How can I send an Invoice or Document to my Appointment Bookers?

If you want to create an invoice or another document and optionally also have it automatically sent to your appointment booker, you can upload up to seven templates in RTF format (Rich Text Format) in the menu under Company > Document creation.

The data entered by the appointment booker (name, address, telephone, price, etc.) on the online booking page are automatically transferred to the document after the appointment is booked, which are replaced by your placeholders.

You can upload your templates in for every language you offer on your booking page by selecting the desired language at the top of the page.

Create invoice/document

To create an invoice or a document you can, for example, open a new Word file and edit it according to your needs, then save it as an RTF file and upload it to eTermin.

Please use the following placeholders so that the first name, last name, address and many other details of the appointment booker are filled out in the document.

The placeholders are then replaced by the data and details of the appointment booker.

We support the following placeholders:
SALUTATION: Salutation
FIRSTNAME: First name
LASTNAME: Last name
%COMPANY%: Company Name
ZIP: Zip code
STREET: Street
TOWN: Town
TELEPHONE: Telephone number
EMAIL: Email address
BIRTHDAY: Date of birth
NOTES: Notes
CUSTOMERNUMBER: Customernumber
SERVICES: All booked services
SERVICEABBREVIATION: Displays the stored abbreviation of the booked services
SERVICELIST1 - SERVICELIST9: Booked services listed individually
SLPRICE1 - SLPRICE9: The price stored with the service
SLPRICENET1 - SLPRICENET9: Booked services listed individually with the net amount
%SLPRICENETSERVICE1% - %SLPRICENETSERVICE9%: Net amount of the individual booked services, the value added tax stored in the advanced settings of the service is taken into account
%SLTOTALVAT%: VAT of the booked services for the placeholders SLPRICENET1-9
%SUMNETPRICE%: Net total amount of all selected services (per appointment)
%SUMGROSSPRICE%: Gross total amount of all selected services (per appointment)
%SLTOTALVATSERVICE%: Total value added tax of all booked services, the value added tax stored in the advanced settings of the service is taken into account
%SLSUMNETPRICEBASE%: Total net price of all booked services, the value added tax stored in the advanced settings of the service is taken into account
%SLTOTAL%: Total gross price of all booked services, the value added tax stored in the advanced settings of the service is taken into account
CURRENCY1 - CURRENCY9: The currency stored for the service
VATL1 - VATL9: The amount of sales tax deposited with the service
VATREGULAR: VAT for all selected services (per appointment)
%VAT%: VAT total amount
%QUANTITY1%-%QUANTITY9%: Number/quantity of a service
PRICEGROSS: Gross total amount
PRICENET: Total net amount
STARTDATE: Start date of the appointment, including start time
STARTDATEONLY: Start date of the appointment, without start time
ENDDATE: End date of the appointment
%APPOINTMENTREC%: Displays all appointments created using a recurrence rule
%APPOINTMENTRECSIMPLE%: Like %APPOINTMENTREC%, but only shows the dates without time
%DURATION%: Duration of the appointment
BOOKINGDATE: Date on which the appointment was booked
%TODAY%: Today's date
TODAYTIME: Today's date and time
INVOICENR: Invoice number
PAYMENTMETHOD: Selected payment method
ADDITIONAL1-ADDITIONAL20: Self-defined additional fields
ATTACHMENT1: If the appointment booker has uploaded an image via the online booking site, the image can be displayed in the PDF document with this placeholder
QRCODE: A QRCode that contains the ID of the appointment as a QRCode.
REFERENCECODE = booking reference code (unique ID for each booking)
LOCATION = Place where the appointment takes place
BARCODE128: A Barcode128 that contains the ID of the appointment.
BARCODEREF39: A barcode39 that contains the reference of the appointment.
APPOINTMENTATTRIBUTES: List of appointment attributes
CALENDARADDITIONALINFO: Additional info text per calendar
CALENDARNAME: Calendar name
VOUCHERCODE: Voucher Code
VOUCHERVALUE: Value of the used voucher code

An invoice template including placeholders could look like this:

You can download the invoice template here if you want to show several services in one invoice.

If you only offer one service, you can also download the appropriate invoice template here.

Send the invoice/document in the appointment confirmation email

You can also automatically send the document to your appointment booker in the appointment confirmation email. To do this, go to Company > Settings > Email / SMS templates and select "E-mail appointment confirmation text (online appointment booking)" from the drop-down menu.

For example, insert the placeholder DOCUMENTLINK into the email template. You can also insert this using HTML code so that the invoice or the document in the e-mail appointment confirmation can be accessed via hyperlink.

For example, the following HTML code is possible:

<a href="DOCUMENTLINK">Invoice</a>

Note: If you want to protect the file with a password, you can insert the placeholder DOCUMENTLINKZIP or DOCUMENTLINKBIRTHDAY instead. In this case, the appointment booker must first enter their postal code or their date of birth in the password field when retrieving the file.

DOCUMENTLINK = Link to download the document (for example an invoice)
DOCUMENTLINK2 - DOCUMENTLINK7 = Link to download the templates 2-7

DOCUMENTLINKZIP = Link to download the password protected document

DOCUMENTLINKZIP2/DOCUMENTLINKBIRTHDAY2 - DOCUMENTLINKZIP7/DOCUMENTLINKBIRTHDAY7 = Link to download the templates 2-7, also protected by a password

Manually send invoice/document from the dashboard

You also have the option of sending your customers an invoice or document manually after an appointment. You can use one of the four e-mail templates "E-Mail Miscellaneous" for this purpose. You can also find this under Company > Settings > Email / SMS templates.

Then select the affected appointment in the dashboard. In the appointment window you will find the "Communication" tab:

Now you can select the desired template. In addition, you can choose the language in which you want to send the message, provided you have created your e-mail templates and documents in another language.

By clicking on send, the template and the document will be sent to the email address of your customer stored in the appointment and the open appointment window will close automatically.

Print invoice/document in dashboard

You also have the option of manually printing out the invoice or the document for the appointment.

To do this, click on the three dots of the desired apoointment and then select the desired invoice template.

Under API Interfaces > Integrations you will find further interfaces to other invoicing programs that you can use instead of our invoice and document creation if required.

If you have any questions or need help with the configuration, feel free to contact us.