How to export a report of payment provider fees and payment taxes ?

Who is this article for?

For tax purposes, you will likely need to export both your tax data (the taxes collected on your invoices) and your payment provider fees (Stripe) (what the online card payments cost you). This article shows where to get each of them in Colib, as a ready-made report or as a detailed Excel file.

Before you start: the reports need the Access to the Reports section right and access to the clients' financial information. For more details, please see the article titled "Who can access the Reports section and how to export a report to Excel or PDF".

1Taxes: export the Taxes collected report

1. Go to www.colib.io/reports?show=taxes. You can also click the Reports icon (pie chart) in the top bar, then Taxes collected in the menu on the left.
2. Choose the period with From and To, or with a quick selection such as Last quarter or Last year. You can also filter by Practitioner or by Clinic.
3. Click the Excel icon or PDF to download the report.

Each tax has its own column (for example GST, HST or QST, with its rate), and the Paid invoices only switch decides whether unpaid invoices are counted. For more details, please see the article titled "How to read the Taxes collected report".

2Payment fees: export the Processing fees report

Online payment fees are deducted at source from each payout and are never invoiced separately: no invoice shows their total. The Processing fees report adds them up for you, month by month.

1. Go to www.colib.io/reports?show=fees. You can also click the Reports icon (pie chart) in the top bar: Processing fees is the first report of the menu on the left. The report is calculated right away for the default period: from January 1 of the current year to today.
2. Choose the period and, if needed, the Practitioner or the Clinic.
3. Click the Excel icon or PDF to download the report.

The Total fees (incl. refunds) card gives what the online payments really cost you over the period, Stripe fees and Colib commission included, plus the fees that stayed at your expense on refunded payments. Each card and each column is explained below.

Choose the period and the filters

• From and To — pick any start and end date. Both days are included.
• Quick selection — Last year gives the whole previous calendar year (handy for an annual tax return), Last quarter the previous calendar quarter, Last 12 months the last twelve months including the current one, and This year brings back the default period.
• Practitioner — only keeps the payments of that practitioner's invoices.
• Clinic — shown only if your practice has several clinics; only keeps the payments of that clinic's invoices.

The report is recalculated as soon as you change a date or a filter.

The summary cards

The Online payment fees table

The table has one line per month (most recent first), then a Total line.

Only online payments that carried fees are listed, successful or refunded. Payments recorded by hand (cash, cheque, Interac transfer, etc.) have no processing fees and do not appear in this report. Each payment is counted in the month it was made, in your practice's time zone; a refunded payment stays in the month the money came in.

The Colib invoices table (administrators)

Users with the Administrator role also see a second table, Colib invoices: the invoices Colib sent to your practice over the period, month by month, with the number of Invoices, the amount Before taxes, the Taxes and the Total, in Canadian dollars. It is another kind of expense, kept apart from the payment fees.

The receipts can be downloaded one by one from the Plan page (www.colib.io/planandpayments).

The Excel and PDF files

• Click the Excel icon (Export to Excel) to download a workbook with one sheet per table (Online payment fees and, for administrators, Colib invoices). The amounts are real numbers your accountant can add up.
• Click PDF (Download the PDF report) to download a document with your logo, the period, the filters applied, the date it was issued and who issued it.

Both files use the period and the filters currently displayed, and show exactly the same figures as the screen.

3The taxes invoice by invoice (Excel)

1. Go to www.colib.io/invoices.
2. Set the search filters if needed (From, To, Status, Practitioner...).
3. Click on the Excel icon (Export to Excel) to download the data in Excel format.

The taxes for each invoice will be included in the downloaded file, with one column per tax.

4The fees payment by payment (Excel)

1. Go to Settings > Payments (www.colib.io/settings?show=payment).
2. Scroll down to the Payouts (Online payments) section.
3. Click on the Excel icon to download the data in Excel format.

The payment fees for each payment will be included in the downloaded file. More about this section: Where can I view the payouts to my practice and the associated payment fees?

Good to know

• Only online payments have fees — payments recorded by hand (cash, cheque, Interac e-Transfer, etc.) carry no processing fees and do not appear in the fees report.
• Your Colib invoices — administrators also see the invoices Colib sent to the practice in the Processing fees report. Each receipt can be downloaded from the Plan page (www.colib.io/planandpayments).
• Refunds — the payments refunded or disputed, one by one, are in the Refunds and disputes report (www.colib.io/reports?show=refunds). See also How to refund a payment? For more details on this report, please see the article titled "How to read the Refunds and disputes report".
• Taxes on your invoices — to choose which taxes are applied, see How to update the default taxes for my invoices?
• Months follow your practice's time zone — in the Processing fees report, a payment made late in the evening on the last day of a month stays in that month, whatever the time zone of the person viewing the report.
• Your own scope — the reports only count the payments of the clients whose financial information you can see. A team member without the Ability to see other practitioners information only sees the payments of their own invoices.
• No data? — No data over this period. (or, in the table, No online payment over this period.) means that no online payment with fees matches the period and the filters.
• All the reports — every available report is presented in the article titled "How to use the Reports section".

Still have a question?

Write to us at support@colib.io, we will be happy to help.