What reports do I need to close a Jane clinic's books?

For a full month-end close, pull the Sales Report or Billing Summary for revenue and tax, the Daily Transactions Report for collections by method, the Jane Payments Transactions and Payouts reports for card revenue and deposits, and the Compensation Report for practitioner pay.

How long should a clinic month-end close take?

With a clean system, the close on a small to mid-size clinic takes a few hours and should finish within a week of month-end. Most of the delay clinics experience is upstream, in the manual Jane export and the Jane Payments reconciliation, not in the ledger itself.

What is the biggest month-end mistake in a Jane clinic?

Booking Jane Payments deposits as revenue, which double-counts income that was already recorded at the invoice. The fix is to route payouts through a clearing account so revenue is recorded once and the bank still ties.

← The Clinic Ledger

Clinic finance guide

Month-end close checklist for a clinic on Jane

A close is not twelve months of CSVs handed to an accountant in March. It is a short, repeatable routine you run every month so the numbers are trustworthy while they still matter. On a clinic running Jane, most of the work is getting the data out of Jane and reconciling Jane Payments cleanly. Do it in the same order every time and it takes a few hours, not a lost weekend.

Here is the order of operations. If you want a quick read on where your current close stands first, the Clinic Close Scorecard takes about two minutes.

Printable version: download the one-page checklist as a PDF to print and tick off each month.

The 10-minute export ritual (clinic side)

Before the books happen, someone at the clinic pulls the Jane reports for the month. Jane has no scheduled export, so this step is manual and it cannot be skipped. Pull these:

Sales Report or Billing Summary: revenue and tax by type, by location and by treatment versus product.
Daily Transactions Report: collections by payment method, with Jane Payments fees as a negative line.
Jane Payments Transactions and Payouts reports: card revenue, fees, and the bank deposits to reconcile against.
Compensation Report: what each practitioner is owed.

The close, step by step

Pull and file the Jane reports

Export the reports above for the full month and save them where the books get done. Confirm the date range matches the month exactly.

Record revenue, tagged by practitioner and location

Post the month's revenue (the monthly summary method is cleaner than importing every invoice), split by treatment versus product, with tax separated. Tag each line to a practitioner and location using QuickBooks classes or Xero tracking so you can see profit by practitioner later.

Clear Jane Payments through the clearing account

Do not book deposits as revenue. Move card sales into a Jane Payments clearing account, then clear each payout out to the bank and a merchant fee expense as it lands. The clearing method is the single most important step in a Jane close.

Handle insurance and third-party A/R

Where you bill insurers or programs (extended health, WSIB, ICBC, and so on), record the receivable when earned, apply payments as they arrive, and write off the difference between billed and allowed. Billed and collected are different numbers on different days; the A/R carries the gap.

Release and add deferred revenue

Recognize the packages, memberships, and gift card value used this month out of the liability into revenue, and add new prepaid sales into the liability. See deferred revenue for clinics.

Post practitioner compensation

Book comp by practitioner from the Compensation Report, through payroll or accounts payable. Remember Jane never withholds the split from your payout; it only takes the card fee.

Reconcile tax collected

Tie out GST/HST or sales tax collected by type against the Billing Summary, and confirm taxable product sales are separated from exempt or non-taxable services.

Reconcile the bank and card accounts

Match every Jane Payments deposit to a payout in the Payouts report, and clear the rest of the bank and any credit cards. The clearing account should reconcile to the in-transit payouts at the boundary.

Review the tie-outs

Three quick checks: the Jane Payments clearing account nets to zero (or to known in-transit payouts), the deferred revenue balance equals unused prepaid value, and revenue and margins look sane against last month. If one of these is off, you have found the error before it compounds.

Send the owner a one-page summary

Revenue, margin, cash, A/R, and profit by practitioner on a single page. A close that nobody reads is just data entry; the summary is the point.

Close within a week

Aim to finish within five business days of month-end. A close that drags into the next month means decisions are running on stale numbers, and the delay is almost always the manual export and the Jane Payments reconciliation, not the ledger. Tightening those two steps is what turns a multi-week scramble into a half-day routine.

Want to see where your close is losing time? The free Clinic Close Scorecard estimates the cost of your manual close and flags the steps most likely breaking. Two minutes, nothing saved.