User Guide

Your business details appear in Имейл confirmations и on your Резервация page. Fill these in correctly so Клиенти know exactly who you are.

How to set up your business details?

Your working часа determine when Клиенти can Резервирай Срещи. The system only shows Час slots within these часа.

Days и times

Избери the days you work и set the Започни и end Час за each Ден.

• Option 1: Fixed times every Ден
• Option 2: Different times per Ден
• Option 3: Some days off

Setting buffers

Buffers Помощ you keep Час between Срещи и prevent Клиенти от Резервация too last-минута.

Buffer type	What does this do?	Recommended
Buffer before Среща	Minimum Час between Резервация и the Среща	2 days recommended за planning
Buffer after Среща	Extra Час after an Среща за Бележки or unexpected delays	15 минути recommended
Minimum Резервация Час	How far in advance must Клиенти Резервирай?	2 days gives you Час to plan

Your Услуга area determines how far you're willing to drive за Срещи. This helps the system make smart suggestions и prevents bookings that are too far away.

How to set your Услуга area?

Услуги define what you offer to Клиенти — such as Настройване, regulation, or repair. Each Услуга has its own duration, Цена, и Календар color. Клиенти see these when Резервация online.

Setting up Услуги

Календар colors

Услуга colors Помощ you visually distinguish between Среща types in your Календар. Choose от preset colors like blue, green, red, purple, etc. The color is also used when syncing с Google Календар.

The Табло is your central workspace. Here you find your Календар, daily overview, quick actions и useful widgets — everything you need за a productive workday.

Табло layout

Your Табло is divided into three columns: a left panel с quick overviews, the Календар in the center, и a right panel с statistics и widgets.

Left panel

• Mini Календар — quickly navigate between dates
• Traffic lights — see the Ден Статус at a glance (done, in progress, to do)
• Current Среща — shows the Среща you're working on right now
• Coming up Днес — quick list of remaining Срещи
• To process — Срещи that still need follow-up

Календар

Switch between Ден, Седмица и Месец views. Click on a Час slot to Създай a new Среща. Drag Срещи to move them. Double-click to Редактирай.

• Drag & drop — move Срещи to a different Час or Ден
• Resize — drag the bottom edge of an Среща to change the duration
• Маршрут button — calculate travel times и color-code your Срещи
• Filters — show/hide Среща types (field, workshop, private)

Right panel

• Днес's Срещи list с Клиент details
• Upcoming Срещи за the Следващ days
• Workshop / field Услуга statistics за the Ден
• Mileage widget — current Месец km overview и quick-Добави trips (Pro)

Creating an Среща

PianoPlanner shows you how efficient your График is с a color system. This way you can see at a glance whether your Ден is well planned.

Color legend

How is Време за пътуване calculated?

Keep Всички your Клиент data in one place. Добави Клиенти, link their Пиана, track Услуга history и Изпрати professional emails — Всички от a single overview.

Adding a Клиент

Клиент detail page

Click on a Клиент to see their full Профил. Here you'll find:

• Всички linked Пиана с Услуга Статус
• Complete Среща history
• Personal Резервация link to Сподели с the Клиент
• Изпрати Настройване invitations directly
• Контакт information и Бележки

Търси & Филтрирай

Use the Търси bar to quickly find Клиенти by Име, Имейл, Град or Телефон number. The list updates as you type.

Track every Пиано you Услуга. Record brand, model, serial number, Година и condition. Link Пиана to Клиенти и keep a complete Услуга history.

Adding a Пиано

Пиано detail page

• Full Пиано specifications и condition Бележки
• Услуга history — Всички past Срещи и tunings
• Услуга Статус indicator: on Час, coming due, or overdue
• Photos — Качи images of the Пиано за reference

Настройване intervals explained

Interval	Meaning
0	Клиент initiates Контакт — no automatic reminders
3	Every 3 months — за concert Пиана or intensive use
6	Every 6 months — standard за most Пиана
12	Yearly — за Пиана с light use

Синхронизирай PianoPlanner с your Google Календар за two-way Синхронизирай. Срещи appear in both calendars и updates are automatically synchronized.

