How to Import Jane App Sales into Xero: Step-by-Step

If you run a health clinic on Jane App, you already know it handles scheduling, charting, and billing beautifully. What it does not do is accounting. Jane App has no direct integration with Xero, QuickBooks, or any other accounting platform. That means your revenue data sits inside Jane while your books live somewhere else, and the gap between those two systems is where most clinic bookkeeping problems start. Missed revenue, misclassified tax codes, and bank deposits that never get reconciled are all symptoms of not having a reliable workflow between Jane App and your accounting software.

This guide walks you through the complete process of exporting revenue from Jane App, preparing the data for Xero, importing it correctly, and reconciling it against your bank deposits. We use this exact workflow with our clinic clients at LedgerLogic, and it takes approximately 20 to 30 minutes per month once you have the template set up. If you are still choosing between accounting platforms, see our accounting software comparison for Canadian businesses.

Affiliate Disclosure: LedgerLogic earns a commission if you sign up for Jane App or Xero through our links, at no extra cost to you. We only recommend tools we use with our own clients.

Why You Need a Jane App to Xero Workflow

Jane App is clinic management software. It tracks appointments, patient records, insurance claims, and point-of-sale transactions. It is not accounting software. It does not produce a balance sheet, a profit and loss statement, or a GST/HST return. For that, you need a proper accounting platform like Xero.

The problem is that Jane App and Xero do not talk to each other. There is no API integration, no sync button, and no Zapier connector that handles the full revenue workflow reliably. The data has to move manually. Without a consistent process for moving it, you end up with one of two problems: either you ignore the Jane data entirely and try to do bookkeeping from your bank feed alone (which misses the revenue breakdown by service type), or you reconcile sporadically and fall behind, creating a mess at year-end when your CPA needs clean financials for your tax return.

A structured monthly export-and-import workflow solves both problems. You get accurate revenue by discipline (physiotherapy, massage therapy, chiropractic, product sales), correct tax classification for each revenue stream, and a clean reconciliation against your bank deposits. This is the foundation of reliable clinic bookkeeping.

Step 1: Export Revenue from Jane App

Log into your Jane App account and navigate to Reports > Financial > Revenue Summary. This report shows total revenue collected during a given period, broken down by service category and payment method.

Set the date range to the month you are closing. For example, if you are doing your February bookkeeping, set the range to February 1 through February 28 (or 29). Make sure the report reflects the service date, not the payment date, unless your clinic uses cash-basis accounting. Most clinics use accrual-basis reporting, which means revenue is recorded when the service is delivered, not when the payment clears.

Click the export button and download the report as a CSV file. Save it with a consistent naming convention, such as JaneRevenue-2026-02.csv. This naming convention makes it easy to find historical files when you need them later.

You may also want to download a second report: Reports > Financial > Payments Collected. This report shows actual cash received, which is what you will reconcile against your bank deposits in Step 4. Having both reports lets you cross-check revenue recognised against cash collected.

Step 2: Prepare the CSV for Xero

The CSV export from Jane App does not match Xero's import format out of the box. You need to map the columns before importing. Open the CSV in Excel or Google Sheets and restructure it into the following columns:

• Date — The last day of the month being imported (e.g., 2026-02-28). Xero accepts dates in YYYY-MM-DD format.
• Description — A clear label such as "Jane App Revenue - Physiotherapy - Feb 2026" or "Jane App Revenue - Product Sales - Feb 2026". Keep descriptions consistent month to month so your Xero reports are easy to read.
• Account Code — The Xero account code for each revenue type. For example, 4100 for Physiotherapy Revenue, 4200 for Massage Therapy Revenue, 4300 for Product Sales. These codes must match your Xero chart of accounts exactly.
• Amount — The total revenue for that category during the month. Use positive numbers for revenue.
• Tax Rate — For most regulated health services in Canada, this is "GST/HST Exempt" or "No Tax". For taxable items (product sales, some wellness services), use the appropriate rate for your province: 13% HST in Ontario, 5% GST in Alberta, 5% GST + 7% PST in British Columbia.

Create a template spreadsheet that you reuse each month. The template should have the column headers, account codes, and tax rates pre-filled. Each month, you simply paste in the revenue amounts from the Jane App export. This reduces the monthly prep time to about 5 minutes.

If your clinic tracks multiple revenue streams (for example, physiotherapy, massage therapy, chiropractic, acupuncture, and retail product sales), create a separate row for each in your template. This level of detail gives you accurate discipline-by-discipline revenue reporting on your Xero profit and loss statement.

Step 3: Import into Xero

There are two ways to get Jane App revenue data into Xero, depending on your preference and accounting approach.

Option A: Manual Journal Entry (Recommended)

Navigate to Accounting > Manual Journals in Xero. Click New Journal. Enter the date (last day of the month), a narration such as "Jane App Revenue Import - February 2026", and then add your line items.

For each revenue category from your prepared CSV, add a line with the account code, description, and credit amount (revenue is a credit in double-entry bookkeeping). The offsetting debit goes to your clearing account or accounts receivable account. If your patients pay at the time of service and the money is already in your bank, the debit goes to a clearing account that you reconcile against the bank feed.

