User Guide

Your Negócio details appear in E-mail confirmations e on your Reserva page. Fill these in correctly so Clientes know exactly who you are.

How to set up your Negócio details?

Your working horas determine when Clientes can Reservar Compromissos. o system only shows Hora slots within these horas.

Days e times

Selecionar o days you work e set o Iniciar e end Hora para each Dia.

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

Setting buffers

Buffers Ajuda you keep Hora between Compromissos e prevent Clientes de Reserva too last-minuto.

Buffer Tipo	What does this do?	Recomendado
Buffer before Compromisso	Minimum Hora between Reserva e o Compromisso	2 days Recomendado para planning
Buffer after Compromisso	Extra Hora after an Compromisso para Notas or unexpected delays	15 minutos Recomendado
Minimum Reserva Hora	How far in advance must Clientes Reservar?	2 days gives you Hora to Plano

Your Serviço area determines how far you're willing to drive para Compromissos. This helps o system make Inteligente suggestions e prevents bookings that are too far away.

How to set your Serviço area?

Serviços define what you offer to Clientes — such as Afinação, regulation, or repair. Each Serviço has its own Duração, Preço, e Calendário Cor. Clientes see these when Reserva online.

Setting up Serviços

Calendário colors

Serviço colors Ajuda you visually distinguish between Compromisso types in your Calendário. Choose de preset colors like blue, green, red, purple, etc. o Cor is also used when syncing com Google Calendário.

o Painel is your central workspace. Here you find your Calendário, daily overview, quick actions e useful widgets — everything you need para a productive workday.

Painel layout

Your Painel is divided into three columns: a left panel com quick overviews, o Calendário in o center, e a right panel com statistics e widgets.

Left panel

• Mini Calendário — quickly navigate between dates
• Traffic lights — see o Dia Estado at a glance (done, in progress, to do)
• Current Compromisso — shows o Compromisso you're working on right now
• Coming up Hoje — quick list of remaining Compromissos
• To process — Compromissos that still need follow-up

Calendário

Switch between Dia, Semana e Mês views. Click on a Hora slot to Criar a new Compromisso. Drag Compromissos to move them. Double-click to Editar.

• Drag & drop — move Compromissos to a different Hora or Dia
• Resize — drag o bottom edge of an Compromisso to change o Duração
• Rota button — calculate travel times e Cor-code your Compromissos
• Filters — Mostrar/Ocultar Compromisso types (field, workshop, private)

Right panel

• Hoje's Compromissos list com Cliente details
• Upcoming Compromissos para o Seguinte days
• Workshop / field Serviço statistics para o Dia
• Mileage widget — current Mês km overview e quick-Adicionar trips (Pro)

Creating an Compromisso

PianoPlanner shows you how efficient your Horário is com a Cor system. This way you can see at a glance whether your Dia is well planned.

Cor legend

How is Tempo de viagem calculated?

Keep Tudo your Cliente data in one place. Adicionar Clientes, link their Pianos, track Serviço history e Enviar professional emails — Tudo de a single overview.

Adding a Cliente

Cliente detail page

Click on a Cliente to see their full Perfil. Here you'll find:

• Tudo linked Pianos com Serviço Estado
• Concluir Compromisso history
• Personal Reserva link to Partilhar com o Cliente
• Enviar Afinação invitations directly
• Contacto Informação e Notas

Pesquisar & Filtrar

Use o Pesquisar bar to quickly find Clientes by Nome, E-mail, Cidade or Telefone number. o list updates as you Tipo.

Track every Piano you Serviço. Record Marca, Modelo, Número de série, Ano e Estado. Link Pianos to Clientes e keep a Concluir Serviço history.

