Jane's Guide Here's all the help you need to use Jane.

Accounting Software and Jane

We are often asked whether you still need an accounting program if you are using Jane to run your clinic.

Do I need an Accounting Software?

Jane can do a lot and is perfect for managing your day to day clinic life, but there’s some things for which an accounting program is handy: Jane’s scope doesn’t include writing cheques, managing payroll (other than the reports on how much to pay!) or run your business financials.

 

Patient Data

For my clinics, I don’t have any patient data in my accounting program. I move over revenue details in one lump transaction once a month when I reconcile accounts, and I write staff paycheques, manage payroll taxes, and pay my vendors out of the accounting program.

You can also do a monthly or yearly reconciliation of A/R - I just update my A/R in my accounting software once at the end of a fiscal year. The day-to-day management of A/R I do from Jane.

Every practice is different with how granular they’d like to be with the data they have in their accounting program. Personally, I am a big fan of simplified process (clinic owners are ALWAYS busy), so I avoid double entry whenever possible.

 

Which Accounting Software?

Sometimes we’re asked to recommend an accounting software.

We have clinics using Quickbooks, Simply Accounting, Freshbooks, Wave and other simple online apps. We don’t have one particular program to recommend as every practice will have different needs.

And while Jane doesn’t directly integrate with any accounting system, most of Jane’s financial reporting is exportable to Excel, which can then be imported to your accounting software.

 

Bookkeeper/Accountant

Your accountant or bookkeeper is a good resource when deciding on the program you want to work with to manage your accounting needs.

You can also give your bookkeeper or accountant access to your Jane account if that makes sense for your practice. Be sure to consider all patient privacy concerns (signing confidentiality agreements etc), but you can create a staff access profile that is restricted from chart access. They can log in and pull reports directly from Jane.

I have seen clinics address this in two ways:

1) Set the bookkeeper or accountant up with an administrative login and have them sign a confidentiality agreement, but again, that is up to you to determine whether you are comfortable with your bookkeeper/accountant accessing your Jane account. We do not charge for administrative profiles in Jane.

2) More popular option - export your reports on a weekly or monthly basis for your bookkeeper.

The majority of our clients would work with an accounting software and enter periodic (but not daily or granular) sales information.

 

Reports

Jane offers many reports to help dissect your billing data— it’s one of the reasons you can spend less time moving over data to another software. While the accounting needs for a clinic may differ slightly from one another, this section will provide an overview of some of the reports that might come in handy when performing your regular bookkeeping.

Invoices (Sales)

If you are interested in exporting a list of all of the invoices that had been generated within a particular period, this information can be found in the Sales Report.

This report can be exported as a CSV file, which is compatible with most third-party accounting software. If the platform allows you to map the values in the Jane Sales export to values in the software, you can choose from the existing columns as needed (here’s an example from QuickBooks Online):

Depending on which platform you are working with, there may be fields that are required for the upload process that do not exist in Jane— for example, invoice due date. In this case, you can manually add a new column to the spreadsheet to indicate a due date for all of the listed invoices. You can either set the due date to the same value for all invoices (as shown), or use a formula to calculate the due date based on the invoice date (e.g. 30 days after) as needed.

Once you’re happy with the data in the spreadsheet, you can then proceed to upload the information to your bookkeeping software.

We do also have a couple of dedicated guides on what the process of transferring sales data looks like for Quickbooks Online (QBO) and Xero.

 

Transactions (Payments/Deposits)

Similarly, if you are interested in reviewing a list of all of the payments that had been received by the clinic within a particular period, this information can be found on both the Transactions Report and the Daily Transactions Report.

Typically, most bookkeeping software will be directly integrated with a clinic’s bank account, so there may not actually be a need to import the individual transaction line items over. With that said, you or your bookkeeper may wish to cross-reference the deposits made to your bank account by payment method with these reports to ensure everything is in order.

In the standard Transactions Report, a breakdown of each transaction that makes up this total will also be listed, along with any invoices that this payment is associated with.

Looking for a more condensed list of your transactions? The Daily Transactions Report is a summarized version of the standard Transactions Report that will provide the collected totals— separated by payment method by date— for the selected period. This report also includes the total number of transactions for that date. These numbers will match the values shown on the standard Transactions Report.

The exported version of this report has been formatted to be compatible with the import requirements of third-party accounting platforms (like Quickbooks or Xero). For each day, the totals for each payment method will be listed as a positive value. For Jane Payments users, any processing fees incurred will be documented as a negative line item on the report.

Client names have been intentionally left of out this report so that this data can be easily shared with your bookkeeper or accountant meanwhile respecting patient confidentiality.

 

Jane Payments Transactions Fees

If you are working with Jane Payments to process patient credit cards within Jane, you may also be interested in reporting the total value of transaction fees incurred.

In addition to the Daily Transactions Report export, transaction fee information can also be found on the Jane Payments Transactions Report, which is also exportable as a CSV or Excel file.

 

General Ledger / Journal Entries

Rather than opting to upload each individual invoice and/or payment into their bookkeeping platform, some clinics will regularly create journal entries 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.

This information can be found in the Sales and Transactions reports which were mentioned above, or can be reviewed at a glance via the Billing Summary Report.

The Invoiced amount represents the total value of invoices generated within the specified period. This number will match with the total shown on the Sales Report for the same period. This amount is usually required when working with the accrual (invoiced) accounting method.

The Applied amount represents the total value of payments that have been applied ****during this period to an invoice. The invoices that have been paid may not necessarily have been billed during this period. This amount is usually required when working with the cash (collected) accounting method.

The Transactions amount represents all of the payments collected during the specified period. This does not necessarily mean the payments were applied towards any specific invoice during this time (e.g. in the case of a pre-payment). These totals will match those shown on the Transactions Report for the same period.

For more information about the differences between these numbers, refer to our guide Working with the Purchase, Invoice, Received At, and Applied Dates for a deep dive.

 

Taxes

If you are interested in the tax amounts invoiced or applied during the period, this information can be found on the Billing Summary Report, broken down by the individual tax type.

If you are unsure which value you are required to report, we recommend you reach out to your accountant for clarification.

We’re always happy to answer any other questions you might have about Jane. Feel free to send us an email or give us a call!

-Alison Taylor, clinic owner and co-founder of Jane