Keep it simple

Ten99 helps you keep track of three big things: clients, money in, and money out. Appointments, job files, invoices, payments, and notes all connect back to that core workflow.

Clients

Your people and companies. Store contact info, billing details, and notes.

Client is the anchor

In Ten99, the client is the center of the record. Appointments, job files, invoices, payments, and notes all connect back to the client so nothing gets lost or scattered.

Money In

Invoices, deposits, tips, gift cards, and external income all roll into one view.

Money Out

Expenses, mileage, and tax planning are tracked here.

Appointments

Your master schedule. Use calendar or list view and link work back to invoices and clients.

One source of truth

Everything stays connected in one place. Ten99 handles the busywork so you can confirm, get paid, and keep moving.

Worksheet: Import Google Calendar into Ten99

Ten99 reads a private iCal (.ics) feed from Google — you paste the URL once; Ten99 pulls events into Appointments. This is import only (Google → Ten99), not a Google sign-in button.

1. In Google Calendar: open the calendar → Settings → Integrate calendar → copy Secret address in iCal format (.ics URL).
2. In Ten99: Dashboard → Settings → Preferences → Calendar Subscriptions.
3. Paste the URL, choose Job / Personal / Education, pick a client (or add one), then Add Subscription.
4. Save your calendar settings at the bottom of Preferences if prompted.
5. Tap Sync Now for an immediate pull; production also refreshes subscriptions automatically about every 8 hours.

Sync Now vs background sync

Sync Now runs a pull immediately for your account. Background sync (on the live site) runs on a schedule for everyone who has at least one subscription. Deleting a subscription removes events that came from that feed.

Common mistakes (Google Calendar)

Most sync issues are the wrong link type — not a Ten99 bug. Ten99 cannot read calendar page URLs from your browser.

1. Wrong: a link that looks like calendar.google.com/calendar/u/0?cid=… (that is a web page, not a feed).
2. Right: Secret address in iCal format — usually ends in .ics and contains /calendar/ical/ in the path.
3. If events never appear: delete the bad subscription (trash icon), add again with the .ics URL, save Preferences, then Sync Now.
4. Invalid subscriptions show a red warning in Calendar Subscriptions until you remove them.

Remove or replace a subscription

Use this when you pasted the wrong URL or want to switch calendars.

1. Settings → Preferences → Calendar Subscriptions.
2. Click the trash icon on the subscription you want to remove.
3. Confirm — Ten99 removes the subscription and deletes appointments imported from that feed.
4. Add a new subscription with the correct .ics URL, save if prompted, then Sync Now.

Show Ten99 events inside Google Calendar

Copy your private Ten99 .ics URL and subscribe to it from Google (or Apple Calendar). Choose a privacy level: full details, client name only, or busy-only. Regenerate the URL if the link was shared too widely.

Appointments: your master schedule

Month, week, day, agenda, and list views. Events link to clients, job files, and invoices. Conflict warnings appear when a new job overlaps existing work; you can review or override with a conflict mark.

Calendar layout, timezone & defaults

Set your default Appointments view (month, 5-day, day, agenda, or list). Set timezone and default appointment duration so imported and AI-parsed times land correctly.

Timezone & duration defaults

Timezone is used when an email or import does not specify a zone. Default duration pre-fills new events.

Magic Mailbox → calendar

Forward a job offer to your Ten99 inbox address. Ten99 parses date, client, and rate. Depending on settings, the job lands on your calendar automatically or in Pending Jobs for one-click approval.

Appointment reminders

Email and push reminders run on a schedule before upcoming appointments. Enable notifications in Settings if reminders are not arriving.

What Ten99 calendar does not do (yet)

No Google OAuth “Connect account” button. No live two-way sync — import uses your .ics URL; export uses your Ten99 public feed. For sync issues: confirm the .ics URL, save settings, then Sync Now.

Tip: set your timezone under Calendar Defaults before relying on imported times.