Adding a Piano

Piano detail page

• Full Piano specifications e Estado Notas
• Serviço history — Tudo past Compromissos e tunings
• Serviço Estado indicator: on Hora, coming due, or overdue
• Fotos — Carregar images of o Piano para reference

Afinação intervals explained

Intervalo	Meaning
0	Cliente initiates Contacto — no Automático reminders
3	Every 3 months — para concert Pianos or intensive use
6	Every 6 months — standard para most Pianos
12	Yearly — para Pianos com light use

Sincronizar PianoPlanner com your Google Calendário para two-way Sincronizar. Compromissos appear in both calendars e updates are automatically synchronized.

Creating connection

Sincronizar options

Option	Descrição
Two-way Sincronizar	Changes in both calendars are synchronized
To Google only	Compromissos are only Enviado de PianoPlanner to Google
Include Tempo de viagem	Automatically Adicionar Tempo de viagem to Calendário events

Do you use Outlook or Microsoft 365? Ligar your Calendário para seamless synchronization com PianoPlanner.

What do you need?

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

Connecting

What gets synced?

• New Compromissos in PianoPlanner
• Changes to Hora e Data
• Cancellations

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

Creating an app-specific Palavra-passe

Connecting in PianoPlanner

Want to switch de Google Calendário to Apple Calendário (or vice versa)? You can do this sem losing any Compromissos. This is also relevant if you want to move away de US cloud Serviços e 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 Localização	US (Google Cloud)	Europe (Apple iCloud)
Sincronizar method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Privacidade (GDPR)	⚠️	✅

Not Tudo Calendário synchronization is o same. Here you can see o differences between o methods.

Method	Direction	Realtime	Best para
Google Calendar API	Two-way	Sim	Anyone com a Google account - most Concluir Integração
Microsoft 365 / Outlook	Two-way	Sim	Microsoft 365 or Outlook users
Apple CalDAV	Two-way	Sim	Anyone using iCloud Calendário as primary Calendário
iCal Feed	Read only	Every 15-60 min	Simple read-only Sincronizar com any Calendário app

Your Afinação Compromissos in your own trusted Calendário

Would you like your Afinação Compromissos to automatically appear in o Calendário you já use on your Telefone or computer (such as Samsung, Google, or Outlook)? That's easy — just Ligar o calendars.

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

Why use your own SMTP?

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

SMTP Configuration

Field	Example	Explanation
SMTP Host	smtp.mydomain.com	Your mail server Morada (e.g. smtp.gmail.com)
Port	587 or 465	Usually 587 (TLS) or 465 (SSL)
Username	info@mydomain.com	Usually your full E-mail Morada
Palavra-passe	••••••••	Your E-mail Palavra-passe or app-specific Palavra-passe
de Morada	info@mydomain.com	o E-mail Morada shown as sender

Common Definições

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 Clientes para Compromissos. You can fully customize these emails com your own text, branding, e logo. There are two editing modes: a simple mode para plain text e an advanced mode para HTML formatting.

Disponível Modelos

• 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)

o Modelo Editor — Two Modes

Editing Modelo

Disponível variables

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

Variable	Replaced by
{{customerName}}	Cliente's Nome, e.g. "John Smith"
{{date}}	Compromisso Data
{{time}}	Compromisso Iniciar Hora
{{service}}	Serviço Tipo (e.g., "Afinação")
{{piano_brand}}	Piano Marca (e.g., "Steinway")
{{piano_model}}	Piano Modelo
{{bookingLink}}	Cliente's personal Reserva link
{{companyName}}	Your Empresa Nome
{{companyPhone}}	Your Telefone number
{{companyEmail}}	Your E-mail Morada
{{reminderNumber}}	Sequential Lembrete number (1, 2, 3...) — only para Automático reminders
{{unsubscribeLink}}	Unsubscribe link para o Cliente — only para Automático reminders

Automatically remind your Clientes when their Piano is due para Afinação. This is a powerful way to generate recurring Compromissos.

How to Enviar invitations?

