Creating & Managing Invoices

TheraTap includes a complete invoicing system tailored specifically to the needs of animal physiotherapists and animal therapists. You create invoices directly from a treatment, add line items, and send the finished PDF by email — all in one place.

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At a Glance

Quickly Created

Manually or directly from a treatment — contact, patient, and line items are automatically applied.

PDF with SEPA QR Code

Professional invoice PDF including a QR code for easy payment via banking app.

Automatic Calculation

Subtotal, VAT, and total are calculated in real time — including support for the small business regulation.

Always in View

Draft, Open, Paid, Overdue: Track the status of every invoice and send it directly by email.

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Creating an Invoice

1. Create a new invoice

   You have several options:

   • Via the menu: Go to Invoices → + New Invoice
   • From a treatment: Open a completed treatment → Action menu → Create Invoice. The treatment data is automatically applied.
   • Via the header: Click + Create in the top right → New Invoice

2. Assign contact and patient

   Select the pet owner (invoice recipient) and optionally the associated animal. Address data is automatically pulled from the contact.

3. Set invoice details

   • Invoice date — Defaults to today’s date
   • Service date — When the treatment took place
   • Due date — Payment deadline
   • Price type — Net or gross (depending on your settings)

4. Add line items

   Add one or more invoice line items:

   • Manual entry — Freely enter description, quantity, unit price, and tax rate
   • From the item catalog — Insert predefined items with one click
   • From appointment data — Import treatment types and appointments as line items

   Each line item can include a detailed description — e.g., for comprehensive service documentation.

5. Review and save

   The subtotal, tax amounts (grouped by tax rate), and total are calculated in real time. Save the invoice initially as a Draft.

Tip

Use the draft mode to prepare invoices at your own pace. A sequential invoice number is only assigned when you finalize — before that, you can still change everything.

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Invoice Line Items in Detail

Each line item on your invoice contains:

Field	Description
Description	Short label of the service or item
Detailed description	Optional extended explanation
Quantity	Number (e.g., 1 treatment, 3 units)
Unit price	Price per unit
Unit	e.g., piece, hour, session
Tax rate	VAT rate (e.g., 19%, 7%, or 0% for small business regulation)
Type	Service, item, or appointment

You can rearrange the order of line items via drag & drop.

Note

When the small business regulation is enabled, the tax rate is automatically set to 0%. A corresponding notice pursuant to § 19 UStG appears on the invoice.

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Finalizing an Invoice

When you are satisfied with the draft, click Finalize. The following happens:

1. A sequential invoice number is assigned (according to your configured format)
2. The invoice status changes from Draft to Open
3. A PDF is automatically generated — including a SEPA QR code for easy payment
4. The invoice can no longer be edited in terms of content

Caution

Before finalizing, TheraTap checks whether all required data is present — particularly the pet owner’s address and your invoice settings. If something is missing, you will receive a notification.

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Invoice Status

Each invoice follows a clear lifecycle:

Status	Meaning
Draft	The invoice is being prepared and can still be edited
Open	The invoice has been finalized and sent to the client
Paid	Payment has been recorded — with date and payment method
Overdue	The due date has passed and payment is still outstanding
Canceled	A cancellation invoice has been created

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Recording a Payment

Once payment is received, mark the invoice as paid:

1. Open the invoice
2. Click Mark as Paid
3. Select the payment date and the payment method:

Payment Method	Description
Bank transfer	Classic bank transfer
Cash payment	Collected on site
PayPal	Payment via PayPal
SumUp	Card payment via SumUp terminal

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Creating a Cancellation Invoice

If a finalized invoice needs to be canceled:

1. Open the relevant invoice
2. Click Cancel
3. TheraTap automatically creates a cancellation invoice (credit note) with negative amounts
4. The original invoice is marked as canceled

Note

Cancellation invoices receive their own invoice number and are available as a downloadable PDF. The original invoice is preserved in the archive.

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Searching & Filtering Invoices

The invoice overview provides powerful filters:

• Status filter — Display drafts, open, paid, or overdue invoices
• Time period — Filter by invoice date
• Search — Search by invoice number, contact name, or patient
• Sorting — By date, amount, status, or invoice number

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Sending an Invoice by Email

You can send invoices by email directly from TheraTap:

1. Open the finalized invoice
2. Click Send by Email
3. The PDF is automatically attached
4. Write a personal message or use your template

You can also select invoices as attachments in the mail composer when writing a general email.

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Overdue Invoices

TheraTap automatically detects when the due date of an open invoice has passed. On the dashboard and in the invoice overview, you can see at a glance which payments are still outstanding.

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Related Topics

• Invoice settings — Tax data, bank details & number sequences
• Item catalog — Predefine services and products
• Payments & export — PDF export, DATEV, XRechnung
• LexWare Office integration — Transfer invoices to LexWare Office
• Assessment & documentation — Document treatments
• Contacts & patient records — Manage clients and animals