Procare Desktop

Data Export Instructions for International Procare Customers

30 Apr 2025
6 Minutes to read

Data Export Instructions for International Procare Customers

Updated on 30 Apr 2025
6 Minutes to read

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Beginning July 1, 2025, Procare will only be accessible to users within the United States, U.S. Territories, and Canada. If your center is located outside these regions, you will maintain full system access through June 30, 2025.

Action Required by June 30, 2025

To preserve your center's historical records, please export all critical data before your access expires. We recommend exporting essential information including student and staff records, timecards, financial data, and any other reports specific to your center's operations.

For detailed instructions on exporting reports, see our support article.

If you need help during this process, contact our Customer Support team at 1-800-964-1729 or email support@procaresoftware.com during business hours.

Export Instructions

Open the Procare Client and log in
Select Family Data & Accounting in the top navigation ribbon
Select Reports
Select Data Viewer

Note: While Standard Reports can be exported as formatted documents, this guide focuses on using Data Viewer to export CSV files, which are easier to sort, filter, and edit.

Recommended Reports

Family Data

Account Information

Choose the current date as the As Of Date
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Child Information w/ Relationships (Tracking)

Choose the current date as the As Of Date
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Child All Enrollment Status

Select the desired date range: January 1st, 2015 to the current date is recommended
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Family Accounting

Account Ledger Information

Select the desired date range: January 1st, 2015 to the current date is recommended
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Account Balance Summary

Select the current date as the As Of Date
Show Primary Only (this will only show the Primary Payer name instead of all payer names and be easier to read, but can be deselected)
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Agency Accounting

Account-Agency Relationships

No Parameters Required
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Attendance Tracker

Child Time Card

Select the desired date range: January 1st, 2015 to current date is recommended
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Employee Data

Employee Time Card

Select the desired date range: January 1st, 2015 to current date is recommended
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Employee Information (Tracking)

Select the current date as the As Of Date
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Employee Time Card w/ Pay Rate

Select the desired date range: January 1st, 2015 to current date is recommended
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Employee Benefits

Select the desired date range: January 1st, 2015 to current date is recommended
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Payroll

It’s recommended to run these reports for each year individually, covering the past seven years (if data is available).

Payroll Checks Summary

Select the desired date range: Annually for the past seven years is recommended
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Payroll Checks by Withholding

Select the desired date range: Annually for the past seven years is recommended
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Expenses and Ledger

General Journal Information

Select the desired date range: Annually for the past seven years is recommended
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Vender Information

No Parameters Required
Generate the report
Click the arrow next to Export in the bottom left
Select the export format (CSV is recommended)
Choose a storage location, name the file, and save it

Standard Reports / Tax Statements

There are over 500 Standard Reports in Procare that can be used for data exports in a cleanly formatted PDF.

This section will cover how to export Tax Statements to demonstrate the export process, but general report recommendations are not provided.

It is recommended to export any Standard Reports used regularly by your center for data retention purposes.

Open the Procare Client and log in
Select Family Data & Accounting in the top navigation ribbon
Select Reports
Select Standard Reports
Select the desired section (e.g., Family Accounting)
Select the desired sub-section (e.g., Account Statement)
Select the desired report (e.g., Standard Customer Statement)
Select your preferred date range
1. Reports can be run for large date ranges, as of the current date, or broken into smaller sections, such as monthly or annually
Select Filter when applicable
1. The default filter will generally be Visible Accounts, but it is recommended to change this to All Accounts to ensure Hidden Accounts are also captured
Select preferred Options when applicable
1. Standard Reports are custom coded and each report has different optional and required options, it is recommended to choose the options that best fit your data needs
Select Run Report
In the Report Viewer window, select the Export option in the upper left of the window
Select the desired file location and name the file
Change the Save as type to PDF
Save the report

Repeat these steps for any additional Standard Reports you’d like to export.

Repeat the above instruction for all locations located outside of the United States and Canada.

Important

Standard Reports group all accounts together. To get individual information, you'll need to extract or print specific page(s) of the PDF using a PDF viewer.

Troubleshooting Tips

For large date ranges, try breaking them into smaller periods
If data appears incomplete, verify that All Accounts is selected instead of only Visible Accounts in the filter settings
If technical issues arise, try exporting in a different format (Excel instead of CSV)

If any assistance is needed in this process or additional needs are identified, please get in touch with Procare Customer Support at 
1-800-964-1729 or email support@procaresoftware.com

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Table of contents

Export Instructions
Recommended Reports
Troubleshooting Tips