More time treating. Less time invoicing.
Running an independent practice means wearing every hat, practitioner, administrator, and bookkeeper. Heftli takes the bookkeeping hat off entirely. Manage your patient database, track sessions, and send Swiss QR-Bill invoices in minutes.
Patient record
Müller, Hans
Last invoice: 4 sessions · CHF 380
Session logged
50 min · Follow-up
Service: Standard Session, CHF 95
Monthly invoice
CHF 380.00
Swiss QR-Bill generated · Sent by email
Paid
Confirmed
Patient paid via e-banking QR scan
01You create each invoice manually from scratch
Every week you open a template, type in the patient's name and address, calculate the sessions, fill in the payment details, export a PDF, and email it. For 20 patients, that's hours of admin every billing cycle. Hours that belong to your patients, or to your weekend.
02Tracking which patients have paid is a constant headache
You sent the invoice. Did they pay? You check your bank statement. You scroll through transactions. You check the patient's name. You're not sure. You send another invoice to be safe. The patient is confused. The situation is unprofessional.
03Your patient records are scattered across tools
Patient contact details are in your phone. Session notes are in a binder. Billing history is in a spreadsheet. Nothing talks to anything else. When a patient asks for a duplicate invoice from six months ago, you have to excavate it.
From first appointment to paid invoice, streamlined.
New patient: in your system in 60 seconds
When a new patient books their first appointment, you create their record in Heftli's customer database: name, address, phone, email, and any notes. This record stays permanently. Every future invoice, every session log, every piece of billing history is attached to this patient, retrievable in seconds, forever.
Session logged after each appointment
After each session, you log a time entry in Heftli: 50 minutes, Initial Physiotherapy Assessment, tagged to the patient. Or you create an invoice line item directly from your services catalog: 'Initial Assessment, CHF 150', 'Follow-up Session, CHF 95'. Either way, the session is recorded, priced, and ready to bill.
Monthly invoice: generated from session history
At the end of the month, you open Heftli, pull up a patient's record, and create their invoice. All sessions since the last invoice are there. You review, confirm the amounts, and click generate. A professional PDF with your logo and a Swiss QR-Bill payment slip is ready in under a minute.
Patient pays via QR code, you mark it done
Your patient receives the invoice by email. They open their e-banking app, scan the QR code, and pay in 30 seconds. You see the payment land in your account, open Heftli, and mark the invoice as paid. The patient's record is updated. The entire process is complete.
No overcomplicated software, no features designed for large clinics. Just the tools that matter for an independent practitioner.
Patient Database (Customer Management)
Every patient, fully organised, always one search away.
Heftli's customer management gives every patient a permanent record: contact details, billing address, and a complete history of every invoice ever sent. You can search by name, filter by payment status, and see at a glance which patients have outstanding balances. When a patient calls about a past invoice, you have the answer in seconds, not after ten minutes of searching through files.
A physiotherapist in Bern has 85 active patients. Each patient's full invoicing history, every session billed, every payment confirmed, is in Heftli. When a patient asks for a copy of their invoice from four months ago (for insurance reimbursement), it takes 15 seconds to find and re-send.
Services Catalog for Session Types
Set your rates once. Every invoice fills in automatically.
The services catalog lets you define every treatment type you offer, with the name, session length, and standard price. 'Initial Assessment', 'Standard Follow-up', 'Manual Therapy (60 min)', 'Home Visit', each as a named service with a fixed rate. When creating an invoice, you select the service types and quantities; the prices fill in automatically. Consistent, error-free billing every time.
A physio in Lucerne offers four service types at fixed prices. They set these up once in Heftli's services catalog. Every invoice for every patient pulls from this catalog, no manual price entry, no rate inconsistencies, no accidental under-billing.
Swiss QR-Bill Invoice Generation
Every invoice is instantly payable, by bank app, e-banking, or at the post office.
Since October 2022, Swiss QR-Bill is the required payment standard for professional invoices in Switzerland. Heftli generates a fully compliant QR-Bill on every PDF invoice you produce, automatically. Your IBAN is stored once in settings; the QR code is generated with a unique reference for every invoice. Patients who pay by bank transfer can scan the code and complete the payment in under 30 seconds. No manual IBAN entry, no payment reference errors.
A St. Gallen physiotherapist sends monthly invoices to 30 patients. Some pay via PostFinance, some via UBS e-banking, some via TWINT. The QR-Bill on each invoice works with all of them. Since switching to Heftli, average payment time dropped from 18 days to 6 days.
01Swiss QR-Bill: mandatory for all professional invoices
The Swiss QR-Bill (QR-Rechnung) replaced the legacy orange payment slip in October 2022. For an independent physiotherapist, this means every patient invoice must include a compliant QR payment reference linked to your IBAN. Heftli generates this automatically, no additional tools, no manual QR generation, no compliance risk.
02~15,000 licensed physiotherapists in Switzerland
Switzerland has one of the highest concentrations of independent physiotherapy practices in Europe, with most practitioners running their own practice after gaining experience in a larger clinic. Billing and administration are consistently cited as the top time drain for independent practitioners, ahead of continuing education and marketing.
03Insurance-compliant invoices require a payment reference
When patients submit invoices to supplementary insurers (VVG/LCA) for reimbursement, the insurer requires a structured invoice with a payment reference. The Swiss QR-Bill provides exactly this. Heftli's invoices are structured correctly for patient self-submission to insurance providers.
Can I manage my patient list in Heftli?
Yes. Heftli's customer management feature gives every patient a permanent record with contact details, billing address, and complete invoice history. On the Solo plan, you can have unlimited patients. The free plan supports up to 5.
Does Heftli generate Swiss QR-Bill invoices for physiotherapy?
Yes. Every PDF invoice generated by Heftli includes a standards-compliant Swiss QR-Bill payment slip with your practice IBAN and a unique payment reference. Your patients can pay instantly via any Swiss banking app or e-banking portal.
Can I set up my session prices as fixed rates?
Yes. The services catalog (available on Solo and above) lets you define all your treatment types with fixed prices: 'Initial Assessment, CHF 150', 'Standard Session, CHF 90', 'Home Visit, CHF 130'. When creating invoices, you select from this catalog and prices fill in automatically.
Can I send invoices directly to patients by email?
Yes, on the Solo plan and above. You can send invoices as a professional PDF email directly from Heftli. The patient receives the invoice with the QR-Bill attached and can pay immediately.
How do I track which patients have paid?
Every invoice in Heftli has a clear payment status: Draft, Sent, Paid, or Overdue. When you receive a payment, you mark the invoice as paid with one click. The patient's record updates automatically. You can also see a dashboard view of all outstanding invoices across all patients at a glance.
Can I give patients a duplicate invoice for their insurer?
Yes. Any previously sent invoice can be re-downloaded or re-sent as a PDF at any time. The invoice retains all original details, including the QR-Bill, which is useful for patients submitting claims to supplementary insurers.
Is Heftli suitable for a practice with two physiotherapists?
Yes. The Team plan supports up to 5 users with role-based permissions. Both physiotherapists can log sessions and manage their own patient invoices, while the practice owner retains full administrative access.
"Billing used to take me all of Sunday afternoon. Now I send all invoices in about 20 minutes at the end of Friday. My weekends are mine again."
Placeholder, Independent Physiotherapist
Bern, Switzerland