Afinação Intervalo options

Option	Descrição
Cliente initiates Contacto	No Automático reminders
3 months	Concert grands, intensive use
6 months	Standard para most Pianos
12 months	Recreational use, hobby

Disponível variables para invitations

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

PianoPlanner can automatically Enviar Afinação reminders to Clientes when their Piano is due para a Afinação. You don't have to do anything — o system checks para each Piano when o last Afinação was, adds o Serviço Intervalo, e sends a Lembrete at o right Hora.

How does it work?

Setup — Step by Step

Setting	Default	Explanation
Eerste herinnering	30 dagen	How many days before o Afinação is due o first E-mail is Enviado. para example: 30 days = Sobre 1 Mês in advance.
Follow-up interval	14 dagen	How many days between o first e segundo Lembrete. After that it becomes monthly.
Maximum per cyclus	4 herinneringen	Maximum number of emails per Piano per Afinação cycle. After reaching this number, o system stops.
Verzendtijdstip	09:00 uur	Around what Hora emails are Enviado. Choose a Hora when your Clientes are likely online.

Customize E-mail Modelo

Automático reminders use o same Modelo as Manual Afinação invitations. You can customize this Modelo via:

Variabele	Uitleg
{{reminderNumber}}	o sequential number of o Lembrete (1, 2, 3...). Useful to mention in o text.
{{unsubscribeLink}}	A link that allows o Cliente to unsubscribe de reminders. Automatically placed at o bottom of o E-mail.

Cliente Unsubscribe

At o bottom of every Automático Lembrete is an unsubscribe link. When a Cliente clicks it, a clean page confirms they've been unsubscribed.

In o statistics in Definições you can see how many Clientes have unsubscribed. Want to re-subscribe a Cliente? Contacto o helpdesk.

Painel Widget

Once you Ativar Automático reminders, a widget appears on your Painel com three numbers: Total reminders Enviado, this Mês's count, e unsubscribed Clientes.

Requirements

Every PianoPlanner user has a unique Reserva link. Partilhar this com potential Clientes so they can Reservar an Compromisso themselves.

Step by step

Where can you use o link?

Partilhar everywhere

• Your website - 'Reservar now' button
• E-mail signature
• Negócio cards (as QR code)
• Social media bio
• Google My Negócio
• WhatsApp Estado

Adicionar to your website

Copiar this code e paste it on your website where you want o Reserva button to appear.

As simple link

As button

Regular Clientes don't have to fill in their details every Hora. Every Cliente in PianoPlanner has a unique link com pre-filled details.

Step by step: Finding e sharing o link

What does o Cliente see?

When o Cliente opens o link:

• Their Nome e Morada já filled in
• Their Piano(s) to choose de
• Inteligente Hora suggestions based on their Localização
• Only relevant Serviços
• Can Reservar directly sem an account

Set default Serviço

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

Clientes can reschedule their own Compromisso through a secure link in o confirmation E-mail. No Telefone call or E-mail needed — they choose a new Hora de Inteligente suggestions e Confirmar com one click.

How does it work?

Rules

• Rescheduling is only possible up to 24 horas before o Compromisso
• Past Compromissos cannot be rescheduled
• o link is unique per Compromisso e works only once
• Calendário Sincronizar (Google/Apple/Microsoft) is automatically triggered

When Clientes Reservar via their personal link, they automatically see Inteligente Hora suggestions. o system analyzes your existing Compromissos e suggests o most efficient Hora slots.

How does it work?

Instead of manually choosing a Data e Hora, o Cliente sees a list of Recomendado times. These are calculated based on:

• Existing Compromissos - Slots just before or after other Compromissos nearby
• Localização - Minimal Tempo de viagem between Compromissos
• Working horas - Only within your Disponível times
• Theater horas - Separate horas para theaters if configured

What does o Cliente see?

After selecting a service, up to 10 optimal time slots appear, sorted with the best choice first:

• Recomendado - o most efficient Hora (green badge)
• Alternative - Good options on other days, sorted by date

o Cliente can also choose "Pick another Hora" to manually Selecionar a Data e Hora.

