Exporting & Managing Payments from Fraxinus InvoicesManaging invoices and payments efficiently is essential for smooth cash flow, accurate accounting, and timely reconciliation. If you use Fraxinus for invoicing, this guide walks through practical steps and best practices for exporting invoice data and managing payments — from preparing exports and selecting formats to automating reconciliations and troubleshooting common issues.
What you’ll gain from this article
- Practical steps to export Fraxinus invoice and payment data
- Recommended export formats and when to use each
- Methods to import exports into accounting or spreadsheet tools
- Tips to manage payment statuses, refunds, and credits
- Automation strategies and reconciliation workflows
- Common errors and how to fix them
- Security and recordkeeping best practices
1. Preparing to export: organize before you export
Before exporting, clarify what you need and for what purpose. Typical reasons include accounting, bank reconciliation, tax filing, audit, or migrating data.
Key preparatory steps:
- Choose the time range (single month, quarter, fiscal year).
- Filter by invoice status: unpaid, partially paid, paid, overdue, refunded.
- Decide which fields to include: invoice number, date, due date, customer, line items, quantities, unit prices, taxes, discounts, total, payment method, payment date, transaction ID, fees, and notes.
- Confirm currency settings — convert or include currency codes if you work with multiple currencies.
- Back up current data before large exports or bulk edits.
2. Export formats: pick the right one
Common export formats and when to use them:
- CSV — best for spreadsheets, manual review, and bulk imports into accounting software. Simple, widely supported.
- XLSX — best when you need formatted tables, multiple sheets, or embedded formulas for reporting.
- PDF — best for human-readable records or sharing individual invoices with clients or auditors.
- JSON/XML — best for system-to-system integrations or developers building automated pipelines.
Choose a format that preserves the fields you need. For example, CSV handles flat tables well but can struggle with nested line-item structures; JSON preserves nested line items and metadata.
3. How to export invoices and payment data (typical Fraxinus workflow)
Note: exact menu names vary by platform version. These steps assume Fraxinus has a conventional UI with filters and export options.
- Navigate to the Invoices or Billing section.
- Apply filters (date range, status, customer, currency).
- Select invoices (single, page, or “select all” across pages).
- Click Export / Download. Choose format (CSV, XLSX, JSON, PDF).
- Choose fields/columns if the system offers a custom export template.
- Start export and download the file. Store it securely.
If Fraxinus provides an API:
- Use the invoices endpoint to request invoices and payments.
- Request pagination to handle large data sets.
- Use query parameters for date ranges and statuses.
- Save the API response as JSON or transform to CSV/XLSX.
Example pseudo-API flow (conceptual):
GET /api/v1/invoices?start_date=2025-01-01&end_date=2025-06-30&status=paid Authorization: Bearer <API_KEY> Accept: application/json 4. Mapping exported fields to accounting systems
When importing into accounting software (QuickBooks, Xero, Sage, etc.), map Fraxinus fields to your accounting chart of accounts. Typical field mappings:
- Invoice number -> Invoice ID
- Invoice date -> Date
- Due date -> Due date
- Customer name -> Customer / Contact
- Line items -> Product/Service, Qty, Unit price, Tax code
- Subtotal, Tax, Discounts, Total -> Corresponding amounts
- Payment records -> Bank account, Payment date, Payment method, Transaction ID, Fees
If your accounting package supports direct connectors or apps, use them to avoid manual mapping errors.
5. Managing payments: statuses, partials, and refunds
Standard payment states and handling:
- Unpaid: no payment recorded. Set reminders and dunning schedules.
- Partially paid: record partial payment against invoice; system should track outstanding balance.
- Paid: invoice fully settled. Ensure payment records include date, method, and transaction fee.
- Overpaid: issue a refund or apply a credit note.
- Refunded/Credit note: create a credit note referencing the original invoice; export both for audit clarity.
Record bank fees or payment processor fees as separate line items or expenses to keep gross vs. net accurate.
6. Reconciliation workflows
A standard reconciliation workflow:
- Export payments from Fraxinus (with transaction IDs and amounts).
- Export bank statements from your bank for the same date range (CSV/QFX/OFX).
- Match payments by transaction ID or amount + date.
- Mark matched items as reconciled in your accounting system.
- Investigate unmatched items: timing differences, fees, chargebacks, or missing records.
Tips:
- Match on multiple attributes (transaction ID, amount, date) to reduce false positives.
- Use “fuzzy” matching for small rounding differences.
- Keep a reconciliation log noting adjustments and explanations.
7. Automating exports and reconciliations
Automation reduces manual work and errors:
- Use Fraxinus scheduled exports (if available) to send CSV/XLSX to an SFTP, email, or cloud folder.
- Use the Fraxinus API to pull invoices/payments into an ETL pipeline (Airbyte, custom script).
- Use middleware (Zapier, Make/Integromat) to push new payments into accounting or Google Sheets.
- Use bank feed integrations from your accounting software to auto-match payments.
Example automation pattern:
- Daily job: pull yesterday’s paid invoices via API → transform to accounting CSV → POST to accounting API or upload to cloud folder.
8. Common issues and fixes
- Missing payments in export: check date filters, time zone settings, and pagination.
- Duplicate records on import: ensure unique invoice IDs and use upsert modes when available.
- Incorrect currency totals: include currency code column or convert amounts before import.
- Lost line-item detail in CSV: export JSON or XLSX, or flatten items with repeating invoice rows per line item.
- Large exports timing out: use API with pagination or export by smaller date ranges.
9. Security, compliance, and recordkeeping
- Store exported files securely (encrypted at rest and in transit).
- Limit who can export financial data; use role-based access control.
- Retain exports for the period required by law (tax/audit requirements).
- Mask or remove sensitive payment card data — never store full card numbers or CVV.
- Log exports and access for audit trails.
10. Best practices checklist
- Define clear export purposes and required fields before exporting.
- Prefer structured formats (JSON/XLSX) when preserving nested data.
- Use APIs and automation for repeatable exports.
- Record payment method, transaction ID, and fees with each payment.
- Reconcile frequently (daily or weekly) to catch issues fast.
- Keep backups and secure exported files.
If you’d like, I can:
- Create a CSV export template mapped to common accounting fields.
- Provide a sample API script (Python) to pull invoices and payments from Fraxinus.
- Walk through automating reconciliation with your specific accounting software — tell me which one.
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