Importing from TherapyNotes

Track 2 Pay reads the TherapyNotes billing export natively. You do not need to rearrange columns, rename headings, or delete anything first — export the file and upload it as it comes.

Exporting from TherapyNotes

In TherapyNotes, produce your standard billing export for the period you want, and save it as an XLSX spreadsheet.

Two things are worth getting right at the source:

Export a range that comfortably covers the period you are about to pay. Overlapping with the previous export is fine and often sensible — Track 2 Pay recognizes sessions it has already seen and updates them rather than creating duplicates.

Make sure the data is settled. If clinicians are still correcting their notes or claims are still being reconciled, wait. You can re-import later and Track 2 Pay will handle it correctly, but it is less work to import once, after the dust settles.

Uploading

Go to Transactions and click Import Transactions, or drag the file anywhere onto the page.

The New Transaction Import dialog

Import Title — for your own reference; it fills in from the filename.
File — the XLSX you just exported.
Imported From — Therapy Notes Billing.
Import Timezone — your practice’s timezone. See why timezone matters below.

Click Create, confirm the account, and the import runs in the background with a live progress bar.

You can leave the page. The import keeps going, and you can check on it later under Transaction Imports.

What Track 2 Pay reads

From each row it takes:

It reads	And uses it for
Clinician name, type and NPI	Matching the session to a provider record
Date and time of service	Deciding which pay period the session falls into
Type and appointment type	Pay rules that treat session types differently
Service code, units, modifiers, location	Pay rules and duplicate detection
Patient first name, abbreviated last name, DOB, member ID	Matching sessions to each other so duplicates can be spotted
Primary and secondary insurer, group, in-network flag	Pay rules and reporting on the transaction
Patient Amount Paid	A payment line named Patient Amount
Insurance Amount Paid	A payment line named Insurance Amount

The two payment lines stay separate on purpose. That mirrors how the money actually arrives, and it means the patient portion and the insurance portion can be paid out independently — which matters when insurance settles weeks later.

What it skips

By default Track 2 Pay imports only rows whose Type is Appointment or Missed Appointment. Everything else in the export is ignored.

If your practice needs other record types included — say you bill something that TherapyNotes categorizes differently — support can add them to your account. You will see them listed under Additional Record Types on your account settings page. See account settings.

Group sessions

Group therapy needs one piece of setup before you import it. Several attendees share the same clinician, time and service code, so without help they look like duplicates of each other and the import will reject them.

Support configures your group service codes once (90853 is the usual one) and the problem goes away. See group session service codes.

Why the timezone matters

Track 2 Pay asks for a timezone on every import because a spreadsheet date has no timezone of its own.

Consider a session at 8:00pm on January 31. Read in one timezone, it falls in January; read in another, it is already February 1. That decides which pay period it lands in — and, if you have already paid January, whether it shows up as a straggler.

Pick your practice’s timezone and use the same one every time. Your account also has a default timezone; the import defaults to it, so as long as that is right you can leave the field alone.

Checking the import

Go to Transaction Imports. Each upload is listed with its date, title, type and status.

The Transaction Imports list

Status will be one of:

Processing — still running.
Completed — finished successfully.
Failed — something was wrong with the file. Open it to see what.

The Changes column shows how many records were affected. Hover it, or open the import, for the full breakdown: Parsed Transactions, New Transactions, Updated Transactions, New Payments, Updated Payments.

That New-versus-Updated split is the number to look at on a re-import. If you uploaded an overlapping period and see mostly updated, everything is working as it should.

You can also download the original file back from the import page — useful when you need to see exactly what was uploaded three months ago.

If the import fails

The most common failure is duplicate rows within a single file: two or more rows in your export that Track 2 Pay cannot tell apart. It stops rather than guess, and tells you which rows collided.

The fix is at the source:

Correct the duplicate entry in TherapyNotes.
Export a fresh file.
Upload the corrected file as a new import.

For the other failure modes, see troubleshooting imports.

Importing a spreadsheet — if you bill somewhere other than TherapyNotes.
Re-imports and adjustments — what happens when you upload the same period twice.
Transactions and payments — what your data looks like once it is in.