Distant customers

For customers outside your normal service area, the system automatically searches further ahead (up to 6 months) to find the best options. Instead of blocking distant customers, 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 settings, smart suggestions take rush hour and typical traffic patterns into account.

Got a gap in your schedule in a specific area? Route Fill helps you find nearby customers who are due for a tuning and lets you send them an invitation in one click.

How does it work?

Urgency badges

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

• 🔴 Overdue — Past the service interval
• 🟠 Due — Within one month of the interval
• 🟡 Soon — Within three months of the interval
• 🟢 On schedule — Not yet due

Rota Analysis helps you see how efficient your daily Horário is. Ver distances between Compromissos, get an efficiency score, e receive suggestions to optimize your Rota.

How to Access

Dia Analysis

o Dia Ver shows you:

• 📊 Efficiency Score (A-F grade) - How well your Rota is optimized
• 🚗 Total Distância - Sum of Tudo trips between Compromissos
• ⏱️ Tempo de viagem - Estimated driving Hora para Tudo trips
• 📍 Trip List - Each journey com Iniciar, destination, km e minutos

Semana Analysis

o Semana Ver gives you a broader perspective:

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

Understanding Efficiency Scores

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

1-Click Optimization

When o system finds optimization opportunities, you'll see suggestions com an "Aplicar" button. Clicking it will:

• Check para conflicts com existing Compromissos
• Mostrar a confirmation com o proposed change
• Move o Compromisso if you Confirmar

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 Hoje
🟡 MEDIUM	Long trip (>30km) or zigzag	Consider
🟢 TIP	Optimization opportunity	Nice to have

Have gaps between your appointments that waste time? The Streamline button automatically tightens your schedule by recalculating appointment times based on real travel times.

How does it work?

What does Streamline calculate?

• Real travel time from your company address to the first appointment
• Real travel time between each consecutive appointment
• Your configured buffer time is added after each travel time
• The first appointment starts at your working hours start + travel time

Understanding the preview

The preview shows each appointment with its current time and the proposed new time. Appointments that would move are highlighted, and you can see the total time 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 time, the system looks at expected traffic for the specific day and time of each appointment.

How does it work?

When traffic prediction is enabled, every travel time calculation considers the expected departure time. A Monday morning rush hour trip will show a longer travel time than the same trip on a quiet Sunday afternoon.

Where is it used?

• Smart Suggestions - Booking suggestions account for rush hour traffic
• Route Colors - Calendar colors reflect realistic travel times
• Route Analysis - Analysis uses traffic-aware durations
• Streamline - Optimized schedules account for traffic patterns

How to enable

Theaters, concert halls, e other venues often have different Disponibilidade than private Clientes. They're mainly Disponível evenings e weekends - exactly when you're normally off! com Theater Disponibilidade you can set separate working horas para these special Clientes.

Benefits of Theater Mode

• 🎭 Separate Disponibilidade - Theaters don't see your 9-5 private slots
• ⚡ Last-minuto bookings - Theaters can Reservar com just 2 horas notice (you set this)
• 📅 Shorter Reserva window - Theaters often can't Plano far ahead
• 🎹 Concert-ready Afinação - They Reservar when they need it, before performances
• 💼 Extra income - Fill your evenings com well-paying theater work

Step-by-Step: Setting Up Theater horas

Marking a Cliente as "Theater"

Now tell PianoPlanner which Clientes should use theater horas:

Theater Reserva Window

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

o Rota Optimizer uses Google Maps to calculate o most efficient order para your Compromissos. It can automatically reorder your Dia to minimize Total Tempo de viagem.

PianoPlanner has a built-in QR code generator para your Reserva page. Imprimir it on Negócio cards, flyers, or place it in your workshop — Clientes scan it e go directly to your Reserva page.