Creating connection

Синхронизирай options

Option	Описание
Two-way Синхронизирай	Changes in both calendars are synchronized
To Google only	Срещи are only Изпратено от PianoPlanner to Google
Include Време за пътуване	Automatically Добави Време за пътуване to Календар events

Do you use Outlook or Microsoft 365? Свържи your Календар за seamless synchronization с PianoPlanner.

What do you need?

• A Microsoft 365 or Outlook.com account
• Access to your Календар

Connecting

What gets synced?

• New Срещи in PianoPlanner
• Changes to Час и Дата
• Cancellations

Apple Календар works slightly differently than Google и Microsoft. You can subscribe your PianoPlanner Календар in Apple Календар, but this is one-way synchronization.

Creating an app-specific Парола

Connecting in PianoPlanner

Want to switch от Google Календар to Apple Календар (or vice versa)? You can do this без losing any Срещи. This is also relevant if you want to move away от US cloud Услуги и have more control over your data.

Why switch?

• Privacy: Apple verwerkt data in Europa (GDPR), Google in de VS
• Minder afhankelijk van Big Tech: Geen Google-account meer nodig voor je agenda
• Betere integratie: Apple Calendar werkt naadloos op iPhone, iPad en Mac
• Digitale soevereiniteit: Jouw data, jouw keuze waar het opgeslagen wordt

Step-by-step switching

Comparison: Google vs Apple

	Google Calendar	Apple Calendar
Data Местоположение	US (Google Cloud)	Europe (Apple iCloud)
Синхронизирай method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Поверителност (GDPR)	⚠️	✅

Not Всички Календар synchronization is the same. Here you can see the differences between the methods.

Method	Direction	Realtime	Best за
Google Calendar API	Two-way	Да	Anyone с a Google account - most complete integration
Microsoft 365 / Outlook	Two-way	Да	Microsoft 365 or Outlook users
Apple CalDAV	Two-way	Да	Anyone using iCloud Календар as primary Календар
iCal Feed	Read only	Every 15-60 min	Simple read-only Синхронизирай с any Календар app

Your Настройване Срещи in your own trusted Календар

Would you like your Настройване Срещи to automatically appear in the Календар you вече use on your Телефон or computer (such as Samsung, Google, or Outlook)? That's easy — just Свържи the calendars.

Want confirmation emails to come от info@yourbusiness.com instead of noreply@pianoplanner.com? You can! с your own SMTP server.

Why use your own SMTP?

• Emails come от your own domain (info@yourcompany.com)
• More professional appearance
• Less likely to be caught by spam filters
• Full control over your Имейл communication

SMTP Configuration

Field	Example	Explanation
SMTP Host	smtp.mydomain.com	Your mail server Адрес (e.g. smtp.gmail.com)
Port	587 or 465	Usually 587 (TLS) or 465 (SSL)
Username	info@mydomain.com	Usually your full Имейл Адрес
Парола	••••••••	Your Имейл Парола or app-specific Парола
от Адрес	info@mydomain.com	The Имейл Адрес shown as sender

Common Настройки

Provider	Host	Port
Gmail	smtp.gmail.com	587
Outlook/Microsoft 365	smtp.office365.com	587
TransIP	smtp.transip.email	587
Strato	smtp.strato.com	587

PianoPlanner automatically sends emails to your Клиенти за Срещи. You can fully customize these emails с your own text, branding, и logo. There are two editing modes: a simple mode за plain text и an advanced mode за HTML formatting.

Available Шаблони

• Bevestigingsmail — Wordt automatisch verstuurd als een klant een afspraak boekt
• Herinneringsmail — Wordt verstuurd 24/48 uur vóór de afspraak
• Annuleringsmail — Wordt verstuurd als u een afspraak annuleert
• Wijzigingsmail — Wordt verstuurd als datum/tijd verandert
• Stembeurt Uitnodiging — Voor het uitnodigen van klanten die toe zijn aan een stembeurt (handmatig én automatisch)

The Шаблон Editor — Two Modes

Editing Шаблон

Available variables

Variables are special codes that are automatically replaced с real data. Type them exactly as shown (including the double curly braces) or click them in the editor.

