Where to find it: Go to Analytics and select Product Sales Breakdown, Payment Breakdown, or Accounting Overview from the dashboard picker.
- Product Sales Breakdown — Shows what was sold. Every service, product, membership, and package that appeared on a charge, along with revenue, discounts, taxes, cost, and profit.
- Payment Breakdown — Shows what was collected. Every payment transaction, including the payment method, processing fees, and net amount your clinic actually received.
- Accounting Overview — Shows what you owe and what’s still owed to you. Outstanding A/R, the deferred revenue sitting in unredeemed packages, membership prepayments, banked items, patient credits, and gift card liability — the numbers your accountant asks for at month end.
Cash vs. Accrual
The Product Sales Breakdown shows revenue on either a Cash or Accrual basis. Switch between them with the basis menu at the top of the dashboard. The Accounting Overview further down this page is always accrual regardless of the menu setting. In short: Cash counts a sale the day money changes hands, Accrual counts it the day the service or product is delivered. For the full comparison — provider attribution under each basis, where the toggle appears, how to set the clinic default — see the Cash vs. Accrual Accounting guide.Product Sales Breakdown
What the Numbers Mean
The Product Sales dashboard breaks down every item on every charge. Here’s what each column tells you:Hover for details: The revenue and profit cells show a breakdown when you hover over them. This is especially helpful when you want to understand exactly how a number was calculated.
Understanding Profit Margins
- Gross Revenue is the starting point — what you would have earned if there were no discounts or taxes.
- Net Revenue is what you earned after discounts and taxes are factored in.
- Net Profit is the bottom line — what’s left after subtracting your cost for the item and the sales tax you collected (tax isn’t money you keep, so it’s removed from profit).
Commonly Asked Questions
What are our most profitable services?
Don’t just look at Gross Revenue — a high-revenue service can still have low profit. Check the Net Profit column instead, which factors in discounts, your costs, and removes the sales tax you collected. Items with negative Net Profit mean you’re losing money on them.
How much are we losing to discounts?
Compare the Discount column across providers. If one provider’s discounts are significantly higher than others, it may be worth reviewing their discount authority or checking if charge-level discounts are being stacked with item-level ones (hover the Discount cell to see the breakdown).
Filters
Grouping Options
Grouping by Stock can show one sale in more than one group. Some products draw from more than one stock — for example, a treatment that uses both a vial and a syringe. When you group by Stock, that sale appears under each stock it uses, so the stock subtotals can add up to more than the Grand Total at the bottom. The Grand Total still counts each sale only once.
Payment Breakdown
What the Numbers Mean
The Payment Breakdown dashboard shows every payment transaction — every time money actually changed hands.Why Net Amount matters: Credit card processing fees can add up significantly. The Net Amount column shows you what you actually received after the payment processor took their cut. If you’re comparing revenue to bank deposits, this is the number to look at.
Commonly Asked Questions
How much are we paying in processing fees?
The difference between Amount and Net Amount is your total in processing fees for each method. Compare methods to decide whether to encourage cash payments or negotiate better rates with your processor.
Are there payments that haven’t settled?
Payments in “Processing” status haven’t settled yet. This is normal for recent transactions, but if a payment stays in Processing for more than a day or two, there may be an issue with your payment processor.
Filters
Grouping Options
Accounting Overview
The Accounting Overview dashboard is the snapshot view your accountant wants at month end. It does three things:- Balances as of a date. Pick a date and the dashboard reports what your clinic owed and was owed at that moment — A/R outstanding, deferred package revenue, deferred membership prepayments, deferred banked-item revenue, patient credit liability, and gift card liability.
- The roll-forward for the window. For the period you choose, see new liability added, redemptions against it, refunds, and expirations — for every balance bucket — so you can explain why each number moved.
- Cash collected and recognized revenue. A Cash & Revenue section headlines Cash Collected and Recognized Revenue for the window. The Net Cash Inflow panel breaks cash down by payment medium (payments minus refunds, before processor fees, so it matches the Cash Collected headline; patient credit redemptions are shown for transparency but excluded from the total). The Recognized Revenue panel breaks revenue into Gross, Discounts, Tax, and tips, grouped by category, location, or provider (Net = Gross − Discounts + Tax).
How to read the balance sections
Each balance section (A/R Outstanding, Deferred Revenue & Patient Credit, Gift Card Liability) expands into individual buckets — for example, deferred package revenue groups by package, deferred membership revenue by membership plan. Click a bucket header to drill into the underlying entries (the specific charges, sold packages, member cycles, banked items, patient credits, or gift cards contributing to the balance), with the date, amount, and a description for each. The roll-forward table next to each balance lists every event that moved the balance in the window — New entries that increased it, Redemption entries that drew it down, Refund reversals, and Expiration write-offs.Which dashboard for which question?
Tips
Sales vs. Payments — which to export? For your accountant, the Product Sales Breakdown is usually what they want (it shows revenue, taxes, discounts, and profit). The Payment Breakdown is better for reconciling with your bank or payment processor.
Watch your costs: If you see Net Profit numbers that look surprisingly low, check the Cost column. Products use weighted average cost from your inventory shipments, so if those costs aren’t entered correctly in the Inventory module, your profit numbers won’t be accurate either.