice

Automatically from Calendar (recommended)

Manually

6 · Preview & PDF Generation

Required Check

Create PDF

Buttons

7 · Sending an Invoice by Email

8 · Anonymized Invoice

What for?

How?

9 · SMS & Email Communication

Placeholders in Templates

Edit Templates

10 · Settings & Templates

Invoice Templates — Placeholders

Switch Template

11 · Backup & Restore

Create Backup

Calendar Backup

Save & Restore Calendar Locally NEW

Restore

12 · ICD-10 & ICD-11 Diagnoses

Add Diagnosis to Invoice

Compare ICD Versions

Manage Database (ICD-10)

13 · ICD Mode NEW — for Therapists & Psychologists

Activate ICD Mode

What Changes