Payments & Export

TheraTap supports you not only in creating invoices, but also with everything that comes after: recording incoming payments, generating professional PDFs, exporting data for your tax advisor, and creating electronic invoices in XRechnung format.

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At a Glance

Record Payments

Record incoming payments directly on the invoice — with date, payment method, and automatic status change.

PDF with SEPA QR Code

Professional invoice PDFs with logo, bank details, and a scannable QR code for fast bank transfers.

DATEV Export

Export accounting data in the standard format and pass it directly to your tax advisor.

XRechnung 3.0

Electronic invoices in UBL format for public sector clients and e-invoicing.

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Recording Payments

When a client has paid, you record the payment directly in TheraTap:

1. Open the invoice

   Go to Invoices and open the relevant invoice.

2. Mark as paid

   Click Mark as Paid and select:

   • Payment date — When was the payment received?
   • Payment method — Bank transfer, cash, PayPal, or SumUp

3. Done

   The invoice changes to Paid status and disappears from the list of open items.

Supported Payment Methods

Payment Method	Typical Use
Bank transfer	Classic bank transfer — the client transfers the amount to your account
Cash payment	Collected directly on site — e.g., after a treatment
PayPal	Online payment via PayPal
SumUp	Card payment with a SumUp terminal — ideal for mobile practices

Download a Payment Receipt

If your client needs proof that an invoice has already been paid — for example to submit it to their pet insurance — download a payment receipt:

1. In the invoice list, open the More menu (…) of the paid or partially paid invoice.
2. Click Payment receipt.

The PDF shows the invoice number and date, every payment with date, method and amount, plus the total, the amount already paid and the open amount. Reversed payments are not listed.

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Keeping Track of Overdue Invoices

TheraTap automatically detects overdue invoices:

• Invoices whose due date has passed and that have not yet been marked as paid appear as overdue
• In the invoice overview, you can filter specifically for overdue invoices
• This way, you always keep track of outstanding payments

Tip

Regularly filter for overdue invoices and contact clients with a friendly email — directly from TheraTap.

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PDF Invoices

Every finalized invoice can be downloaded as a professional PDF or displayed directly.

What’s on the PDF?

Section	Content
Header	Your practice logo, name, and address
Recipient	Name and address of the pet owner
Invoice details	Invoice number, date, service date, due date
Line items	All services and products with quantity, unit price, and total price
Tax summary	Subtotal, VAT grouped by tax rate, total amount
Bank details	IBAN, BIC, and account holder
SEPA QR code	Scannable QR code for fast bank transfer via banking app
Tax data	Tax number or VAT ID

Tip

The SEPA QR code on the invoice is invaluable: your clients scan it with their banking app, and the amount, recipient, and reference are instantly pre-filled. This reduces typos and speeds up payment.

PDF Actions

Action	Description
View	Open the PDF directly in the browser
Download	Save the PDF to your device
Send by email	Send the PDF as an attachment directly from TheraTap

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Bulk PDF Export

For your records or your tax advisor, you can export multiple invoices at once as a PDF:

1. Open export

   Go to Invoices → Export → PDF Export.

2. Choose time period

   Use the quick selection or enter a custom time period:

   Quick Selection	Time Period
   Current month	From the 1st to today
   Last month	Complete previous month
   Current year	From January 1st to today
   Last year	Complete previous year
   Custom	Any start and end period

3. Set filters (optional)

   By default, every invoice in the period is exported. For your accounting you can narrow it down:

   Filter	Effect
   Status	Open, partially paid, paid, canceled — combine as you like
   Payment method	Applies only to paid and partially paid invoices; open invoices stay in the export regardless of payment method
   Without cash & card	Quick selection: open invoices plus everything that was not paid in cash or by debit card

4. Start export

   The matching invoices are downloaded as a ZIP file with one PDF per invoice.

Tip for DATEV

Cash and card payments go through the cash book and usually do not belong in the DATEV document upload. Choose Without cash & card — the ZIP then contains exactly the invoices paid by bank transfer (or PayPal, SumUp …) or still open.

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DATEV Export

For collaboration with your tax advisor, TheraTap offers a DATEV export in the standard format:

1. Open DATEV export

   Go to Invoices → Export → DATEV Export.

2. Enter tax advisor details

   Field	Description
   Advisor number	Your tax advisor’s number
   Client number	Your client number with the tax advisor
   Fiscal year	The relevant fiscal year

3. Choose time period

   Select the export period — e.g., a quarter or the entire year.

4. Export

   The file is created in DATEV format and can be passed directly to your tax advisor.

Note

The DATEV export contains all relevant accounting data in the standard format. Your tax advisor can import the file directly into their accounting software — without manual rework.

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XRechnung (E-Invoicing)

TheraTap supports the XRechnung format (Version 3.0) — the German standard for electronic invoices in UBL format.

What is XRechnung?

XRechnung is a structured, machine-readable invoice format that is increasingly required by public sector clients and businesses. Instead of a PDF, the recipient receives an XML file that can be processed automatically.

Downloading XRechnung

1. Open a finalized invoice
2. Click on the action menu
3. Select Download XRechnung
4. The XML file is generated in UBL format (XRechnung 3.0)

Tip

Cancellation invoices are also supported in XRechnung format — they are created as a Credit Note in the correct format.

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Invoice View on Contacts

Every contact and every patient has their own Invoices tab. There you can see at a glance all associated invoices — whether draft, open, paid, or canceled.

This is especially useful when you:

• Want to check the payment status before an appointment
• Want to see all invoices for a client at once
• Want to quickly create a new invoice for an existing contact

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Related Topics

• Creating & managing invoices — Create and finalize invoices
• Invoice settings — Tax data, bank details & number sequences
• Item catalog — Predefine services and products
• LexWare Office integration — Transfer invoices to LexWare Office
• Email sending — Send emails from TheraTap