How to Get Jane App Into QuickBooks Online: A Monthly Close for Clinics

Jane App runs the clinic side: booking, charting, invoices, insurer claims and Jane Payments. QuickBooks Online runs the books: the bank feed, GST/HST and the year-end. Nothing connects the two, so every month somebody has to move Jane’s numbers into QuickBooks and prove they match the bank. This guide is the method we use: one summary journal a month, clearing accounts for every way the clinic gets paid, and a tie-out to Jane’s own A/R report before anything is posted.

Published October 2026. Jane facts are from Jane’s own guide pages and QuickBooks steps from Intuit’s Canadian help centre, both read on 23 October 2026. LedgerLogic is not affiliated with Jane Software Inc.

Why Jane and QuickBooks do not connect directly

No. Jane’s guide states that Jane is not integrated with QuickBooks, and its integrations FAQ says Jane has no open API and no plans to provide one. So every route from Jane to QuickBooks starts with Jane’s report exports. That is not a bad thing: an export-based monthly close is a common way to keep practice-management software and the books in step, and it keeps patient names out of your books.

Invoice import or monthly summary journal: which method?

Jane documents one method itself: export the Sales report as a CSV, add a due date and a tax code column, and import it through QuickBooks’ invoice import (Jane’s guide notes a limit of 1,000 invoices per import). We recommend the second method, a monthly summary journal, for almost every clinic.

Patient-level detail already lives in Jane, so duplicating it in QuickBooks only gives you two receivables ledgers to keep in step. The rest of this guide is the summary-journal method.

Set up QuickBooks once

Add these accounts to the chart of accounts before the first month. The names are suggestions; the account types matter more.

• Revenue by discipline (Income): Physiotherapy revenue, Massage therapy revenue, Product sales, and so on, matching Jane’s income categories or items.
• Jane receivable (Other current asset): the clinic’s patient and insurer balances in one total. Use an asset account rather than QuickBooks’ Accounts Receivable type: Intuit’s import notes that A/R and A/P lines in a journal need a name in the Name column, and a summary journal has no customers.
• Jane Payments clearing (Other current asset): card payments go in at the gross amount; payouts and fees come out.
• Direct deposits clearing (Other current asset): e-Transfers, cheques and insurer EFTs recorded in Jane, cleared when the deposit appears in the bank feed.
• Cash: QuickBooks’ built-in Undeposited Funds account (Intuit also calls it Payments to Deposit) works for cash taken at the front desk.
• Patient credits and gift cards (Other current liability), Tips payable to staff (Other current liability) and Merchant fees, Jane Payments (Expense).
• GST/HST: only if the clinic is registered. Most regulated health services are exempt, but products and some services, massage therapy among them, are taxable; see our guide to GST/HST for health professionals.

In Jane’s billing settings, set a Reconciliation Date to the first day of the month after each close. Without it, Jane’s guide explains, editing an older invoice silently changes reports for a month you already posted. With it, the edit shows up as a reversal dated the month it happened.

Step 1: Export the Jane reports

At month-end, export these from Jane for the month (date range 1st to last day; “as of” reports on the last day):

The Sales report basis is the setting people miss. On the default Purchase Date basis, a September invoice edited in October is reported back in September, a month you already posted. On the Invoice Date basis it lands in October with the change.

Step 2: Record the month’s sales

From the Sales report: debit Jane receivable for the total including tax, credit each revenue account for its subtotal, and credit GST/HST payable for the tax. Reversal lines (invoice numbers ending in X) are negative and simply reduce the totals, which is what you want: a discount added in October to a September visit belongs in October.

Step 3: Record payments by method

From the Transactions report, total the month by payment method. Debit Jane Payments clearing for card payments, Direct deposits clearing for e-Transfers, cheques and insurer EFTs, and Undeposited Funds for cash. Credit Tips payable for tips and Jane receivable for everything else.

Two adjustments complete the receivable. Credit memos created in the month go Dr Discounts / Cr Jane receivable. And the change in Jane’s Credit report (prepayments, unapplied payments, gift card balances) moves between Jane receivable and Patient credits, so both accounts end the month on Jane’s own figures.

Step 4: Jane Payments fees and payouts

Jane Payments deposits the net amount, after fees, about two business days after the processing day, with weekend batches combined; Jane’s guide also notes that the fee on a refunded charge is not returned. So never book a payout as revenue. Expense the month’s fees from the Payments, Refunds and Fees report (Dr Merchant fees / Cr Jane Payments clearing), and let the bank feed bring the payouts in.

In QuickBooks, a bank rule that sends every “Jane Payments” deposit to Jane Payments clearing does that automatically, and a second rule can send patient e-Transfers and insurer EFTs to Direct deposits clearing. At month-end the Jane Payments clearing balance should equal the payouts Jane still shows as pending: that is your proof the card side is complete.

Step 5: Tie out to Jane before you post

Three checks, every month:

1. Jane receivable in QuickBooks equals Jane’s Accounts Receivable report at month-end, patients and insurers together. Jane’s own roll-forward is: opening A/R + sales − transactions + closing credits − opening credits − credit memos created + tips = closing A/R.
2. Patient credits equals Jane’s Credit report at month-end.
3. Jane Payments clearing equals the pending payouts, and Direct deposits clearing is nil once every e-Transfer and insurer EFT has been matched.

Then import the journal: in QuickBooks, Settings, Import data, Journal Entries. Intuit’s template needs Journal No., Journal Date, Account Name, Description, Debits and Credits. Turn off account numbers before importing, and name a subaccount as Parent:Subaccount or the import rejects the line.

Insurer direct billing

Jane bills the patient’s share and the insurer’s share of a direct-billed visit separately, and both sit in Jane receivable until paid. Insurers pay in lump sums across many claims, so match each EFT to Jane’s insurer payment record rather than to individual visits. When an insurer pays short and the clinic writes off the difference in Jane, the write-off reduces the Sales report in the month it is made (as a reversal, when a reconciliation date is set); when the balance moves to the patient, the receivable stays the same and only the payer changes. Our insurance billing bookkeeping guide covers the claim side in more detail.

Common errors and how to fix them

• Payouts booked as revenue. Revenue ends up net of fees and a month behind. Route payouts to Jane Payments clearing instead.
• Sales exported on Purchase Date. Closed months change every time someone edits an old visit. Re-export on the Invoice Date basis.
• No reconciliation date in Jane. Edits rewrite history with no reversal lines to post. Set it after each close.
• Gift card sales booked as revenue. Jane treats a gift card load as a balance, not a sale; revenue comes when it is redeemed. Keep loads in Patient credits and gift cards.
• Package sales left as revenue. Jane invoices a package in full at sale. If your accountant defers unused visits, adjust at month-end from Jane’s package usage report.
• Insurer balances never tied out. The books drift from Jane’s A/R and the year-end write-off is a surprise. Tie out monthly.

Not on QuickBooks yet?

If the clinic is choosing its books now, QuickBooks Online runs this routine well, alongside Xero, which uses the same method. Through our partner link, new Canadian QuickBooks customers get 80% off for 8 months on EasyStart, Essentials, Plus or Advanced; QuickBooks Payroll and Lite are not discounted. The full terms are on our QuickBooks offer page, and the plan comparison is in our accounting software guide.

For the clinic-side decisions that come before the books, see our Jane App bookkeeping guide and the Jane App review.