Variable	Replaced by
{{customerName}}	Клиент's Име, e.g. "John Smith"
{{date}}	Среща Дата
{{time}}	Среща Започни Час
{{service}}	Услуга type (e.g., "Настройване")
{{piano_brand}}	Пиано brand (e.g., "Steinway")
{{piano_model}}	Пиано model
{{bookingLink}}	Клиент's personal Резервация link
{{companyName}}	Your Компания Име
{{companyPhone}}	Your Телефон number
{{companyEmail}}	Your Имейл Адрес
{{reminderNumber}}	Sequential Напомняне number (1, 2, 3...) — only за automatic reminders
{{unsubscribeLink}}	Unsubscribe link за the Клиент — only за automatic reminders

Automatically remind your Клиенти when their Пиано is due за Настройване. This is a powerful way to generate recurring Срещи.

How to Изпрати invitations?

Настройване interval options

Option	Описание
Клиент initiates Контакт	No automatic reminders
3 months	Concert grands, intensive use
6 months	Standard за most Пиана
12 months	Recreational use, hobby

Available variables за invitations

Variable	Replaced by
{{lastTuningDate}}	{{lastTuningDate}}
{{daysSinceLastTuning}}	{{daysSinceLastTuning}}
{{monthsSinceLastTuning}}	{{monthsSinceLastTuning}}
{{service_interval}}	{{serviceInterval}}
{{bookingLink}}	{{bookingLink}}

PianoPlanner can automatically Изпрати Настройване reminders to Клиенти when their Пиано is due за a Настройване. You don't have to do anything — the system checks за each Пиано when the last Настройване was, adds the Услуга interval, и sends a Напомняне at the right Час.

How does it work?

Setup — Step by Step

Setting	Default	Explanation
Eerste herinnering	30 dagen	How many days before the Настройване is due the first Имейл is Изпратено. за example: 30 days = За нас 1 Месец in advance.
Follow-up interval	14 dagen	How many days between the first и second Напомняне. After that it becomes monthly.
Maximum per cyclus	4 herinneringen	Maximum number of emails per Пиано per Настройване cycle. After reaching this number, the system stops.
Verzendtijdstip	09:00 uur	Around what Час emails are Изпратено. Choose a Час when your Клиенти are likely online.

Customize Имейл Шаблон

Automatic reminders use the same Шаблон as manual Настройване invitations. You can customize this Шаблон via:

Variabele	Uitleg
{{reminderNumber}}	The sequential number of the Напомняне (1, 2, 3...). Useful to mention in the text.
{{unsubscribeLink}}	A link that allows the Клиент to unsubscribe от reminders. Automatically placed at the bottom of the Имейл.

Клиент Unsubscribe

At the bottom of every automatic Напомняне is an unsubscribe link. When a Клиент clicks it, a clean page confirms they've been unsubscribed.

In the statistics in Настройки you can see how many Клиенти have unsubscribed. Want to re-subscribe a Клиент? Контакт the helpdesk.

Табло Widget

Once you Активирай automatic reminders, a widget appears on your Табло с three numbers: Общо reminders Изпратено, this Месец's count, и unsubscribed Клиенти.

Requirements

Every PianoPlanner user has a unique Резервация link. Сподели this с potential Клиенти so they can Резервирай an Среща themselves.

Step by step

Where can you use the link?

Сподели everywhere

• Your website - 'Резервирай now' button
• Имейл signature
• Business cards (as QR code)
• Social media bio
• Google My Business
• WhatsApp Статус

Добави to your website

Копирай this code и paste it on your website where you want the Резервация button to appear.

As simple link

As button

Regular Клиенти don't have to fill in their details every Час. Every Клиент in PianoPlanner has a unique link с pre-filled details.

Step by step: Finding и sharing the link

What does the Клиент see?

When the Клиент opens the link:

• Their Име и Адрес вече filled in
• Their Пиано(s) to choose от
• Smart Час suggestions based on their Местоположение
• Only relevant Услуги
• Can Резервирай directly без an account

Set default Услуга

You can set a default Услуга per Клиент so it's automatically selected when they open their link.

