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 an assessment, 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 an assessment — 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 an assessment: Open a completed assessment in the Documentation tab → Action menu → Create Invoice. The assessment 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 assessment 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 assessment, 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 notice matching your billing country appears on the invoice (in Germany, for example, § 19 UStG). Extra legal details such as RCS or a business licence are stored once under invoice settings.

Applying a discount

Below the line items, choose Discount. Pick Percent (e.g. 10 %) or a fixed Amount and optionally your own description. TheraTap adds the discount as a deduction line with a negative price – one line per tax rate if the invoice has several, so the VAT stays correct. You can edit or remove the deduction line like any other line item afterwards.

Collective invoice for several animals

If you treat several animals of the same owner (e.g. four horses vaccinated), you can bill everything on one invoice:

1. Create a new invoice and choose the owner.
2. Turn on Collective invoice. Instead of one animal for the whole invoice, you now pick the animal per line item.
3. Add the line items and choose the matching animal on each line with the paw button. For a service given to four horses, add it four times, once per horse.
4. Save, finalize and send the invoice as usual – the owner receives one email with one PDF.

On the PDF the line items are grouped by animal, with the animal’s name as a heading and a subtotal per animal. Before finalizing, TheraTap points out any line items without an animal.

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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 reversed in full:

1. Open the relevant invoice
2. Click Cancel
3. If money has already been received, choose how it is paid back (e.g. cash or bank transfer)
4. TheraTap immediately creates a cancellation invoice: its own invoice number, today’s date, all line items with negative amounts and a reference to the original invoice
5. The original invoice is marked as canceled

Note

Cancellation invoices are final documents: they cannot be edited or marked as paid. The original invoice is preserved in the archive. Cancellation drafts from the previous version can be finalized unchanged from the invoice page – they receive today’s date.

Invoice Correction (Partial Credit, Refund)

If only part of an invoice is to be credited – for example unused sessions of a package or a goodwill discount – create an invoice correction instead of a new invoice with a negative amount:

1. Open the finalized invoice
2. In the ⋯ menu choose Correct / refund
3. Enter the amount per line by which the invoice is reduced and adjust the text if needed (e.g. “Refund for 8 unused sessions”)
4. Optional: the reason – it is shown on the document
5. If the invoice has already been paid, choose how the credit is refunded – or Don’t refund to keep it as a credit on the invoice
6. Issue correction

The correction is a separate document with its own number and a reference to the original invoice. It reduces the invoice’s open amount, appears as a revenue reduction in statistics, the invoice journal and the DATEV export, and can never exceed the original amount per tax rate.

Cancellation or correction?

To reverse the full amount, cancel the invoice. Once an invoice has a correction, the remainder is credited with another correction as well.

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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. Subject and body come from your default template (if configured) — you can still edit them before sending

Set up a default invoice email

Under Settings → Communication & Templates → Invoices, store the subject and body for invoice emails. Use Load template for a ready-made starting text with placeholders. Available variables include:

Placeholder	Meaning
{{invoice:number}}	Invoice number
{{invoice:total}}	Amount (formatted)
{{invoice:date}}	Invoice date
{{invoice:due_date}}	Due date

Patient, team, and contact/owner variables work as well. Placeholders are replaced automatically when you send.

Tip

Without a saved template, sending still opens the mail composer with a default subject and an empty body — you can always write the message manually.

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

After sending, you’ll find the email in the contact record’s email log – and in the invoice list and detail you’ll see the checkmark icon with Sent on … as a clickable link to the message.

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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
• Practice settings — Default invoice email under Communication & Templates
• LexWare Office integration — Transfer invoices to LexWare Office
• Assessment & documentation — Document assessments
• Contacts & patient records — Manage clients and animals
• Email log — Trace sent emails