Bookkeeping export

The point of the export is that pay day should not create a data-entry job. Once a period's contractor invoices are recorded, InstructorHUB hands you a file your accounting system already understands, so the figures move from InstructorHUB into your books without anyone re-typing a line or transposing a number.

This covers your contractor invoices specifically. Employee pay is handled through the payroll figures the run produces, which you take into your payroll system, and account credit is reconciled separately, see The three payout channels for how each is paid.

How it works

Export works from the contractor invoices in a period, and only invoices that have been issued or paid are included, drafts are left out because they are not yet formalized. So run and record the period, and issue the contractor invoices, before you export. If there is nothing to send yet, the export tells you so rather than producing an empty file.

From the pay run choose Export to bookkeeping. InstructorHUB shows how many invoices will be included, the issued and paid ones for the period, with one row per invoice line item so your accounts show the detail rather than a single lump.

Pick the format that matches your accounting system. Xero produces a Bills CSV you import as supplier invoices. MYOB Business produces a purchase-bills file for the cloud version. Generic (line items) is a clean line-item CSV that works with QuickBooks, any other system, or a spreadsheet your bookkeeper keeps. Your choice is remembered, so if you always use Xero you will not have to pick it again next period.

Select Export and InstructorHUB downloads the file, named for the period and format so it is easy to find later. Import it into your accounting system, or send it to whoever does your books. Everything they need to enter the bills is in the file.

Two things are left for your bookkeeper on purpose. Account codes are blank, so they map each line to your own chart of accounts rather than guessing at codes InstructorHUB cannot know. And tax is not applied, because whether a contractor charges tax depends on their registration, your bookkeeper applies the correct tax treatment on their side.