Jane App to Xero: the honest guide (and the Jane Payments trap)

Jane and Xero do not talk to each other. There is no native integration, no add-on in the Xero App Store, and no scheduled export out of Jane. So the only way your clinic's numbers get from Jane into Xero is that a human pulls CSV files and brings them across by hand. If you also run Jane into QuickBooks, the shape is the same, but Xero has its own quirks worth getting right.

This is the honest version: how the CSV import actually works in Xero, how to track revenue by practitioner and location, and the one trap inside Jane Payments that quietly misstates your revenue if you miss it. If you would rather see what your manual close is costing you first, the Clinic Close Scorecard gives you an estimate in about two minutes.

Jane does not sync, and that is deliberate

Jane says it in its own guides: it does not directly integrate with any accounting system, but most financial reports export to a spreadsheet you can import into Xero or QuickBooks. So there is no automation to set up. There is a monthly ritual to run. A person exports the reports, shapes them into Xero's format, imports, and reconciles. Your job is to make that ritual clean and repeatable so it takes an hour, not a weekend, and so the numbers hold up at year end.

The Jane reports you will use

• The Sales Report is every invoice in a date range, with payer, treatment versus product, subtotal, tax, total, and date. This feeds your revenue import.
• The Daily Transactions Report gives collected totals by payment method per day, with Jane Payments fees shown as a negative line. Jane formats it to suit Xero and QuickBooks.
• The Billing Summary Report is your cleanest view of tax collected by type and sales split by location and by treatment versus product.
• The Jane Payments Payouts Report lists each bank deposit, net of fees, with the created and deposited dates. This is what you reconcile the bank against.

Importing Jane sales into Xero, step by step

Xero is a little fussier than QuickBooks about the import file, so follow the format exactly.

1. Export the Jane Sales Report to CSV, filtered by date range and, if you want per-location books, by location. Xero imports CSV only, not xlsx, so save or export as CSV.
2. Download Xero's own invoice import template. In Xero, go to Business, then Invoices, then Import, and download the template CSV. Do not rename its column headers. Xero maps on the header names, and a renamed header is the most common reason an import fails.
3. Copy your Jane columns into the template. ContactName comes from the payer, InvoiceDate from the Jane invoice date, Description from the treatment or product, and UnitAmount from the line total.
4. Add a Quantity column of 1 for every line. Jane does not think in quantities, but Xero requires one.
5. Add a DueDate. Use a formula like =B2+30 off the invoice-date column for net 30. Xero will reject rows without a due date.
6. Set AccountCode and TaxType. AccountCode is the revenue account you want the sale to land in, often 200 for Sales, or a code you have set up per service line. TaxType must match a tax rate that exists in Xero exactly, for example your GST/HST rate or an exempt or zero-rated code. Mismatched tax types are the second most common import failure.
7. Import and review. Jane invoices come into Xero as draft invoices, not approved. That is a feature. Review the batch, spot check a few, then approve. Nothing posts to your books until you approve.

As with QuickBooks, most multi-practitioner clinics are better off posting a monthly summary than importing every invoice. You do not want patient names in your ledger, and you do not need a thousand invoice lines to know your revenue. Talk to your accountant, but if the import feels like a lot of work every month, the summary is usually the better path.

Track by practitioner and location with tracking categories

This is where Xero earns its keep for clinics. Instead of QuickBooks classes, Xero uses tracking categories. Set up one category for Location and one for Practitioner (or Discipline), and tag each revenue line as it comes in. Jane's Sales and Compensation reports already break revenue down by practitioner and location, so the data is there to tag.

Once tracking is on, you can run a profit and loss by tracking category and finally see revenue by practitioner and by site, rather than one blended clinic number. It is the foundation for knowing which practitioners and which locations actually make money. There is a fuller walkthrough of that in how to see profit by practitioner in a Jane clinic.

The Jane Payments trap in Xero

Xero does not save you from the payout problem. Jane Payments runs on Stripe and batches card charges into one payout that lands about two business days later, net of the processing fee. So the deposit in your Xero bank feed is not a day's sales. It is several days of charges, bundled, minus a fee you never see leave. If you code that deposit straight to revenue in the bank reconciliation, you double-count: the revenue was already on the invoice, and now the cash is booked as income again. Your revenue inflates, and you pay tax on money you did not earn.

The fix is a clearing account, exactly as in QuickBooks. In Xero, create a Jane Payments Clearing account as a Current Asset and tick "Enable payments to this account" so you can reconcile against it. Book sales into clearing, and clear each payout out to the bank and a fee expense when it lands.

When the sale happens:

Debit   Jane Payments Clearing        1,000.00
Credit  Sales (revenue)               1,000.00

When the payout lands, net of the ~2.75% fee:

Debit   Bank                            972.50
Debit   Merchant Processing Fees         27.50
Credit  Jane Payments Clearing        1,000.00

Now revenue is recorded once, the bank ties to the payout, and the fee is a deductible expense instead of vanishing. The clearing account nets to zero once every payout has landed. Any balance left at month-end is just card money still in transit, which clears when the deposit arrives. The mechanics, including how to prove the in-transit balance and handle refunds, are covered in detail in how to reconcile Jane Payments payouts in QuickBooks or Xero.

Refunds, and why a payout can look light

When you refund a client through Jane Payments, Jane nets the refund against your next payout rather than sending it separately. So a payout can arrive smaller than the sales it represents, or in a quiet week even come in negative and pull from your bank. The clearing method handles this cleanly, because the refund reduces both revenue and the clearing balance, and the smaller payout still clears the account. Just know that a light payout often has a refund baked into it, and the Jane Payments reports will show you which charge it relates to.

Getting the Xero setup right once, with the invoice template mapped, tracking categories on, and a clearing account doing its job, is the difference between a close that reconciles on the first pass and a set of books someone has to untangle every quarter to explain the gap between Jane and the bank.