Use this when... you need billing information outside TuitionFlow for bookkeeping, reconciliation, tax review, management reporting, or accountant handoff.

Before you start... decide exactly what data is needed, who is allowed to receive it, and whether the export contains personal or financial information. Billing exports can include parent names, invoice references, balances, payments, credits, and payout-related data, so handle files carefully.

Start in Billing when preparing finance exports.

Billing exports help you move from operational finance work to reviewable data. They can support bookkeeping, accountant queries, aged debt review, tutor pay checks, bank reconciliation, revenue reporting, or audit trails. They should not replace the live billing records inside TuitionFlow.

Before exporting, choose the purpose: invoices, payments, failed payments, credit notes, refunds, aged debt, payouts, tutor pay, tax, or a general finance review. The purpose determines the fields and date range you need.

Expected outcome: you export the smallest useful dataset rather than a broad file containing unnecessary personal data.

Use filters such as invoice date, payment date, due date, branch, status, family, tutor, or payout period. Confirm whether the export should include draft, void, paid, unpaid, refunded, or credited records.

Check invoice filters carefully before exporting finance data.

After exporting, open the file and check headings, row count, date range, status fields, totals, and currency. Make sure the export answers the question you started with. If it does not, adjust filters and export again rather than editing the file manually in a way that loses audit clarity.

Send exports only to authorised people. Use secure storage or approved sharing routes. Avoid attaching sensitive billing exports to broad emails or chat threads. If an accountant needs the file, confirm the period and format before sending.

Totals do not match reports: check date range, status filters, tax treatment, credits, refunds, voids, and whether the report uses invoice date or payment date.

The export is missing records: clear filters and check whether the records are draft, archived, branch-specific, or outside the selected period.

The accountant asks for another format: confirm the exact columns and period, then generate a fresh export if needed.

Name files clearly with period and purpose. Store them in an approved finance location. Remove old local copies when they are no longer needed. Do not include payment secrets, card details, or private notes in exported commentary.

For reconciliation, compare invoice totals, payment totals, refunds, credits, unpaid balances, and provider payouts. Investigate differences before sending final numbers to accounts.

If you export the same period more than once, name each file clearly and record why it was regenerated. This matters when an accountant or owner asks why two files have different totals. The reason may be a corrected invoice, late payment, added credit, or changed filter.

When opening exports in spreadsheet software, avoid changing raw exported columns unless you keep a copy of the original file. Add analysis columns separately, and label any manual calculations. This makes it easier to trace a number back to TuitionFlow.

For month-end processes, export after invoices, payments, refunds, credits, and failed payments have been reviewed. If your team closes finance monthly, agree a cut-off time so later changes are handled in the next period or documented as adjustments.

Before sharing, remove unused files from your downloads folder. Match the export to the recipient. Owners may need summary totals, bookkeepers may need transaction rows, accountants may need tax categories, and branch managers may only need branch-level balances. Avoid sending row-level parent data when a summary is enough.

After exporting, record where the file was stored or sent, complete any reconciliation checks, and return to TuitionFlow to correct any source records that caused export discrepancies.