Export your invoices from Practice Better as a CSV file, then import the file into your accounting software, such as QuickBooks or Xero, for analysis and reporting. This article covers how to run the Practice Better export, what each column contains, and which other exports and reports are available.
In this article:
- Before You Begin
- Exporting Invoices
- Understanding the Columns in Your Export
- Importing Your Export into Accounting Software
- Related Exports and Reports
Before You Begin
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Team member access: Team members need, at minimum, View access for “Clients: Invoices, Coupons, Payment Plans” permissions in their role to export invoices. Learn more about Managing Roles & Permissions for Team Members →
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Date range: The date range you select filters invoices by invoice date.
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Download: Your CSV file downloads to your computer right away.
- Invoice export vs. client record export: This export creates a spreadsheet of invoices. The client record export is a separate archive that Practice Better emails to you upon request. Learn more about Exporting Client Records From Practice Better →
Exporting Invoices
- Go to My Practice > Billing & Payments and click Export.
- Enter the date range under Export options.
- Optionally, check the box for Export each line item on a separate row. With this option selected, each row in your file represents one line item on an invoice.
- Select the clients you want to include by checking the box next to client names or client tag groups. Leave everything unchecked to include invoices from all clients.
- Click Export at the top right. Your CSV file downloads to your computer, ready to import into accounting software such as QuickBooks or Xero.
Understanding the Columns in Your Export
Your export includes the columns below. The invoice, payment, and refund columns are included in every export. The line item columns are added only when you check Export each line item on a separate row
Invoice Details
| Column | What It Shows |
|---|---|
| Practitioner | The practitioner the invoice belongs to. |
| ContactName | The client's name. |
| EmailAddress | The client's email address. |
| InvoiceNumber | The invoice number. |
| InvoiceDate | The date of the invoice. The export date range filters on this date. |
| DueDate | The date the invoice is due. |
| Total | The invoice total. |
| Description | The description of the invoice item. |
| Notes | The notes on the invoice. |
| Quantity | The quantity of the invoice item. |
| UnitAmount | The price per unit. |
| Discount | The discount applied. |
| AccountCode | The reference ID code associated with the client for the invoice. |
| TaxDescription | The name of the tax applied. |
| TaxAmount | The amount of tax. |
| Currency | The currency of the invoice. |
Payment and Refund Details
| Column | What It Shows |
|---|---|
| AmountDue | The balance still owed. |
| AmountPaid | The amount paid so far. |
| PaymentDate | The date of the payment. |
| PaymentStatus | The payment status of the invoice, such as Partially Paid. |
| PaymentSource | How the payment was made, such as Stripe. |
| Fees | The fees associated with the payment. |
| WriteOff | The amount written off. |
| TotalRefund | The total amount refunded. |
| RefundSources | The source of each refund. |
| RefundDates | The date of each refund. |
Line Item Details
Added when you select “Export Each Line Item on a Separate Row.”
| Column | What It Shows |
|---|---|
| LineItemDescription | The description of the line item. |
| LineItemAmount | The amount of the line item. |
| LineItemQuantity | The quantity of the line item. |
| LineItemDiscount | The discount applied to the line item. |
| LineItemTaxDescription | The name of the tax applied to the line item. |
| LineItemTaxAmount | The amount of tax on the line item. |
| LineItemSubTotal | The subtotal of the line item. |
Importing Your Export into Accounting Software
Your CSV file imports into accounting software such as QuickBooks or Xero using each tool's own import feature. Practice Better does not send invoices to these tools automatically, so repeat the export and import whenever you need updated records.
If you want to sync clients or contacts between Practice Better and QuickBooks or Xero, Connector Hub offers connectors for both. Connector Hub is a paid add-on for Plus and Team plans at $49/month.
- Learn more about Setting Up and Managing Connector Hub →
- Learn more about Available Apps and Workflows in Connector Hub →
Related Exports and Reports
The invoice export gives you invoice-level records. For other financial views, use the reports in My Practice > Reports.
Learn more about Viewing Reports →
Every report has a Download option for exporting results to CSV or Excel.
- Payment History: Payments made within a given period, including transaction amounts and processing fees.
- Transaction Statement: Payments, refunds, and write-offs within a given period.
- Sales Tax: A breakdown of taxes collected on invoices within a given period.
- Accounts Receivable Invoices: Outstanding invoices, so you can follow up on overdue payments.
- Insurance Claims (with Claim.MD integration): Claims with procedure and diagnosis codes.