Practice Better exports one client record at a time as a ZIP archive that stays available for 48 hours, and a bulk export needs a support request. Invoices, contacts, journals, chats and form responses export as spreadsheets. Protocol templates and programs have no documented file export, and a Practice Better Payments account cannot be used outside Practice Better.
Published by Coachway. The product instructions below come from the linked official documentation, checked September 25, 2026. They describe available exports, not a completed test of your account or a guarantee that another platform can import the files.
What you can export from Practice Better
Client records: one ZIP per client, kept for 48 hours
Practice Better's export article lists what a client archive can include, among them personal and contact information, medical history, diet and lifestyle, measurements and vitals, booking and invoice history, superbills, session notes and recordings, completed forms, published protocols, and journal entries and message history as text only. Its Privacy & Security FAQ says the export is a ZIP archive with spreadsheets of the client file data and the documents associated with that client.
You export one client at a time, and Practice Better emails you when the archive is ready. The article warns that exports stay accessible for 48 hours and are then purged, with no backups kept, so download each file as soon as the email arrives. For every client at once, Practice Better says to contact support for a bulk export, and its cancellation article gives [email protected] for that request.
An archive is a record you can keep. It does not show that another platform can read those spreadsheets as live client files, so open one sample archive and check what is in it before you plan around it.
- Go to My Clients and open the More Options menu (3 dots) next to the client.
- Choose Export data, select the items you need and click Create Archive.
- Download the archive within 48 hours of the ready email. Past exports are listed under Export history in the client list's More Options menu.
Official instructions: Exporting Client Records · Privacy and Security FAQ · Canceling Your Subscription
Contact list, invoices and payments: spreadsheet exports
On My Clients, the Fast Action Button (the + button) has an Export contact information option, and you can filter the client list first. Practice Better says the spreadsheet holds basic contact fields: first name, last name and email. The article is written for email marketing and warns against importing clients into a marketing tool without explicit marketing consent, so use the file to plan who needs a switch notice, not to build a mailing list.
Invoices export as a CSV file from My Practice > Billing & Payments > Export. You set a date range, can put each line item on its own row, and all clients are included when none are ticked. If you use Practice Better Payments, the Payments Dashboard also has an Export option where you choose a date range and columns. Record the range and filters of each file so a partial report is not mistaken for your whole billing history.
Official instructions: Exporting Client Contact Information · Exporting Invoices · Practice Better Payments Dashboard
Journals, forms, session notes and chats: per-item downloads
Journals export per client. Open the client record, go to Journals, then Journal Settings and Export, and choose a date range and nutrient profile. Practice Better describes the result as spreadsheet files. The client record export lists journal entries as text only.
For forms, the Form Response Summary Report downloads every response to one form as a spreadsheet on the Starter plan or higher, and a single submission can be downloaded as a PDF or Excel file. Session notes open as a PDF one note at a time through View as PDF. Each chat on the Messages page has an Export option that downloads a spreadsheet of that chat.
Each of these works per client, per form, per note or per chat. Count the forms, notes and chats you need for active clients before you estimate the work.
Official instructions: Exporting Client Journal Entries · Form Response Summary Report · Client Session Notes · Messaging with Clients
Protocols, programs and meal plans: no documented file export
Published protocols are among the items in a client record export, and Practice Better says clients can print protocols from the client portal. For protocol templates and programs, its help center describes no file export. Program sharing uses an access code that another practitioner imports into their own Practice Better account, and protocol templates are shared by attaching them to a program. That moves content between Practice Better accounts, not to another platform.
Meal plans and recipes from the That Clean Life integration are embedded in protocols or program modules. Practice Better says they are not included when clients download a protocol. Clients can export them as a PDF when you turn on Allow exports, an option it says appears if you subscribe to That Clean Life's Plus plan. It also says embedded meal plans show a placeholder if your That Clean Life subscription lapses. Plan to rebuild protocols and meal plans in the destination, starting with the few you use most.
Official instructions: Exporting Client Records · Sharing Programs with Colleagues · Working with Protocol Templates · Sharing Protocols With Clients · That Clean Life resources
Practice Better Payments is a Stripe account tied to Practice Better
Practice Better describes Practice Better Payments as its integrated payment processor powered by Stripe. Its FAQ says you get a new Stripe account when you sign up, and that this account is a Stripe Unified Connect account tied to Practice Better that cannot be used independently with other systems or platforms. If you once linked your own Stripe account, check your 3rd Party Integrations page. Practice Better scheduled an automatic upgrade of eligible standard Stripe integrations for May 25, 2026, and says upgraded accounts are labeled Practice Better Payments there. If it still says Stripe, confirm with support which Stripe account holds your clients' saved cards.
A membership is a service, package, program or custom payment plan billed on a recurring basis, and Practice Better says it handles that recurring billing. Charging clients automatically requires a Practice Better Payments account. You can list every client payment plan under My Practice > Automations, filtered for Payments. Record each plan's amount, frequency and next charge date before you change anything. Cancelling a plan is permanent, and a paused plan stays paused until you resume it. Practice Better also warns that if you unlink your payment processor, upcoming installments on packages set to Unmanaged billing can fail without an obvious alert, so cancel each plan deliberately rather than leaving it to fail.
Practice Better documents Stripe's PAN copy tool for moving saved client cards into Practice Better Payments. Its help center does not describe copying cards out to another platform. Its FAQ also says Stripe does not allow payment and transaction data to be ported between accounts, while saved card details can be migrated, so the reports you export are your billing history. Stripe's own guide covers card copies into or out of Connect accounts, but that does not show that Practice Better or the destination supports it for your account. Ask [email protected] and the destination provider, and agree the last old charge and first new charge for each client so no one is billed twice.