Клиенти can reschedule their own Среща through a secure link in the confirmation Имейл. No Телефон call or Имейл needed — they choose a new Час от smart suggestions и Потвърди с one click.

How does it work?

Rules

• Rescheduling is only possible up to 24 часа before the Среща
• Past Срещи cannot be rescheduled
• The link is unique per Среща и works only once
• Календар Синхронизирай (Google/Apple/Microsoft) is automatically triggered

When Клиенти Резервирай via their personal link, they automatically see smart Час suggestions. The system analyzes your existing Срещи и suggests the most efficient Час slots.

How does it work?

Instead of manually choosing a Дата и Час, the Клиент sees a list of recommended times. These are calculated based on:

• Existing Срещи - Slots just before or after other Срещи nearby
• Местоположение - Minimal Време за пътуване between Срещи
• Working часа - Only within your available times
• Theater часа - Separate часа за theaters if configured

What does the Клиент see?

After selecting a Услуга, up to 10 optimal Час slots appear, sorted с the best choice first:

• Recommended - The most efficient Час (green badge)
• Alternative - Good options on other days, sorted by Дата

The Клиент can also choose "Pick another Час" to manually Избери a Дата и Час.

Distant Клиенти

за Клиенти outside your normal Услуга area, the system automatically searches further ahead (up to 6 months) to find the best options. Instead of blocking distant Клиенти, longer travel times result in a slightly lower score - but good options are still shown. The system keeps searching until it finds at least 10 suggestions.

Traffic-aware suggestions

When Traffic Prediction is enabled in your Настройки, smart suggestions take rush час и typical traffic patterns into account.

Got a gap in your График in a specific area? Маршрут Fill helps you find nearby Клиенти who are due за a Настройване и lets you Изпрати them an invitation in one click.

How does it work?

Urgency badges

Each Клиент gets a colored badge based on when they were last tuned:

• 🔴 Overdue — Past the Услуга interval
• 🟠 Due — Within one Месец of the interval
• 🟡 Soon — Within three months of the interval
• 🟢 On График — Not yet due

Маршрут Analysis helps you see how efficient your daily График is. View distances between Срещи, get an efficiency score, и receive suggestions to optimize your Маршрут.

How to Access

Ден Analysis

The Ден view shows you:

• 📊 Efficiency Score (A-F grade) - How well your Маршрут is optimized
• 🚗 Общо Разстояние - Sum of Всички trips between Срещи
• ⏱️ Време за пътуване - Estimated driving Час за Всички trips
• 📍 Trip List - Each journey с Започни, destination, km и минути

Седмица Analysis

The Седмица view gives you a broader perspective:

• 📅 Daily Scores - See which days have efficient vs inefficient routes
• 📈 Weekly Average - Overall efficiency percentage
• ⚡ Cross-Ден Opportunities - Suggestions to move Срещи between days

Understanding Efficiency Scores

Grade	Score	What it means
A	90-100%	Excellent! Your Маршрут is highly optimized.
B	80-89%	Good Маршрут с minor improvements possible.
C	70-79%	Acceptable, but consider the suggestions.
D	60-69%	Inefficient Маршрут - follow the optimization tips.
F	<60%	Very inefficient - significant optimization needed.

1-Click Optimization

When the system finds optimization opportunities, you'll see suggestions с an "Apply" button. Clicking it will:

• Check за conflicts с existing Срещи
• Show a confirmation с the proposed change
• Move the Среща if you Потвърди

Urgency Indicators

Each suggestion has a colored urgency level:

Badge	When	Action
🔴 CRITICAL	You will be late!	Act immediately
🟠 HIGH	Risk of being late (<10 min buffer)	Fix Днес
🟡 MEDIUM	Long trip (>30km) or zigzag	Consider
🟢 TIP	Optimization opportunity	Nice to have

Have gaps between your Срещи that waste Час? The Streamline button automatically tightens your График by recalculating Среща times based on real travel times.

How does it work?

What does Streamline calculate?

