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, currency, and small business regulation settings 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, or USD — 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 under § 19 UStG

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 pursuant to § 19 UStG appears on the invoice
• You do not need to report or remit VAT

Note

The small business regulation applies in Germany for self-employed individuals with annual revenue below 22,000 €. Consult your tax advisor to determine if it applies to you.

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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.

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.

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