💡 Although Jane isn’t integrated with Quickbooks, we’ve created this guide to help you take invoices from Jane and bring them over to Quickbooks. If you don’t find the answer you’re looking for below, Quickbooks has some great tutorial videos and guides which you can take a peek at here.
A friendly reminder that you may not necessarily need to upload each individual invoice into your bookkeeping platform. Instead, some clinics will create journal entries on a regular basis to indicate the total change in A/R for a period.
With this method, a user manually enters the total change in A/R for a period is documented which involves any new invoiced and payment amounts for the period. We recommend chatting with your bookkeeper to determine which workflow may be best suited for your practice.
For more information, check out our Accounting Software and Jane guide.
Step 1: Download your Jane Sales Report
The first step in the process is to export a .CSV version of your Jane Sales Report to your device. You will be able to filter the Sales Report by location, staff member, and date range prior to the download.
One thing to keep in mind is that Quickbooks has a 1000 invoice upload limit per import. You can get a sense of how many line items will be included in the export by reviewing the Summary section at the top of the report.
If your report contains more than 1000 invoices, you may wish to break down your exports in sections by choosing a shorter date range.
Step 2: Review the Sales Report Export and Add a Due Date
After downloading the .CSV export, you will be able to open up the Sales Report data in a spreadsheet software (like Excel).
This is a great time to do a quick review of the data and ensure that you’ve downloaded the information intended for transfer.
There is not too much additional work required in order to get this export ready for upload to QBO. The Sales report in Jane contains all of the fields required by Quickbooks Online, with a couple of exceptions. The first is an invoice Due Date — this concept doesn’t really exist in Jane.
Not a problem, though! You can create a new column in your spreadsheet and give it the header Due Date. You can then use a simple formula to add the number of days the payer has until the invoice is overdue. In the example below, we use 30 days, but this can easily be replaced with 45, 60, or whatever is used by your clinic.
The formula to calculate the Due Date is:
Where the “=” tells Excel that we are writing a formula, “C2” is the particular cell where the invoice date data is located, and “+30” means we are adding 30 days on top of the invoice date.
You will only need to write this formula once in the first cell for the new Due Date column, as you can drag down the bottom-right corner of that cell to apply the same formula for the rest of the spreadsheet.
Step 3: Optional: Add a Tax Category
If you’ve set up your sales tax in Quickbooks, they’ll also want to know which tax code to apply to each purchase. You can add an additional column in your sales report to specify the Tax Code (sometimes called a tax category) for each purchase. Go ahead and add a new column to your spreadsheet, labeled as Tax Code.
You’ll then want to specify the tax code for each purchase line. These should be spelled the same way as the codes in your Quickbooks account. To check or edit the codes in your Quickbooks account, you can click on Taxes on the left-hand side and then Manage Sales Tax.
In the example below, the purchases on the report are not taxable, so we’re using the tax code “Exempt”. Just like when we added the due date, if all of the tax codes will be the same, you can enter the code in the first cell in the column and click on the bottom of the cell to drag it down to the rest of the column.
And that’s it! Don’t forget to Save your changes, and we’re ready to start uploading this data into Quickbooks.
Step 4: Upload Your Invoices to Quickbooks Online
Let’s now pop into Quickbooks Online and navigate over to the Tools > Import Data section. You can find this by clicking on the gear icon in the top tool bar.
From here, we will want to click on the Invoices option.
You’ll be brought to the first section of the import workflow.
💡If you run into an error message that reads: Import invoices isn’t quite ready to support sales tax, you can turn off automated sales tax in Quickbooks to import invoices without sales tax by heading to Taxes > Sales Tax Setting > Turn off sales tax.
Use the Browse button to select the now-updated version of the Sales Report export saved on your device.
📍 Note: depending on whether or not you have previously imported data into Quickbooks from Jane in the past, you may wish to tick the add new contacts and/or products boxes underneath the file upload. This will tell Quickbooks to create a new contact or service within your QBO account so that you can reuse this concept in the future.
Click Next to proceed onto the next section.
Step 5: Map Spreadsheet Fields to QBO Fields
The next step involves mapping the headers from the Jane Sales Report to the standardized fields in Quickbooks. QBO is actually fairly smart here and will pre-populate several of these already for you based on the names.
The fields that are bolded with an asterisk (*) are required.
If you are unsure of how these Quickbooks Fields are used, QBO has a handy infographic which you can reference here.
The Customer field refers to the entity responsible for paying the invoice. In this case, most often clinics will map this to the
Payer **column listed in the Sales Report export.
The date format of the Invoice Date column in Jane is
The Item Amount refers to the value of the invoice. Depending on how your bookkeeping is tracked, you may wish to upload either the before tax or after tax value for that service or product.
The before tax value is the
subtotal column on the Sales Report export, and the after tax value maps with the
If you are using Quickbooks to manage your taxes, you’ll be asked to specify if the Item Amount is inclusive or exclusive of tax. You will also want to map the Item Tax Code.
You may also want to map some of the optional fields as well — for example, the Item (Product/Service) maps directly with the
Item column of the export.
Once you are happy with the field mappings, you can proceed onto the final step.
Step 6: Finalize the Import
If there are no issues with the uploaded data, QBO will let you know that you’re good to go and you can start the import.
You may run into an error if QBO detects that there are new customers or items in the spreadsheet that don’t already exist in its records.
If so, you will just want to pop back to the first part of the import workflow that you check the box allowing QBO to add new contacts and/or products.
Once the import process is complete, Quickbooks will let you know how many invoices, customers, and/or new items were added— along with any issues that were encountered.
From here, you can review your newly uploaded invoices by visiting the Sales > Invoices area of your account.
And that’s it! If you have any questions about this process, don’t hesitate to reach out to us at [email protected].