Tattoo artist: Client flow

Meet the client, message, decide on art, and store notes and consent in Job Files.

Tattoo artist: Deposit + booking

Take a deposit, link it to the client, and book the appointment on the calendar.

Tattoo artist: Final invoice

Complete the appointment, invoice the balance, accept payment, and send the receipt.

Tattoo artist: Aftercare + extras

Send aftercare instructions, sell products, log tips, and track convention sales in one place.

ASL interpreter: Class + materials

Teach an ASL class, sell a workbook, and keep student or client notes in Job Files.

ASL interpreter: Retainer + billing

Collect a retainer for conference prep, then invoice the balance and log tips or external payments.

Step 1: Get a Job Offer

A client sends a job offer or appointment request to your personal email.

Step 2: Forward It

Forward that email to your unique Ten99 Email Address in Inbox settings.

Step 3: Ten99 Does the Heavy Lifting

Ten99 extracts the date, time, client details, and rate.

Step 4: It's Handled

Depending on your settings, the job is either added to your calendar automatically or saved in Pending Jobs for one-click approval.

Conflict Detected

Shown when an offer overlaps with an existing appointment. Use Edit & Review to adjust or override with a conflict mark.

Conflict Override

Orange events with a warning shield mean you intentionally overrode a conflict.

Incomplete Info

Shown when a job is missing key details like the client, time, or location. Tap Edit to fill in the missing fields.

Magic Mailbox

Sparkles identify items that were parsed from forwarded emails.

Invoices

Create, send, and track professional invoices. Ten99 can automatically draft invoices from completed jobs so you never miss a payment.

My Money

See where your money is going, what to save for taxes, and how your freelance work is really adding up.

W-2 Income: Estimate vs. Verify

Estimate pay from scheduled hours, then replace that estimate with the real number once you receive your pay stub.

Tax tip

Many freelancers set aside around 30% for taxes. Adjust your savings goal anytime in Settings.

⚠️ Educational tool only. Always confirm with a CPA.

Job Files

A digital binder for every gig. Keep notes, PDFs, and client info organized by specific jobs.

Clients

Your complete database for contact info, billing details, and communication history.

Credentials

Track certifications and CEUs with visual progress bars so nothing expires unexpectedly.

Contact

Use this for people: personal clients, direct hires, subs, or individual team members.

Company

Use this for billing entities: the agency, school, or whoever cuts the check.

Group

Use this for lists and classes: for example, a fall class roster or a production team.

Why use Groups?

Groups help you save time by organizing people for one purpose. Classes & workshops: Create a group like "ASL Workshop - Oct," add your student contacts, and send one invoice or one email blast to the whole roster. Project teams: Create a group like "Hamlet Production Team" and send updates, call times, or parking info to everyone at once.

Forwarded email not showing up

Check Settings → Inbox for your Ten99 email address. Forward to that exact address. Check spam. Wait a few minutes. Still nothing? Email support@tenflow.app.

Repair invoice or appointment (missing client)

The Action Items card shows items missing a linked client. Open the item, edit it, and select or add a client.

Push notifications not working

Go to Settings → Notifications → Enable Push. On mobile, also check device Settings → Ten99 → Notifications. On web, add Ten99 to your Home Screen first.

Tax Vault upload failed

Tax Vault accepts PDF or photo only. For links, use a valid http(s) URL.

Calendar sync not working

See the How to Ten99 Calendar worksheet: valid .ics URL, save settings, then Sync Now. Full steps are under Settings → How to.

Feature not on mobile?

Reconciliation, ledger bulk operations, group billing, tax reports, and complex invoice editing are available on the full site.

Field signatures on mobile

Capture client signatures, consent forms, waivers, and photos on-site. The app lets you collect everything in one flow—arrival time, completion time, signature, notes—then bundle it with the invoice as a Verified Job Record. Desktop is best for managing templates.

Profile incomplete / no email

Contact support@tenflow.app for help.