Practice Better is phasing out Square. It applies a 0.75% fee to Square payments processed from December 1, 2025, and says new users can no longer connect Square from February 1, 2026. Its payment articles list PayPal among external services whose payments you record manually against an invoice. List clients paid through Square or outside Practice Better separately so they are not missed.
When you are done, Practice Better's FAQ says you close the Practice Better Payments account yourself in the Stripe Dashboard, once the balance is zero and all outstanding payments are received. It lists downloading your account information as a CSV file as an optional step first, and closure is permanent. If you move to Coachway, payouts go to your own Stripe account and built-in payments cost 2.4% per transaction.
Sources: Payment Options in Practice Better · Practice Better Payments FAQ · Upgrading to Practice Better Payments · Creating Client Memberships · Stripe PAN Copy Tool · Stripe PAN copy guide · Square processing fee · Recording External Payments
Cancelling ends your clients' portal access on the same date
Practice Better says you and your clients lose access at the end of the current billing period, and clients lose the Client Portal that day. Cancelling during a free trial takes effect immediately. You must cancel in a web browser, not the mobile app. Keep the subscription until your last clients have moved and every export is saved.
Cancelling does not delete your data unless you tick the option to remove your client data. If you do, deletion begins 30 days after the request and covers client files, packages, forms, invoices, programs, protocol templates and automations. The help center does not say how long you can still retrieve data once access ends, so finish your exports first. If you need more time with the records, Practice Better offers an account pause for $10/month that it says retains your data. Ask support whether you can still export while paused.
Source: Canceling Your Subscription · Deleting a Practitioner Account
Deactivating or deleting a client is not a billing step
Deactivated clients cannot log in to the Client Portal, but they can still receive email notifications and complete forms by email link, and they still count toward your plan's client limit. Deleting a client cancels upcoming bookings and telehealth sessions, and a deleted record can be restored within 60 days.
Practice Better also says you can delete a client who has an outstanding invoice or active package, and advises resolving billing first. The article does not say that deactivating or deleting stops a payment plan. Cancel each plan yourself and check that no active payment plans remain in the Automations list before you cancel your subscription.
Source: Deactivating, Deleting and Restoring a Client · Creating Client Memberships
Clinical records and compliance papers need their own plan
For dietitians and other clinicians, the client record export covers medical history, session notes and recordings, superbills and completed forms. Signed session notes are read-only in Practice Better and can be opened one at a time with View as PDF. Decide under your own records policy which of these you must keep and where, before you delete anything.
Practice Better lets you sign and retrieve a HIPAA Business Associate Agreement (United States), a GDPR data processor agreement (EU/UK) and a Personal Information Processing Agreement (Canada) under Settings > All Settings & Preferences > Regulatory Compliance. On the Team plan they sit under the owner's account unless a team member has that permission. Download the signed copies while you still have access.
Its Privacy & Security FAQ says Practice Better can provide a record of access to and transfers of your clients' health information if you email [email protected]. Its GDPR FAQ says you are the data controller and are responsible for giving clients their data in an accessible format when they ask.
Source: Exporting Client Records · Client Session Notes · Regulatory Compliance Agreements · Privacy and Security FAQ · GDPR and Practice Better
Before you cancel Practice Better
- Email [email protected] for a bulk export of client data and documents, and save every archive the day it arrives.
- Export the contact list, invoice CSV and Payments Dashboard report, plus the journals, form responses, notes and chats you need for active clients.
- List every active payment plan from My Practice > Automations with its amount and next charge date, and note clients paid through Square or recorded externally.
- Rebuild a sample protocol, meal plan and intake form in the destination and test them with a pilot client.
- Agree the last Practice Better charge and first new charge per client, cancel each payment plan, then cancel your subscription in a web browser.
Choose the switch date after a sample migration passes. The required overlap depends on rebuild work, provider support, client availability and billing dates. Clear communication helps, but it cannot guarantee retention or repair missing data.
Use the full migration checklist and client message to plan each wave. If you are still evaluating the destination, use the software trial scorecard. Keep any sample shared for an initial assessment limited to what the provider needs.
Questions about leaving Practice Better
Can I export all my clients from Practice Better at once?
Only through support, according to Practice Better's help center. Its self-serve export creates one client archive at a time, available for 48 hours, and it says to contact support for a bulk export of all client data, at [email protected]. The contact information export covers first name, last name and email for many clients at once.
Can I keep using my Practice Better Payments account after I leave?
No. Practice Better says it is a Stripe Unified Connect account tied to Practice Better that cannot be used independently with other systems or platforms. You close it yourself in the Stripe Dashboard once the balance is zero. Ask both providers how saved cards and recurring payments will be handled first.
Can I export my protocols and meal plans?
Published protocols can be included in a client record export. Practice Better documents no file export for protocol templates or programs; sharing works by access code into another Practice Better account. That Clean Life meal plans are not in the standard protocol download, and client PDF exports depend on That Clean Life's Plus plan and the Allow exports option.
Considering Coachway? Bring a sample export and ask us which parts become editable plans, which need rebuilding, what remains an archive and how your existing billing would be handled. Agree the scope before inviting your clients.
The trial starts with a card held by Stripe and cancels under Billing before it renews, so you can run a few real clients in both tools before you move the rest.
