Your accountant usually wants two things: what you invoiced and what you were actually paid. Atlacare gives you both as spreadsheet files (CSV) that open in Excel, Numbers or Google Sheets.
Download an export
Go to Invoices and click Export for accountant. If you're on a Clinic or Practice plan, you can also get there from Reports (the link next to the Revenue heading).
Choose:
- What to export: invoices, payments received, or invoices laid out for a Xero import.
- Dates: last month (the default), this month, this tax year, last tax year, or your own start and end dates. Tax years run from 6 April to 5 April. All dates are UK time.
- Show patients as: the patient's name, a patient reference (such as
PT-4K9X2M7Q) instead of the name, or no patient details. Use a reference if your accountant doesn't need names.
Then click Download CSV.
Only the clinic owner and managers can export financial data. Accountant exports are included on every paid plan. Every accountant export is recorded in your export log (Settings → GDPR & Consent).
Atlacare doesn't issue credit notes, so there's no credit-note file. Refunded payments appear in the payments file, marked as refunded.
What's in the invoices file
One row per invoice issued in the period: invoice number, issue date, due date, patient, practitioner, location, the line descriptions (service names), net, VAT, total, amount paid, balance still owed, status, the date it was paid in full, and the payment method(s) used.
- Drafts are left out. A draft hasn't been issued yet. It appears in the month you send it.
- Cancelled invoices are listed but not counted. They show so your accountant can see every invoice number, with Counted in Invoiced set to No.
- The issue date is the day the invoice left draft (when you sent it, or took a payment on it).
What's in the payments file
One row per payment taken in the period, by the date you recorded it: payment date, invoice number, patient, amount, method, status, refund amount and your payment reference. Refunded payments are listed with Counted in Collected set to No.
Do the totals match Reports?
Yes. For the same dates:
- In the invoices file, add up Total (£) for rows where Counted in Invoiced is Yes. You'll get the Invoiced figure from Reports and the Invoices page.
- In the payments file, add up Amount (£) for rows where Counted in Collected is Yes. You'll get the Collected figure.
The amount paid and balance on each invoice are as they stand today, not as they were at the end of the period.
Importing into Xero
Choose Invoices for Xero import. The file uses the columns from Xero's sales invoice import template, with one line per invoice item. Cancelled invoices are left out.
- Account code defaults to 200 (Xero's standard Sales account). Change it if your accountant uses a different income account.
- Tax rate defaults to Exempt Income, because healthcare from registered practitioners is usually exempt from VAT. If you aren't VAT-registered, No VAT also works. Check the right choice with your accountant.
- Dates are DD/MM/YYYY, and the currency is GBP.
In Xero, go to Business → Invoices → Import and upload the file. When Xero asks, choose Tax exclusive amounts if you charge VAT, or No tax if you don't. Xero imports invoices as drafts so you can review them before approving. Each patient becomes a Xero contact unless you choose No patient details, which puts every invoice under one contact called "Patient".
Xero changes its import template from time to time. If an import fails, compare the column headings with the template you can download from Xero's import screen.
What's never exported
No clinical notes, diagnoses, treatment details or patient contact details are in these files. Invoice line descriptions are exported as you typed them, so keep clinical detail out of line descriptions.