Billing to accounting software

Step-by-step guide to exporting invoices from Visualcare to Xero, MYOB, and other accounting platforms

Visualcare integrates with your accounting software to export invoice data for client billing. The system matches accounting codes from client profiles, payer profiles, and services in Visualcare to the corresponding contacts and inventory items in your accounting platform.

What you’ll need

• Confirmed timesheets for the period you want to export
• Accounting codes set up on your client profiles, payer profiles, and services
• Your accounting software integration configured in Settings → Data Export

Instructions

1. Open data export

   Navigate to Timesheets → Data Export.

   
2. Set the date range

   Configure the date range for the period you want to export and click Reload. All confirmed shifts for that period display at the bottom of the screen.

   
3. Select timesheets to export

   Tick the box next to each timesheet you want to include, or use Select All to include everything. Then click Export Invoices and select your accounting software (for example, Export to Xero).

   If you invoice weekly but run payroll fortnightly, set a specific date range rather than using the default payroll period.
4. Review the export summary

   A pop-up displays the export summary, showing any timesheets with errors. You can continue with the export or resolve the errors first (see the common errors section below).

   Click Process Export to proceed. This opens a new page for the export status.

   
5. Start the import

   On the export status page, click Start Import. Visualcare matches the accounting codes to your accounting software and exports the data. A success message confirms when the export completes, along with the generated invoice numbers.

   

   If errors appear on this page, they typically indicate something is not set up correctly in your accounting software. Check the common errors section below.

Exporting expenses to invoice clients

Expenses marked as chargeable to the client are exported separately from timesheets.

1. Open the expenses tab

   On the Data Export page, click Expenses at the top. All expenses in the selected date range appear.

   
2. Select and export

   Select the expenses you want to export, then click Export Expenses → Export to Xero (or your accounting software).

   
3. Process the export

   Click Process Export on the export summary pop-up. This opens the export status page. Click Start Import to send the expenses to your accounting software.

   

How invoice matching works

Visualcare determines where to send each invoice using this logic:

1. Agreement payer - if the client agreement has a payer listed, the invoice exports to that payer’s accounting code contact
2. Client profile payer - if the agreement payer is blank, the system uses the payer listed on the client profile
3. Client accounting code - if neither payer is set, the invoice goes to the contact matching the client’s accounting code

For services, the accounting code on the service matches to the inventory item in your accounting software.

Configuring data export settings

Navigate to Settings → Data Export to configure your integration.

Accounting software connections

The Accounting Software section contains the API connections and integration details for each supported platform. For specific setup guides:

• Xero - see Integrations
• MYOB - see Integrations
• Employment Hero - see Integrations
• KeyPay - see Integrations

Invoice descriptions and references

Set up invoice description and reference fields in Settings → Data Export → Accounting Software. Visualcare uses tags to pull details from the database into the fields that appear on your accounting software invoices.

Available invoice description tags

Tags pull data from Visualcare into the invoice description and reference fields. Enter them in the tag configuration fields above.

Tag	What it inserts
[workerName]	Worker’s full name
[workerPreferredName]	Worker’s preferred name
[clientName]	Client’s name
[date]	Service date
[serviceDescription]	Service name or description
[agreementReference]	Agreement reference field value
[kmcode]	KM accounting code from the agreement override
[ratio]	Support ratio (for location roster shifts with ratio configured)
[billingName]	Billing name from the client or payer profile

The invoice description for client contributions is hard-coded as “Client Contribution” and does not support tags. Tracking category values (such as agreement references) must match exactly between Visualcare and your accounting software.

GST and KM settings

For Xero, MYOB API, Sage Intacct, and Reckon One API, configure GST income codes and KM descriptions in the dedicated section.

Provider travel label

Update the label that flows into accounting software invoices for NDIS Provider Travel.

Xero-specific settings

Xero tracking and KM pay type settings

The Xero section lets you configure settings specific to Xero export:

• KM Pay Type - select pay item or reimbursement to match how your KM pay codes are set up in Xero

• Xero Invoice Tracking - enable tracking when exporting invoices. Enter the Tracking Category name in the Xero Category Name field and select the Visualcare field to match. The category options in Xero need to match the options for the selected Visualcare field. For example, if your Xero Category Name is “Location” with options “North” and “South”, the Visualcare field (for example, Area) needs to have the same “North” and “South” options.

  

Running into issues?

See Finance troubleshooting for common errors and fixes.

Related articles

Claiming and invoicing overview

Overview of all billing and export options in Visualcare

Exporting payroll data

Export timesheet data to your payroll software

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