• Real Време за пътуване от your Компания Адрес to the first Среща
• Real Време за пътуване between each consecutive Среща
• Your configured buffer Час is added after each Време за пътуване
• The first Среща starts at your working часа Започни + Време за пътуване

Understanding the preview

The preview shows each Среща с its current Час и the proposed new Час. Срещи that would move are highlighted, и you can see the Общо Час saved at the top of the preview.

PianoPlanner can factor in real traffic conditions when calculating travel times. Instead of just using the standard driving Час, the system looks at expected traffic за the specific Ден и Час of each Среща.

How does it work?

When traffic prediction is enabled, every Време за пътуване calculation considers the expected departure Час. A Понеделник morning rush час trip will show a longer Време за пътуване than the same trip on a quiet Неделя afternoon.

Where is it used?

• Smart Suggestions - Резервация suggestions account за rush час traffic
• Маршрут Colors - Календар colors reflect realistic travel times
• Маршрут Analysis - Analysis uses traffic-aware durations
• Streamline - Optimized schedules account за traffic patterns

How to Активирай

Theaters, concert halls, и other venues often have different availability than private Клиенти. They're mainly available evenings и weekends - exactly when you're normally off! с Theater Availability you can set separate working часа за these special Клиенти.

Benefits of Theater Mode

• 🎭 Separate availability - Theaters don't see your 9-5 private slots
• ⚡ Last-минута bookings - Theaters can Резервирай с just 2 часа notice (you set this)
• 📅 Shorter Резервация window - Theaters often can't plan far ahead
• 🎹 Concert-ready Настройване - They Резервирай when they need it, before performances
• 💼 Extra income - Fill your evenings с well-paying theater work

Step-by-Step: Setting Up Theater часа

Marking a Клиент as "Theater"

Now tell PianoPlanner which Клиенти should use theater часа:

Theater Резервация Window

Theaters often need to Резервирай on short notice - a Пиано might need Настройване before tonight's concert! You can set how far ahead theaters must/can Резервирай:

The Маршрут Optimizer uses Google Maps to calculate the most efficient order за your Срещи. It can automatically reorder your Ден to minimize Общо Време за пътуване.

PianoPlanner has a built-in QR code generator за your Резервация page. Print it on business cards, flyers, or place it in your workshop — Клиенти scan it и go directly to your Резервация page.

PianoPlanner automatically tracks the Услуга history of every Пиано. This helps you remember when Пиана need Настройване - no more forgetting Клиенти or guessing when you last visited!

How It Works (Automatically!)

PianoPlanner automatically updates "Last Настройване" based on:

• ✅ Завършено Срещи - When you finish a Настройване, the Пиано record updates
• ✅ Услуга records - Бележки you Добави to the Пиано's history
• ✅ Manual Дата entry - If you enter a past Настройване Дата yourself

You don't have to do anything! Just complete your Срещи as normal, и PianoPlanner keeps track.

Understanding the Статус Colors

Each Пиано shows a Статус so you can see at a glance who needs attention:

What You See	What It Means
● Last: 15 Jan 2026	✅ Recently tuned - no action needed yet
● Due in 14 days	⚠️ Услуга coming up - Час to Контакт Клиент!
● 30 days overdue	🔴 Past due Дата - definitely Час to call!
● Not yet tuned	ℹ️ New Пиано - no history recorded yet

Setting the Right Настройване Interval

Different Пиана need different care. A concert grand in a theater needs Настройване every few months, while a hobby Пиано at Начало might only need yearly Услуга. You set the interval per Пиано!

Step-by-Step: Changing a Пиано's Interval

Manually Recording a Past Настройване

Did you tune a Пиано before using PianoPlanner? You can enter the Дата manually:

You can customize how the Календар displays Час slots. Choose between 1-час slots or 1.5-час slots depending on your typical Среща length.

Changing Slot Duration

Your preference is saved automatically и will be remembered Следващ Час you visit.

Switching от another Пиано Услуга management system? PianoPlanner makes it easy to Импортирай your existing Клиенти и Пиана.

What can you Импортирай?

