Invoice Settings

Before creating your first invoice, you set up your invoice settings once. Here you store tax data, bank details, number sequences, and choose whether to use TheraTap as a standalone invoicing tool or together with LexWare Office.

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At a Glance

Tax Data & Small Business

Store your tax number, VAT ID, small business regulation, and extra legal invoice details centrally.

SEPA QR Code

Enter your bank details once — a scannable QR code automatically appears on every invoice.

Flexible Number Sequences

Freely combine prefix, year format, and counter for seamless invoice numbers.

TheraTap or LexWare Office

Create invoices directly in TheraTap or transfer assessment data to LexWare Office.

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Opening Settings

Navigate to Settings → Billing. Here you will find all configuration options on one page.

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Choosing an Accounting Provider

TheraTap offers you two ways to manage your invoices:

Provider	Description
TheraTap	Complete invoicing system directly in the app — invoice creation, PDF generation, SEPA QR code, DATEV export, and XRechnung included
LexWare Office	Treatment data is transferred to LexWare Office as an invoice draft — the actual invoicing takes place there

Tip

For most animal physiotherapy practices, the built-in TheraTap provider is perfectly sufficient. You save yourself an additional tool and have everything in one place. LexWare Office is particularly worthwhile if you already maintain extensive bookkeeping there.

More about the LexWare Office connection can be found under LexWare Office integration.

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Tax Information

Store your tax data so it appears correctly on every invoice:

Field	Description
Tax number	Your tax number from the tax office
VAT ID	VAT identification number (if applicable)
Currency	EUR, CHF, DKK, USD, or AUD — depending on your country
Price type	Net (tax is added on top) or Gross (tax is included in the price)
Small business regulation	Enable this option if you are exempt from VAT
Additional invoice details	Free text for legally required details that have no dedicated field — shown in the footer of every invoice

Net vs. Gross — What’s the Difference?

Price Type	How It Works	Example (19% VAT)
Net	You enter the price without tax; VAT is automatically added on top	50.00 € + 9.50 € VAT = 59.50 €
Gross	You enter the final price; VAT is calculated out	59.50 € incl. 9.50 € VAT

Small Business Regulation

When you enable the small business regulation:

• All tax rates are automatically set to 0%
• The legally required notice appears on the invoice — matching your billing country
• You do not need to report or remit VAT

Country	Notice on the invoice
Germany	According to § 19 UStG
Austria	According to § 6 UStG
Switzerland	According to Swiss tax law
Netherlands	According to KOR (small business scheme)
Luxembourg	According to art. 57 of the VAT law

Note

Whether you may use the scheme depends on your country and turnover. In Germany it applies to self-employed people below the statutory revenue threshold. Ask your tax advisor if it applies to you.

Additional invoice details

Some countries require details that have no dedicated field — for example an RCS number and business licence in Luxembourg, a commercial register number, SIRET, or your own VAT exemption wording.

Enter them once under Settings → Billing in Additional invoice details. The text appears automatically in the footer of every new invoice next to the tax numbers. You no longer need to insert a text snippet on each invoice.

This field lives in Billing, not in the practice profile.

Tip

You can enter several lines, for example:

RCS Luxembourg: F1234
Business licence no.: 10012345

Note

Already finalized invoices stay unchanged. The text applies from the next new invoice. If you hide tax details in the document footer, the extra details are hidden too.

Introductory text and postscript

If you start or end every invoice with the same sentence, for example “Thank you for your visit, I am charging for the following services:”, store the texts once under Settings → Billing in Introductory text and Postscript.

Every new invoice is then prefilled: the introduction above the line items, the postscript below. This also applies to drafts created from appointments and courses. You can still edit or remove both texts on each invoice. You no longer need text snippets for this.

Note

The texts apply from the next new invoice; existing invoices stay unchanged. If you use Lexware Office, the same texts are also used for the Lexware export.

Different texts for individual invoices

If you need a different text depending on the case, such as “Payment receipt for the following services” as introduction or “Amount received with thanks in cash” or “… by card” as postscript, create text snippets in the Invoice category (Settings → Text snippets). On the invoice, click the text snippet icon at the introduction or postscript and pick the snippet.

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Tax Rates

TheraTap supports the standard VAT rates for various countries:

Country	Standard VAT
Germany	19%
Austria	20%
Switzerland	8.1%
Netherlands	21%
Denmark	25%

The default tax rate is automatically set based on your country. You can also assign a custom tax rate to each invoice line item — e.g., the reduced rate.

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Bank Details

Your bank details appear on every invoice and are used for the SEPA QR code:

Field	Description
Bank name	Name of your bank
Account holder	Name as registered on the account
IBAN	Your International Bank Account Number
BIC	Bank Identifier Code (SWIFT)

Tip

When you store your bank details, TheraTap automatically generates a SEPA QR code on every invoice. Your clients simply scan it with their banking app — amount and recipient are pre-filled. This significantly speeds up payment.

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Configuring Invoice Numbers

Your invoice numbers follow a customizable format:

Field	Description	Example
Prefix	Fixed text before the number	RE
Format	Placeholders for year, month, counter	{YEAR}-{COUNTER}
Counter	Current sequential number	42
Minimum length	Counter is padded with leading zeros	4 → 0042

Examples

Setting	Result
Prefix RE, Format {YEAR}-{COUNTER}, Minimum length 4	RE2026-0042
Prefix R, Format {YEAR}{MONTH}-{COUNTER}, Minimum length 3	R202602-043
Prefix empty, Format {YEAR}-{COUNTER}, Minimum length 5	2026-00044

Note

The invoice number is only assigned when finalizing — not when creating the draft. This ensures there are no gaps in the numbering.

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Invoice Design

Customize the appearance of your invoice PDFs:

• Primary color — Choose a color that matches your branding. It is used for headings and accents in the PDF.
• Show due date — In the Document Design (Settings → Document Design) you can show or hide the due date team-wide for all invoices. The invoice and service dates are not affected. The live preview reflects the change immediately.
• Hide sender line — By default a small sender line with your address appears above the recipient address (for window envelopes). If you only send invoices by email, hide it in the Document Design; your address at the top right stays.
• Hide payment QR code — Not every banking app reads the SEPA QR code (e.g. in Luxembourg). You can switch it off for all invoices in the Document Design.

Your practice logo and contact details are automatically pulled from the practice settings.

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Step-by-Step Setup

1. Enter tax data

   Enter your tax number and VAT ID if applicable. Choose your currency and decide between net and gross pricing. Legal details without a dedicated field (RCS, commercial register, business licence) go in Additional invoice details.

2. Check small business regulation

   If you qualify for the regulation, enable the toggle. TheraTap automatically adjusts all tax rates.

3. Store bank details

   Enter IBAN, BIC, bank name, and account holder. This data appears on the invoice and in the SEPA QR code.

4. Set up number sequence

   Choose a prefix, format, and starting value for your invoice numbers.

5. Done!

   You can now create your first invoice.

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Related Topics

• Creating & managing invoices — Create, finalize, and send invoices
• Item catalog — Predefine services and products
• Payments & export — PDF export, DATEV, and XRechnung
• LexWare Office integration — Connect to LexWare Office
• Practice settings — Manage logo and address data