TimeInvoicer

What the app does for you

The basic idea

TimeInvoicer does not keep its own appointment calendar. The app reads the calendar you already use on your iPhone or iPad, so you enter every appointment only once.

1 · Install the app and allow access

1. Install TimeInvoicer from the App Store and open it.
2. When iOS asks for calendar access, tap Allow — without it, the app can neither read nor save appointments.
3. Allow contacts too if you want to pick people from your address book. You can also add contacts in the app only.

2 · Field of work and profile

1. Choose your field of work. It decides, for example, whether the app speaks of clients or customers.
2. Fill in your profile under Menu › Settings › Profile › My profile: name, address and country. They appear in the invoice header.
3. Set up your services once in the service catalogue.

3 · Your first appointment

1. Tap the + icon and choose New appointment.
2. Pick the contact, date and time. We fill in service and fee for you.
3. Tap Save — the appointment appears in your calendar.

4 · Your first invoice

1. Tap the appointment in the calendar.
2. Tap Invoice in the appointment window.
3. Done — contact, date, service and fee are already filled in. Check the preview and share the PDF.

Differences from Android

• Navigation: bar at the bottom; go back by swiping from the left edge.
• Date and time: the familiar iOS wheels instead of a calendar dialog.
• Sharing: the iOS share sheet.
• Calendar access: iOS lets you share individual calendars. Make sure your work calendar is included.

If something does not work

• Appointments missing? Check the calendar access in the iOS settings and whether the calendar is visible in TimeInvoicer.
• Invoice stays empty? No appointment assigned to this person was found in the period. Check that the appointment title matches the full name.
• Updates: install the latest version from the App Store — that fixes most cases.

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. Choose the contact. Right below the contact card you see whether the appointment is professional or private (Professional / Private) — 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: Professional or Private. One tap on it (Tap to change) 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.

If the app suggested a service that does not fit this time, remove it again with the ✕ (Remove) next to the service.

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 an end date NEW

You choose start and end directly in the appointment. You can also switch the day — the time you set stays the same.

1. Tap Date in the appointment if it should take place on another day.
2. The End date row is always shown below the end time. Tap it and choose the day the appointment ends — for example for appointments past midnight (10:00 PM to 1:00 AM the next day) or for appointments spanning several days.
3. Date fields include the weekday, for example Thu, 10/08. The year is only shown when it is not the current year.
4. We calculate the duration automatically.

Usual times NEW

As soon as you pick a contact in a new appointment, we look at this person’s previous appointments. From two appointments on, we show the most frequent weekdays and times as chips under Usual times, above the date, e.g. Tue 10:00 · 5×.

1. Select the contact in the new appointment.
2. Tap a chip under Usual times.
3. We fill in weekday, time and duration — you can change everything afterwards.

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.

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.

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, you see All places taken: the contact is not saved yet, and See plans takes you to more places.

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.

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

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.

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

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

Step 2: Create a Gemini API Key

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

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

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

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. Tap the Export CSV icon at the top right.
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

The Share PDF icon at the top right creates the annual report as a PDF — to pass on or to file.

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 › 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.

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.

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

Example

Change the unit length

1. Open Menu › Settings › General › Fee.
2. Enter your value under Minutes per unit.
3. New appointments use this length from now on.

Which unit length applies?

When you create a new appointment, we check in this order:

1. On the contact: field Unit length in minutes (optional). It applies to this contact and replaces the general setting.
2. The last appointment with this contact.
3. Settings: Menu › Settings › General › Fee.

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

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

In the service catalogue you maintain your services once — name, duration and fee. After that you can pick them for appointments and invoices everywhere, without typing them again.

Open the catalogue

• On first launch, in the Set up services step.
• Any time later under Menu › Settings › General › Service catalog.

Add a service

1. Tap a chip under Templates — we prefill the form — or tap Add your own service.
2. Enter Name, Duration (min) and Fee (€).
3. Tap Add service — only then is it saved.

Set a default service

Tap the star on a service. New and completed contacts then use this service automatically. Tap it again to remove the default selection.