• Клиенти - Names, addresses, Телефон numbers, Имейл addresses
• Пиана - Brand, model, serial number, Година, type, Местоположение
• Услуга history - Last Настройване dates are preserved

How to Импортирай

Импортирай options

Option	What does it do?
Активен only	Only Импортирай Клиенти/Пиана marked as Активен
Пропусни duplicates	Пропусни Клиенти that вече exist (based on Имейл)
Include Компания Име	Добави Компания Име to Клиент Име

Other Импортирай Formats

In addition to CSV, PianoPlanner also supports the following Импортирай formats:

• Gazelle Импортирай — Switching от Gazelle (Пиано management software)? Use the dedicated Gazelle Импортирай Wizard under Настройки → Импортирай → Gazelle. It automatically recognizes the Gazelle Експортирай format.
• vCard (.vcf) Импортирай — Импортирай contacts directly от your Телефон or Имейл client. Експортирай your contacts as a .vcf file и Качи it to PianoPlanner.
• Календар (.ics) Импортирай — Импортирай Срещи от your existing Календар (Google, Apple, Outlook). Експортирай as an .ics file и Качи it to transfer your existing Срещи.

Need to track personal trips separately от business Срещи? Mark Срещи as private to keep them separate in your mileage records и Синхронизирай them to external calendars без revealing details.

How to Създай a private Среща

Visual distinction

Private Срещи appear in purple с a 🔒 icon in your Календар, making them easy to distinguish от business Срещи.

Календар Синхронизирай

When synced to Google, Apple, or Microsoft calendars, private Срещи appear as "Busy" без showing any details, Местоположение, or Описание. Your Поверителност is protected!

Keep a Данък-proof mileage administration. PianoPlanner automatically tracks kilometers от Срещи, и you can Добави manual trips, Регистрация odometer readings и Експортирай everything за your Данък return.

Where to find it

• Dashboard — The km-widget in the right panel shows your current month and lets you quickly add trips
• Settings → Business → Km-registratie — Full overview with vehicle info, odometer readings, chart and exports
• Travel Report — Detailed trip list with route information and CSV export

Vehicle setup

Go to Настройки → Business → Mileage Tracking и fill in your license plate и vehicle Име. This appears on your mileage Доклади и PDF exports.

Odometer readings

Регистрация your odometer readings periodically (e.g. at the Започни и end of the Година). This serves as proof за the Данък authorities и helps verify your trip records.

Automatic tracking

Every Среща с a Клиент Адрес automatically generates a trip record. The system calculates the Разстояние от your business Адрес to the Клиент Местоположение.

Smart round-trip calculation

The system automatically determines if a trip is one-way or round-trip:

• Other Срещи during the Ден → One-way only (you Продължи to the Следващ Местоположение)
• Last Среща of the Ден → Return trip (real km Начало via Google Maps)

Manual trips

за trips not linked to an Среща (e.g. picking up parts, visiting a supplier), Добави manual trips via the Табло mileage widget or via Настройки.

Експортирай & Доклади

• CSV export — Download all trips as a spreadsheet for your accountant
• PDF export — Generate a tax-proof report with vehicle details, odometer readings and trip list
• Monthly chart — Visual overview of business vs. private km per month

The Travel Доклад gives you a detailed overview of Всички your trips over any period. Филтрирай by Дата range, see totals и Експортирай a complete expense Доклад.

How to use

Доклад columns

Column	Описание
Дата	Дата of the Среща
Клиент	Клиент Име с link to detail page
Местоположение	Адрес of the Среща
Маршрут	Open in Google Maps за navigation
Разстояние	One-way Разстояние in km
Време за пътуване	Estimated driving Час

PianoPlanner works as a Progressive Web App (PWA) — you can install it on your Телефон or tablet и use it like a native app. No App Store needed.

Install on iPhone / iPad

Install on Android

What you get on mobile

• Full Календар view optimized за touch
• Quickly look up Клиенти и Пиана
• Създай и Редактирай Срещи on the go
• Създай и Изпрати Фактури от your Телефон
• Push notifications за new bookings

Receive instant push notifications when a Клиент books an Среща online. Works on desktop и mobile (when the PWA is installed).