PianoPlanner automatically tracks o Serviço history of every Piano. This helps you remember when Pianos need Afinação - no more forgetting Clientes or guessing when you last visited!

How It Works (Automatically!)

PianoPlanner automatically updates "Last Afinação" based on:

• ✅ Concluído Compromissos - When you Terminar a Afinação, o Piano record updates
• ✅ Serviço records - Notas you Adicionar to o Piano's history
• ✅ Manual Data entry - If you enter a past Afinação Data yourself

You don't have to do anything! Just Concluir your Compromissos as normal, e PianoPlanner keeps track.

Understanding o Estado Colors

Each Piano shows a Estado 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	⚠️ Serviço coming up - Hora to Contacto Cliente!
● 30 days overdue	🔴 Past due Data - definitely Hora to call!
● Not yet tuned	ℹ️ New Piano - no history recorded yet

Setting o Right Afinação Intervalo

Different Pianos need different care. A concert grand in a theater needs Afinação every few months, while a hobby Piano at Início might only need yearly Serviço. You set o Intervalo per Piano!

Step-by-Step: Changing a Piano's Intervalo

Manually Recording a Past Afinação

Did you tune a Piano before using PianoPlanner? You can enter o Data manually:

You can customize how o Calendário displays Hora slots. Choose between 1-hora slots or 1.5-hora slots depending on your typical Compromisso length.

Changing Slot Duração

Your preference is saved automatically e will be remembered Seguinte Hora you visit.

Switching de another Piano Serviço management system? PianoPlanner makes it easy to Importar your existing Clientes e Pianos.

What can you Importar?

• Clientes - Names, addresses, Telefone numbers, E-mail addresses
• Pianos - Marca, Modelo, Número de série, Ano, Tipo, Localização
• Serviço history - Last Afinação dates are preserved

How to Importar

Importar options

Option	What does it do?
Ativo only	Only Importar Clientes/Pianos marked as Ativo
Saltar duplicates	Saltar Clientes that já exist (based on E-mail)
Include Empresa Nome	Adicionar Empresa Nome to Cliente Nome

Other Importar Formats

In addition to CSV, PianoPlanner also supports o following Importar formats:

• Gazelle Importar — Switching de Gazelle (Piano management software)? Use o dedicated Gazelle Importar Wizard under Definições → Importar → Gazelle. It automatically recognizes o Gazelle Exportar format.
• vCard (.vcf) Importar — Importar contacts directly de your Telefone or E-mail client. Exportar your contacts as a .vcf file e Carregar it to PianoPlanner.
• Calendário (.ics) Importar — Importar Compromissos de your existing Calendário (Google, Apple, Outlook). Exportar as an .ics file e Carregar it to transfer your existing Compromissos.

Need to track personal trips separately de Negócio Compromissos? Mark Compromissos as private to keep them separate in your mileage records e Sincronizar them to external calendars sem revealing details.

How to Criar a private Compromisso

Visual distinction

Private Compromissos appear in purple com a 🔒 icon in your Calendário, making them easy to distinguish de Negócio Compromissos.

Calendário Sincronizar

When synced to Google, Apple, or Microsoft calendars, private Compromissos appear as "Busy" sem showing any details, Localização, or Descrição. Your Privacidade is protected!

Keep a Imposto-proof mileage administration. PianoPlanner automatically tracks kilometers de Compromissos, e you can Adicionar Manual trips, Registar odometer readings e Exportar everything para your Imposto 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 Definições → Negócio → Mileage Tracking e fill in your license plate e vehicle Nome. This appears on your mileage Relatórios e PDF exports.

Odometer readings

Registar your odometer readings periodically (e.g. at o Iniciar e end of o Ano). This serves as proof para o Imposto authorities e helps verify your trip records.

Automático tracking

Every Compromisso com a Cliente Morada automatically generates a trip record. o system calculates o Distância de your Negócio Morada to o Cliente Localização.