A typical journal entry for a clinic with three disciplines looks like this:

• Debit: Clearing Account (or Accounts Receivable) — $15,000
• Credit: Physiotherapy Revenue (4100) — $8,500
• Credit: Massage Therapy Revenue (4200) — $4,200
• Credit: Product Sales (4300) — $2,300 (plus applicable GST/HST)

Review the journal for accuracy, then post it. Xero will record the revenue in the correct accounts and period.

Option B: Bank Statement Import

If you prefer to work from deposited amounts rather than revenue recognised, you can import Jane App payment data as a bank statement into a dedicated Xero bank account. Create a bank account in Xero called "Jane App Payments" and use the bank statement import function to upload your Payments Collected CSV. Then reconcile each deposit against the actual bank feed transactions.

Option B works well for cash-basis clinics but provides less detail than Option A. Most of our clinic clients use Option A because it gives them discipline-level revenue reporting and aligns with accrual accounting standards.

Step 4: Reconcile Against Bank Deposits

After importing the Jane App revenue into Xero, you need to reconcile it against your actual bank deposits. This step confirms that the money Jane says you earned actually arrived in your bank account.

Open the Bank Reconciliation screen in Xero for your business bank account. You should see deposits from your payment processor (Stripe, Square, or whichever service Jane App uses to process payments). Match these deposits against the revenue you imported.

The deposits will rarely match your Jane App revenue total exactly. This is normal. Common reasons for differences include:

• Payment processing fees — Stripe, Square, and other processors deduct their fees before depositing. If Jane shows $10,000 in revenue but Stripe deposited $9,710, the $290 difference is the processing fee. Record this as a Payment Processing Fees expense in Xero.
• Timing differences — A patient visit on January 31 may not result in a bank deposit until February 2. Month-end cutoff differences of 1 to 3 days are standard.
• Held funds — New payment processor accounts sometimes have holds on deposits. Check your processor dashboard for any held amounts.
• Refunds — If a patient was refunded during the month, the refund reduces your deposit but may not appear on the same Jane App report depending on your filter settings.

Work through each difference until the Jane App total, the bank deposits, and the Xero balance all align. Document any variances in a reconciliation note. A monthly variance of $5 to $10 from rounding is acceptable; anything larger should be investigated.

Tips for Automating the Process

While you cannot fully automate the Jane App to Xero workflow (there is no direct integration), you can streamline it to take 20 to 30 minutes per month.

Set a monthly calendar reminder. Block 30 minutes on the 5th of each month (or the first business day after) to do the previous month's import. Consistency is the key to keeping your books current. If you fall behind, the reconciliation becomes exponentially harder.

Create a reusable template spreadsheet. Build a Google Sheets or Excel template with pre-filled account codes, tax rates, and description formats. Each month, copy the template, paste in the new revenue numbers from Jane, and the file is ready for import. Save all monthly files in a folder structure like Bookkeeping/2026/02-February/JaneRevenue-2026-02.csv.

Use consistent naming conventions. Name your Xero journal entries consistently: "Jane App Revenue - [Month Year]". Name your CSV files consistently: "JaneRevenue-[YYYY-MM].csv". When you or your bookkeeper need to find something six months later, consistent naming saves significant time.

Consider a bookkeeper. If the monthly export-import-reconcile process is something you dread, it is one of the most cost-effective tasks to outsource. A bookkeeper familiar with clinic management software can handle this in 15 minutes because they do it for multiple clinics. Our team at LedgerLogic handles this workflow for clinics across Canada as part of our bookkeeping service.

Common Errors and How to Fix Them

After handling Jane App imports for dozens of clinic clients, we see the same errors repeatedly. Here is how to avoid and fix them.

Mismatched totals between Jane and the bank. This is almost always caused by payment processing fees or timing differences. Pull your Stripe (or Square) payout report for the same month and compare it to both the Jane revenue report and the bank deposits. The Stripe report is the bridge between the two. If Stripe shows payouts of $9,710 and the bank received $9,710, but Jane shows $10,000, the $290 is your processing fee.

Wrong tax codes on imported revenue. If you accidentally import physiotherapy revenue with 13% HST instead of tax-exempt, your GST/HST return will overstate your tax collected. Always double-check that exempt health services are coded as GST/HST exempt in Xero. Taxable product sales should carry the correct provincial rate. If you catch this error after posting, edit the journal entry in Xero to correct the tax code before filing your GST/HST return.

Revenue posted to the wrong period. If you import February revenue but accidentally date the journal entry in March, your monthly financial statements will be wrong. Always set the journal date to the last day of the month being imported (e.g., February 28 for February revenue). Check the date before posting.

Duplicate imports. If you accidentally import the same month twice, your revenue will be doubled. Before importing, check Xero for existing journal entries for that month. Search for "Jane App Revenue" in the journal listing to see what has already been posted. If you discover a duplicate, delete one of the journal entries.

Missing revenue categories. If your clinic adds a new service line (for example, you bring on a naturopath), make sure you add a corresponding revenue account in Xero and update your import template. New revenue that does not map to an existing account code will either fail to import or land in a catch-all account, making your financial reports inaccurate.

Frequently Asked Questions