PianoPlanner supports dedicated workshop Час slots за work in your own workshop. Set your workshop availability часа и they will automatically be blocked in the online Резервация Календар.

Setting up workshop часа

Go to Настройки → Workshop to configure your workshop availability. You can set different часа за each Ден of the Седмица, just like your regular working часа.

Features

• Set workshop availability per Ден of the Седмица
• Workshop часа are automatically blocked за online bookings
• Smart Pick respects workshop часа — no overlapping suggestions
• Workshop Срещи visible in your Дневен ред с a dedicated icon
• Workshop statistics in your Табло Доклади

Smart Pick integration

When you use Smart Pick to suggest Среща times, it automatically avoids your workshop часа. This ensures Клиенти are never offered a Час slot that conflicts с your workshop График.

Not every Среща needs a Клиент record. PianoPlanner lets you quickly Създай walk-in Срещи и internal workshop tasks directly от your Табло.

Walk-in Срещи

When a Клиент walks in unexpectedly, use the quick walk-in button on your Табло action sheet. Enter a Име и Услуга — no need to Създай a full Клиент record first.

Tasks без Клиент

Need to block Час за internal work? Създай a task без linking it to a Клиент. Perfect за workshop maintenance, administrative work, or personal Час blocks.

How to Създай

• от the Табло: tap the + button и choose 'Walk-in' or 'Task'
• Walk-in: enter a Име, choose a Услуга, и pick a Час
• Task: Добави a Описание и Час — no Клиент needed
• Both types appear in your Дневен ред и respect your availability

The Workshop Проект Planner helps you manage larger workshop jobs — Пиано rebuilds, restorations, or any multi-step Проект. Track tasks, часа, deadlines, и link Проекти to Клиенти и Пиана.

Creating a Проект

Navigate to Проекти in the main menu и click 'New Проект'. Give it a Заглавие, optionally link a Клиент и Пиано, set a priority и deadline, и estimate the Общо часа.

Managing tasks

Each Проект can have multiple tasks. Добави tasks quickly с the inline input field at the bottom of the task list, or click a task to Редактирай details like estimated/actual часа и due dates.

• Click the circle to cycle Статус: To do → In progress → Done
• Drag tasks by the handle to reorder them
• Track estimated vs. actual часа per task
• Set due dates — overdue tasks are highlighted in red

Capacity overview

The capacity bar on the Проекти overview shows how many workshop часа you have used vs. available this Седмица. This is based on your workshop часа configured in Настройки → Workshop.

Features

• Link Проекти to Клиенти и Пиана
• Priority levels: Low, Normal, High, Urgent
• Статус tracking: Planning → Активен → Paused → Завършено
• Visual progress bar based on Завършено tasks
• Weekly capacity tracking based on your workshop часа
• Филтрирай и Търси across Всички your Проекти

Quotes & Pricing

Turn your Проект task list into a professional quote. Each task can include pricing information that's automatically calculated и ready to Сподели с your Клиент.

Excel-style Editing

The task list works like a spreadsheet. Click any cell to Редактирай inline. Changes are saved automatically as you type. Press Enter to move to the Следващ row, or Tab to move to the Следващ column.

Task Types

• Labor — Work hours billed at your hourly rate (set in Settings → Workshop)
• Material — Parts, strings, felt, etc. Track cost price for profit calculation
• Other — Transport, disposal, rental costs

Cost Overview

The cost overview at the bottom shows real-Час totals за labor, materials, и other costs. Only tasks marked as 'billable' (green checkbox) are included in the quote. Toggle billable off за internal tasks you don't want to charge за.

Експортирай Quote

Click 'Копирай Quote' to Копирай a text version to your clipboard (perfect за pasting into emails), or click 'PDF' to open a professionally formatted quote ready за printing or saving as PDF.

Before creating your first invoice, configure your invoicing settings. Go to Invoices and click the ⚙️ settings icon in the top bar.

Фактура Numbering

There are two ways to Създай an Фактура: от the Дневен ред or manually.