Inteligente round-trip calculation

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

• Other Compromissos during o Dia → One-way only (you Continuar to o Seguinte Localização)
• Last Compromisso of o Dia → Return trip (real km Início via Google Maps)

Manual trips

para trips not linked to an Compromisso (e.g. picking up parts, visiting a supplier), Adicionar Manual trips via o Painel mileage widget or via Definições.

Exportar & Relatórios

• 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

o Travel Relatório gives you a detailed overview of Tudo your trips over any period. Filtrar by Data range, see totals e Exportar a Concluir expense Relatório.

How to use

Relatório columns

Column	Descrição
Data	Data of o Compromisso
Cliente	Cliente Nome com link to detail page
Localização	Morada of o Compromisso
Rota	Open in Google Maps para navigation
Distância	One-way Distância in km
Tempo de viagem	Estimated driving Hora

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

Instalar on iPhone / iPad

Instalar on Android

What you get on mobile

• Full Calendário Ver optimized para touch
• Quickly look up Clientes e Pianos
• Criar e Editar Compromissos on o go
• Criar e Enviar Faturas de your Telefone
• Push notifications para new bookings

Receive instant push notifications when a Cliente books an Compromisso online. Works on desktop e mobile (when o PWA is installed).

PianoPlanner supports dedicated workshop Hora slots para work in your own workshop. Set your workshop Disponibilidade horas e they will automatically be blocked in o online Reserva Calendário.

Setting up workshop horas

Go to Definições → Workshop to Configurar your workshop Disponibilidade. You can set different horas para each Dia of o Semana, just like your regular working horas.

Funcionalidades

• Set workshop Disponibilidade per Dia of o Semana
• Workshop horas are automatically blocked para online bookings
• Inteligente Pick respects workshop horas — no overlapping suggestions
• Workshop Compromissos visible in your Agenda com a dedicated icon
• Workshop statistics in your Painel Relatórios

Inteligente Pick Integração

When you use Inteligente Pick to suggest Compromisso times, it automatically avoids your workshop horas. This ensures Clientes are never offered a Hora slot that conflicts com your workshop Horário.

Not every Compromisso needs a Cliente record. PianoPlanner lets you quickly Criar walk-in Compromissos e internal workshop tasks directly de your Painel.

Walk-in Compromissos

When a Cliente walks in unexpectedly, use o quick walk-in button on your Painel action sheet. Enter a Nome e Serviço — no need to Criar a full Cliente record first.

Tasks sem Cliente

Need to block Hora para internal work? Criar a task sem linking it to a Cliente. Perfect para workshop maintenance, administrative work, or personal Hora blocks.

How to Criar

• de o Painel: tap o + button e choose 'Walk-in' or 'Task'
• Walk-in: enter a Nome, choose a Serviço, e pick a Hora
• Task: Adicionar a Descrição e Hora — no Cliente needed
• Both types appear in your Agenda e respect your Disponibilidade

o Workshop Projeto Planner helps you Gerir larger workshop jobs — Piano rebuilds, restorations, or any multi-step Projeto. Track tasks, horas, deadlines, e link Projetos to Clientes e Pianos.

Creating a Projeto

Navigate to Projetos in o main menu e click 'New Projeto'. Give it a Título, optionally link a Cliente e Piano, set a Prioridade e deadline, e estimate o Total horas.

Managing tasks

Each Projeto can have multiple tasks. Adicionar tasks quickly com o inline input field at o bottom of o task list, or click a task to Editar details like estimated/actual horas e due dates.

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

Capacity overview

o capacity bar on o Projetos overview shows how many workshop horas you have used vs. Disponível this Semana. This is based on your workshop horas configured in Definições → Workshop.

