Exporting financials
Pull a CSV or data file of invoices, payments, and refunds for accounting or audit.
Overview
Year-end and audit periods need full financial exports. The platform provides date-ranged exports of every billing artifact: invoices, payments, refunds, credits, write-offs.
Prerequisites
- Owner, Admin, or Billing Staff role
custom_reportsfeature flag (Professional+) — Starter exports are limited to per-patient- A target — accountant, auditor, internal records
Steps
Open Financial Reports. Top nav Reports → Financial.
Set the date range. Default: this year. Adjust as needed.
Pick the location filter. Multi-location: choose all or one location.
Pick what to export. Tabs: Invoices, Payments, Refunds, Credits, Write-offs. Each can be exported separately, or use Export all for a bundled archive.
Choose the format. CSV (Excel-friendly), data file (machine-readable), XLSX (single multi-sheet workbook with one sheet per tab).
Pick column set. Default columns include the essentials — IDs, dates, amounts, methods, references. Toggle on extra columns for accountant-specific needs (chart-of-accounts mapping, location, dentist).
Add the audit reason. Required field — "Year-end accountancy", "Quarterly audit", "Tax filing 2026". Logged.
Click "Generate". Small exports download immediately; large exports email a download link when ready.
Verify totals match dashboard. Cross-check the sum in the export against the dashboard's revenue card for the same period. Discrepancies indicate a data issue.
Expected outcome
- A file in the chosen format with all selected billing data
- An audit log entry recording the export reason and size
- Totals reconcile between dashboard and export
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Export blocked | custom_reports flag off | Upgrade to Professional+ |
| Email never arrives | Spam filter | Click Resend on the report job |
| CSV opens with broken characters | Excel encoding | Use Data → From Text/CSV with UTF-8 |
| Totals don't match | Refunds counted twice | Refunds appear once in the Refunds tab; net revenue is invoice total minus refunds |
| Need bespoke columns | Use data file export to script your own transformation | API access also available on Enterprise tier |