Our billing data export is designed to streamline your reconciliation activities by allowing you to export billing documents directly from the system for any date range. This guide will walk you through the process of using this feature, which replaces part of the functionality previously provided by the weekly WISE report.
Accessing the Billing Data Export
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Navigate to the Reports page:
- Log into the system.
- Go to the navigation bar and click Reports.
- Locate the report titled Billing data export.
- This export allows you to download CSV files of sales invoices, supplier bills, and Sonovate fee bills.
- These files are formatted for easy upload into Xero. If you use another accounting package, you will need to amend the format accordingly.
Exporting the Billing Data
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Choose a Time Period:
- Select the desired time period for your reconciliation activity. For example, if you want to reconcile for the month of June, enter June's dates. Documents either produced or funded/paid within the given date range will be exported.
- For example, an invoice that was created but not funded in June would be in the "Unfunded" file for June (see below). If that invoice was subsequently funded in July, it would also be included in the "Funded" file in July's export.
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Download the Data:
- Click 'Download'. A zip file will be generated and downloaded to your computer.
- Note: Currently, the files are in a Xero-ready format. Future updates will include formats for QuickBooks, Sage, and other accounting systems. In the meantime, you will need to amend the format to fit your accountancy package, if it's not Xero.
- Open the downloaded zip file. Inside, you will find the following five files:
- Sales Invoices and Credits (Funded): Sales invoices that have been funded by Sonovate, and any credit notes for previously-funded invoices.
- Sales Invoices and Credits (Unfunded): Sales invoices that have been produced by Sonovate but not been funded for whatever reason, and any credit notes. These are still legitimate sales invoices that have been issued to your clients.
- Supplier Self-Bills and Credits (Paid): Supplier self-bills where we have also paid the Supplier, and and credit notes for previously paid bills.
- Supplier Self-Bills and Credits (Unpaid): Supplier self-bills that have been produced by Sonovate but not been paid for whatever reason, and any credit notes. These are still legitimate supplier bills for time worked.
- Sonovate Fees: All fees invoiced within the selected period, including platform and funding fees.
Using the Exported Data
- The downloaded files can now be uploaded into your accounting system (e.g. Xero). This will create the documents in your accountancy system, ready for reconciliation activity and HMRC returns.
- To help with this, we have produced a Reconciliation guide.