Funcionalidades

• Link Projetos to Clientes e Pianos
• Prioridade levels: Low, Normal, High, Urgent
• Estado tracking: Planning → Ativo → Paused → Concluído
• Visual progress bar based on Concluído tasks
• Weekly capacity tracking based on your workshop horas
• Filtrar e Pesquisar across Tudo your Projetos

Quotes & Pricing

Turn your Projeto task list into a professional quote. Each task can include pricing Informação that's automatically calculated e ready to Partilhar com your Cliente.

Excel-style Editing

o task list works like a spreadsheet. Click any cell to Editar inline. Changes are saved automatically as you Tipo. Press Enter to move to o Seguinte row, or Tab to move to o Seguinte 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

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

Exportar Quote

Click 'Copiar Quote' to Copiar a text version to your clipboard (perfect para pasting into emails), or click 'PDF' to open a professionally formatted quote ready para 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.

Fatura Numbering

There are two ways to Criar an Fatura: de o Agenda or manually.

de o Agenda (Recomendado)

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

• Cliente Nome e details
• Serviço Descrição com instrument (e.g. "Afinação — Steinway & Sons D")
• Compromisso Data in o Descrição
• Serviço Preço de your Serviços configuration
• Cliente Notas (as a separate text line)

Manual Fatura

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 Faturas

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.

com PianoPlanner on your homescreen you can Criar e Enviar Faturas directly de your Telefone — even while you're still at o Cliente's Localização.

de a Cliente Perfil

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

• Selecionar a Serviço — o Preço is automatically filled in
• Adicionar a Descrição or Notas
• Choose o Fatura Estado (Rascunho, Enviado, Pago)
• Enviar com payment link — o Cliente can pay via iDEAL / Wero immediately

Typical Mobile Workflow

PianoPlanner handles IVA differently depending on o Cliente Tipo. This is determined automatically based on o Cliente Tipo set in o Cliente Perfil.

Private Clientes

Negócio / Institutions

Setting o Cliente Tipo

To ensure correct IVA handling, set o Cliente Tipo in each Cliente Perfil:

• Private — Preço inclusive IVA
• Negócio — Preço exclusive IVA
• School — Preço exclusive IVA
• Church — Preço exclusive IVA
• Theater — Preço exclusive IVA

Aceitar iDEAL, credit card, e Wero payments directly on your Faturas via Mollie. Clientes click o payment link in o Fatura E-mail e 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.

Disponível Integrações

Currently three Integrações are fully operational. More are being developed to Suporte técnicos de Pianos across o Netherlands, Belgium, e Germany.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online Contabilidade package. PianoPlanner connects via o Moneybird API para Automático Fatura synchronization.

Jortt (Netherlands)

Jortt is a popular Dutch Contabilidade package designed para freelancers e small businesses. PianoPlanner connects via OAuth2 para secure, Automático Fatura syncing.

Odoo (International)

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

Sincronizar Log

Every Sincronizar action is logged. You can Ver o Sincronizar history in o Integração Definições to see which Faturas have been Enviado com sucesso e which ones encountered errors. This helps you quickly spot e resolve any issues.

Coming Soon

We are actively working on Integrações com more Contabilidade packages used by técnicos de Pianos across Europe:

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

PianoPlanner offers flexible Subscrição plans to fit your needs. Gerir your Subscrição, Melhorar, downgrade, or Atualizar your payment details at any Hora.

Disponível Plans

Plano	Preço	Key Funcionalidades
Starter	Grátis	Básico scheduling, up to 25 Clientes
Solo	€24.50/mo	Unlimited Clientes, Calendário Sincronizar, Rota optimization, invoicing
Pro	€39.50/mo	Everything in Solo + Automático reminders, Contabilidade Integrações, Prioridade Suporte
Negócio	€49/mo	Everything in Pro + Equipa management, shared Cliente database

Gerir Subscrição

Working com multiple technicians? o Equipas Funcionalidade lets you Gerir a shared Cliente database, coordinated scheduling, e Equipa Reserva pages.

Getting started com Equipas