Understanding Invoice Exports & Discrepancies¶
If your invoice total doesn't match what you expected, or your exported order count differs between reports, this article explains the most common causes and how to reconcile them.
The Most Accurate Source: Your Invoice Export¶
When reconciling your billing, use your invoice export as the source of truth. This export reflects what you are actually being billed for in a given period. Internal order reports pull from different data and may show slightly different numbers — this is normal and expected.
If your accounting software uses QuickBooks Online, NotaryDash can export data in a compatible CSV format. Use the Export Orders button in the Orders dashboard — the export will be sent to your email address.
[Screenshot: Invoice export button or section]
Common Reasons for Discrepancies¶
1. Order Close Date vs. Creation Date¶
The platform invoices based on when an order is closed (completed), not when it was created or when the appointment took place.
Example: An order created on June 28 with a June 29 appointment might not be marked closed until July 2. That order will appear on your July invoice, not June — even though the signing happened in June.
If you filter your orders report by creation date or appointment date rather than close date, you may see different order counts than your invoice reflects.
Tip: When reconciling, always filter your order report by the close date range that matches your invoice period.
2. Server Time (GMT) vs. Your Local Time Zone¶
The platform processes invoicing based on server time, which runs on UTC/GMT. This can cause a small number of orders to land in the next billing period if they were closed near midnight in your local time zone.
Example: An order closed at 11:45 PM Pacific Time on March 31 is actually 7:45 AM GMT on April 1 — so it will appear on April's invoice, not March's.
This typically affects only a handful of orders at month's end, but if you're trying to reconcile to the penny, this is the most likely cause of a one-order discrepancy.
3. Cancelled or Voided Orders¶
Cancelled orders are not invoiced. If you see an order in your records that doesn't appear on your invoice, check its status — it may have been cancelled before closing.
4. Date Filter Mismatch in the Orders Report¶
A close date filter (closed_from_date / closed_to_date) is available, particularly in the QuickBooks Online export. If you're filtering by appointment date or creation date instead, your results will not match the invoice period.
How to Reconcile Step by Step¶
- Download your invoice export for the billing period you want to reconcile.
- Note the date range shown on the invoice.
- In the orders report, filter by close date using the same date range.
- Compare the order counts. If there's still a discrepancy, review orders near the start and end of the period — these are most likely to fall on the boundary due to time zone differences.
- If you've gone through these steps and still can't account for a difference, contact NotaryDash support with the specific period and order IDs in question.