Appointments in Invoice Genie let you schedule client visits, jobsite calls, and consultations directly alongside your invoices, estimates, and clients. Instead of juggling a separate calendar app, you can plan the work, then bill it, all from one place. This guide covers scheduling, reminders, recurring visits, linking related documents, and converting a completed appointment straight into an invoice — on iPhone, Android, and the web portal.
Prefer talking instead of tapping? Genie AI can schedule appointments for you conversationally — including recurring visits, reminders, and linked documents — right from the chat screen on iOS and Android.
How to Open Appointments
- On mobile, tap the More tab in the bottom navigation bar.
- Tap “Appointments” (calendar icon) under the Tools section.
On the web portal, click Appointments in the left sidebar, right below Time Tracking.
Understanding the Appointments List
The Appointments list shows every upcoming and past appointment as an agenda, grouped by week (mobile) or with year/status filters and search (web).
Date Badge & Accent Bar
Each row shows a two-tone month/day badge and a colored left accent bar so you can scan your schedule at a glance:
| Accent Color | Meaning |
|---|---|
| Blue | Scheduled (not yet billed) |
| Green | Billed — already converted to an invoice |
A small repeat icon next to the client name marks recurring appointments.
Search, Filter & Multi-Select
Use the search bar to find an appointment by client name or address. Filter by year and billing status (All, Unbilled, Billed).
To delete several appointments at once, tap the multi-select icon — or on iPhone, long-press any appointment — and tap the ones you want (each shows a filled blue checkmark). On iPhone, Select All and Done sit at the top and the selected count and Delete at the bottom; on Android, Delete is in a bar at the bottom of the screen.
Creating a New Appointment
- Tap the + button on the Appointments list.
- Tap the Client field and choose an existing client, or add a new one without leaving the flow.
- Enter the Street Address — used later for the map and driving directions.
- Set the Start and End date/time for the visit.
- Add optional Notes describing the job — tap the AI Improve/Generate button to clean up or draft notes automatically.
- Choose a Reminder lead time (see below).
- Optionally link Related Documents (see below).
- Tap Create Appointment.
You can also just ask: open Genie AI and type something like “Schedule an appointment with Jim Parker tomorrow at 2pm for 1 hour” — it fills in the details and opens the appointment for you to confirm.
Setting a Reminder
Every appointment — recurring or not — can have its own reminder, sent as a push notification to every device signed into the business:
| Option | When It Fires |
|---|---|
| None | No reminder is sent |
| At time of appointment | Exactly when the appointment starts |
| 15 / 30 minutes before | Shortly before the visit |
| 1 / 2 hours before | A couple of hours ahead |
| 1 day before | The day before, same time |
Reminders appear in your device’s system notifications and in the in-app notification bell, and tapping one opens that appointment directly.
Making an Appointment Recurring
Open an existing appointment’s detail screen and choose “Make Recurring” from the menu (⋮ icon) to schedule it to repeat automatically.
Frequency Options
| Frequency | Repeats |
|---|---|
| Daily | Every day |
| Weekly | Every week, on one or more chosen weekdays |
| Bi-Weekly | Every 2 weeks |
| Monthly / Quarterly / Semi-Annual / Yearly | Every 1 / 3 / 6 / 12 months |
| Manual Dates | Only on specific dates you pick yourself |
Repeat On Specific Weekdays
For Weekly recurrence, tap the day circles (Sun–Sat) to choose exactly which days the appointment repeats on — for example, every Monday, Wednesday, and Friday for a recurring cleaning contract.
Manual Dates
Choose Manual Dates to hand-pick a specific set of dates instead of a fixed interval — useful for irregular schedules that don’t fit a repeating pattern. Add dates one at a time and remove any of them with the X button next to each entry.
Start Date, End Date, Preview & History
Set a Start Date for the recurrence and, optionally, an End Date — leave it blank for a recurrence with no fixed end. The Preview shows the next date a new appointment will be generated, and History lists past auto-generated occurrences.
When a new occurrence is generated automatically, Invoice Genie creates a fresh appointment, notifies your team, and — if the client has a valid email on file — sends them a confirmation email with the date and time.