от the Дневен ред (recommended)

After completing an appointment, create an invoice directly from the agenda. Click on the appointment → choose "Create Invoice". The invoice is automatically prefilled with:

• Клиент Име и details
• Услуга Описание с instrument (e.g. "Настройване — Steinway & Sons D")
• Среща Дата in the Описание
• Услуга Цена от your Услуги configuration
• Клиент Бележки (as a separate text line)

Manual Фактура

Go to Invoices → New Invoice. Search and select a customer, then add invoice lines manually. You can add regular lines with prices, or text-only lines for additional notes.

Sending Фактури

Once your invoice is ready, save it as "Sent". You can then email it directly to the customer with a PDF attachment. If you have Mollie configured, a payment link is automatically included.

с PianoPlanner on your homescreen you can Създай и Изпрати Фактури directly от your Телефон — even while you're still at the Клиент's Местоположение.

от a Клиент Профил

Open a customer in the PWA, scroll down and tap "Create Invoice". A bottom sheet appears where you can:

• Избери a Услуга — the Цена is automatically filled in
• Добави a Описание or Бележки
• Choose the Фактура Статус (Чернова, Изпратено, Платено)
• Изпрати с payment link — the Клиент can pay via iDEAL / Wero immediately

Typical Mobile Workflow

PianoPlanner handles ДДС differently depending on the Клиент type. This is determined automatically based on the Клиент type set in the Клиент Профил.

Private Клиенти

Business / Institutions

Setting the Клиент Type

To ensure correct ДДС handling, set the Клиент type in each Клиент Профил:

• Private — Цена inclusive ДДС
• Business — Цена exclusive ДДС
• School — Цена exclusive ДДС
• Church — Цена exclusive ДДС
• Theater — Цена exclusive ДДС

Accept iDEAL, credit card, и Wero payments directly on your Фактури via Mollie. Клиенти click the payment link in the Фактура Имейл и pay instantly.

Setting up Mollie

PianoPlanner can sync your invoices directly to your accounting software, saving you from manual entry. Go to Settings → Integrations to connect your accounting package.

Available Integrations

Currently three integrations are fully operational. More are being developed to Поддръжка пиано техници across the Netherlands, Belgium, и Germany.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online Счетоводство package. PianoPlanner connects via the Moneybird API за automatic Фактура synchronization.

Jortt (Netherlands)

Jortt is a popular Dutch Счетоводство package designed за freelancers и small businesses. PianoPlanner connects via OAuth2 за secure, automatic Фактура syncing.

Odoo (International)

Odoo is an international open-source ERP system с a powerful Счетоводство module. PianoPlanner connects via Odoo's JSON-RPC API.

Синхронизирай Log

Every Синхронизирай action is logged. You can view the Синхронизирай history in the integration Настройки to see which Фактури have been Изпратено успешно и which ones encountered errors. This helps you quickly spot и resolve any issues.

Coming Soon

We are actively working on integrations с more Счетоводство packages used by пиано техници across Europe:

• e-Boekhouden — Dutch cloud bookkeeping
• Exact Online — Dutch/international ERP system
• DATEV 🇩🇪 — German market leader за Данък advisors
• lexoffice 🇩🇪 — Popular German cloud Счетоводство
• sevDesk 🇩🇪 — German online Счетоводство за freelancers
• Yuki 🇧🇪🇳🇱 — Dutch/Belgian Счетоводство с document processing
• Billit 🇧🇪 — Belgian invoicing platform

PianoPlanner offers flexible Абонамент plans to fit your needs. Manage your Абонамент, upgrade, downgrade, or Обнови your payment details at any Час.

Available Plans

Plan	Цена	Key Features
Starter	Безплатно	Basic scheduling, up to 25 Клиенти
Solo	€24.50/mo	Unlimited Клиенти, Календар Синхронизирай, Маршрут optimization, invoicing
Pro	€39.50/mo	Everything in Solo + automatic reminders, Счетоводство integrations, priority Поддръжка
Business	€49/mo	Everything in Pro + Екип management, shared Клиент database

Manage Абонамент

Working с multiple technicians? The Екипи feature lets you manage a shared Клиент database, coordinated scheduling, и Екип Резервация pages.

Getting started с Екипи