In appointments and invoices

For an appointment or an invoice you pick the service from your catalogue — duration and fee are already filled in. You can still change both in a single case.

Your profile is the basis of every invoice: name and address appear in the invoice header. Without them an invoice is incomplete — that is why we ask for them when you create your first invoice.

Open the profile

1. Open Menu › Settings › Profile › My profile.
2. Enter title, first name, last name and your address (street, postcode, city).
3. Choose your country from the list.
4. Tap Save.

What the country controls

The country sets the app’s region. Country-specific details follow from it, for example wording and checks on the invoice and, in the practice field, social insurance.

Whether you read “clients” or “customers” depends on your field of work (practice or business), not on the country. More under Managing Clients.

Your signature appears at the end of the invoice, together with your closing. There are three ways to create it:

Create your signature

1. Open Menu › Settings and scroll to the Documents section.
2. Tap Signature image to draw or choose an image — or Signature for the text.
3. Save — from now on the signature appears on new invoices.

You can also do it right in an invoice: in the Signature & greeting section, tap Draw signature.

Remove the signature

If an invoice should have no signature, switch off Show signature in the Signature & greeting section. Your saved signature is kept.

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.

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 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 placeholders. We fill them in automatically later with:
   • 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 contact, the template is already selected, done.

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

Tip: Short lines ending in a colon ("Anamnesis:") automatically become section headings in the document. Brackets copied from Word, like "[Name]", are not recognized. Use the placeholders from the list instead.

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

File name (NEW): Under Settings › Documents › File name you decide how your invoice files are named — when saving, sharing, printing and for email attachments. The default is [TYP]_[NR], e.g. Invoice_039.pdf (no names). Tap placeholders to insert them: [TYP], [NR], [JAHR], [DATUM], [NACHNAME], [VORNAME], [KUNDE]; a preview with sample data appears at the top. If you add names, they appear in file names and email attachments (anonymous copies never contain names). After saving we ask whether to rename existing files too — nothing is ever deleted or overwritten.

You don't simply delete an incorrect or no longer valid invoice — instead you create a credit note. A credit note is a "negative invoice": it refers to the original invoice and offsets its amount. Example: an invoice for €120 → a credit note for €120 offsets it.

How to Create a Credit Note

1. Tap New Credit Note in the menu.
2. Select the client — ideally the same one the original invoice was issued to.
3. Enter the amount or the services to be cancelled.
4. Check the preview and save the credit note like a normal document.

Credit note total per service: If you want to credit only a single service item rather than the whole invoice, enable the Credit note switch when editing that service — there you can enter your own free amount instead of quantity × fee.

With a package you sell several units at once (e.g. a "10-unit package"). The app keeps the units for this client and automatically deducts one at every appointment — no counting on your side.

Create and Sell a Package

1. In the service catalog (Settings › 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.

Logo and practice details appear at the top of every invoice. You set up both in the Practice Details area of your settings.

1. Enter your practice details — they become a professional letterhead.
2. Use Choose logo to upload your practice logo; use Change logo to swap it later.
3. Adjust the size with the logo width slider.
4. Under Logo in letterhead you choose whether the logo sits separately next to your practice details or appears integrated.
5. The A4 preview immediately shows what the finished letterhead looks like.

The statistics dashboard gives you an overview of revenue and services. We show your figures as a chart — and you choose how: as bars, a line or a circle (donut). → All dashboard reports: Statistics.

How to Use the Charts

1. Open Statistics or the annual overview.
2. Above the chart you find the Chart type field.
3. Choose Bars, Line or Circle (Donut) — the view switches immediately.

Your handwritten session notes can be filed in their own folders per client — handy if you have your own system (e.g. by topic or treatment phase).

Create, Rename and Delete Folders

In an open session note, use the folder menu to create a new folder, rename it or delete it again. Two folders with the same name cannot exist for the same client.

Move & Duplicate

• Move to folder — assigns the open session note to a folder or takes it out again.
• Duplicate — files a copy, also under a different client. Handy when one session note should serve as a template for the next.