Linking Related Documents
Tap “Link Related Documents” to connect up to 10 existing Invoices, Estimates, Purchase Orders, Receipts, Expenses or Time Entries to an appointment — handy for keeping all the paperwork for a job in one place. Use the type tabs to filter, check the items you want, and tap Done. Tap any linked document to open its full detail screen, or tap × to unlink it (the document itself is not deleted). Related Documents are internal only — your client never sees them. Invoices, estimates and purchase orders have the same section; see the Invoices & Estimates guide.
You can also link an appointment from an invoice, estimate or purchase order — new or already saved — using the Appointments tab of its Related Documents picker. That link shows the appointment’s date, time and status; the client’s name and address are not stored in it.
Viewing Appointment Details
Tap any appointment to open the Appointment Details screen. Every field on it stays editable, so there is no separate edit mode to switch into:
- Map — shows the appointment address on a map; tap to get driving directions.
- Call / Email — quick buttons to contact the client directly.
- Add to Calendar — adds the appointment to your phone’s native calendar app (or downloads an .ics file on the web portal) so it also shows up outside Invoice Genie.
- Notes — any details you added when scheduling.
- Related Documents — every invoice, estimate, PO, receipt, or time entry linked to this visit.
- Save Changes — a pinned button at the bottom of the screen. Tap it once you have changed anything.
Billing an Appointment
Once the work is done, turn the appointment straight into an invoice:
- Open the appointment and tap “Bill Appointment”.
- Choose Per Hour (quantity × rate, pre-filled from the appointment’s duration) or Flat Rate (a single fixed amount).
- Toggle “Include in line item” options to add the date/time or notes to the invoice line item.
- Tap “Add to Invoice” — this opens the invoice editor with the client and line item already filled in.
- Review and save the invoice.
Once saved, the appointment is automatically marked Billed and linked to the new invoice — tap the invoice row under “Bill To” any time to open it again.
Editing & Deleting Appointments
There is no separate edit mode. Open the appointment and change the client, address, date/time, notes, reminder, or related documents directly on the Appointment Details screen, then tap Save Changes at the bottom. To delete, swipe left on a row in the list (or open the menu on the detail screen and choose Delete) and confirm — deleting a recurring appointment only removes that one occurrence, not the whole series.
Notifications & Reminders
Invoice Genie sends push notifications for two appointment events:
- Appointment Reminder — fires based on the reminder lead time you chose.
- Recurring Appointment Generated — fires whenever a new occurrence is auto-created from a recurring schedule.
Both show up in the notification bell and link straight back to the appointment when tapped.
Manage Appointments with Genie AI
Genie AI, the in-app assistant, can handle your schedule in plain language (app version 2.4.6 or later):
- Schedule — “Schedule an appointment with Jim Parker tomorrow at 2pm for 1 hour”, including recurring visits, reminders, and linked documents.
- Check your schedule — “What’s on my schedule this week?” or “When is my next appointment with Sarah?”
- Reschedule or change — “Move my Friday appointment with Jim to 2 PM” (the length stays the same), or change the address, notes, or reminder.
- Cancel — “Cancel my appointment with Jim on Thursday” marks it cancelled but keeps it on record.
- Delete — “Delete my appointment with Bob tomorrow.” Genie AI shows a confirmation card and only deletes after you tap Delete.
See the Genie AI guide for more examples.
Available on iPhone, Android & Web
Appointments work the same way across every platform — create one on your iPhone at the jobsite, and it instantly syncs to the web portal and any Android devices on your team. Scheduling, reminders, recurring visits, related documents, and billing are fully supported on iOS, Android, and the web portal at app.myinvoicegenie.com.
Tips & Best Practices
- Set a reminder on every appointment — it takes one tap and makes sure nobody on your team forgets a visit.
- Use Related Documents to keep the estimate, purchase order, and eventual invoice for a job all linked to the same appointment.
- Bill right after the visit — tapping “Bill Appointment” immediately while details are fresh produces more accurate line items.
- Use Manual Dates for irregular schedules (e.g., alternating weeks) instead of forcing them into a fixed interval.
- Add to Calendar so appointments also show up in your phone’s native calendar alongside personal events.