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Export Invoices and Bill Payers
Export Invoices and Bill Payers

If you do your accounting outside of the app, you can export your data as a CSV file.

Kevin Jenson avatar
Written by Kevin Jenson
Updated over 3 weeks ago

When you export your Attendance data, you will be able to choose between a few options:

  • Invoices

  • Invoice lines and

  • Invoice items

Each of these reports will provide you with slightly different datasets. The outputs will be outlined below.


Invoices

☝️ Note: Use this export for the basics: invoice totals, by date, child, bill payer.

To export:

  • Log in to the app and click Finances in your sidebar

  • Click on Reports

  • Click on Invoices

  • Click Export CSV

  • Click Invoices in the dropdown

  • A new window will open showing your latest exported files.

  • Click Download and the CSV will download to your computer

The invoices download includes the following information:

  • Invoice date

  • Due date

  • Created date

  • Invoice number

  • Site name

  • Bill payer ID

  • Bill payer name

  • Billing reference number

  • Customer reference number

  • Child name

  • Total amount on invoice

  • Note

  • Cost Center

  • Type (whether the entry is an invoice or a credit note/other)

  • Status (whether the invoice has been cancelled)

Please note, not all columns will be populated!


Invoice lines

☝️ Note: Use this export to filter your exported CSV based on specific invoice lines, including Credit Notes or other exceptions.

This report includes:

  • The date range you're downloading from (From → To)

  • Type (whether the line includes an item that's part of a booking plan or an ad-hoc purchase, credits, deposit returns, and custom lines)

  • Line ID

  • Line child ID

  • Line total

  • Line note

  • Invoice date

  • Due date

  • Created date

  • Invoice number

  • Site name

  • Bill payer ID

  • Bill payer name

  • Billing reference number

  • Customer reference number

  • Child name

  • Total amount

  • Note

  • Cost center

  • Type (whether the entry is an invoice or a credit note/other)

  • Status (whether the invoice has been cancelled)


Invoice items

☝️ Note: Use this export to filter your exported CSV based on item type (Package, Fee or Session), or by Package name (Title). Most often used to:

  1. Sum and compare billing by age group or package type - see how your offerings are performing

  2. Sum subsidy totals for reconciliation purposes, if using the Discount/Surcharge methods (more here)

The invoice items report includes:

  • Item ID

  • Item type

  • Title

  • Line ID

  • Amount invoiced

  • Item total

  • Line note

  • Invoice date

  • Due date

  • Created date

  • Invoice number

  • Nursery name

  • Bill payer ID

  • Bill payer name

  • Billing reference number

  • Customer reference number

  • Child ID

  • Child name

  • Invoice total

  • Invoice note

  • Cost center

  • Status

  • Pricing group


Bill payers

To export all of your bill payer data:

  • Log in to the app and click Finances

  • Click on Reports

  • Click on Bill Payers

  • Click Generate CSV

  • After a few seconds, the button will change to say Download as CSV

  • Click on this and the CSV will download to your computer:

Note: Future invoice lines are part of already created invoices that are greater than the as-of date used when exporting the report

  • For example, if you invoice November 1st to November 30th and pull a report As-Of November 15th, you would see the November 15th to November 30th as Future Invoice Lines

  • The full value would be included in the full balance - so the future invoice lines is just the subset of the total owed balance which is later than the as-of date

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