Documentation Index
Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt
Use this file to discover all available pages before exploring further.
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.
Think of it this way: Sales tells you what you billed for, Payments tells you what came in, and Accounting Overview tells you what’s still on the books.
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:
| Column | What it means |
|---|
| Date | When the charge was created |
| Patient | The patient on the charge |
| Provider | The staff member who created the charge |
| Item | The name of the service, product, membership, or package sold |
| Type | The item type: Service, Product, Membership, or Package |
| Category | The item’s category (e.g., “Injectables”, “Skincare”) |
| Qty x Price | How many units were sold at what price (e.g., “2 x $50.00”) |
| Gross Revenue | Total before any discounts or taxes — quantity times price |
| Discount | Total discounts applied (hover to see the breakdown between item-level and charge-level discounts) |
| Tax | Tax amount charged |
| Net Revenue | What you actually earned: Gross Revenue + Tax - Item Discounts - Charge Discounts (hover for the full calculation) |
| Cost | Your cost for the item — for products, this comes from the weighted average of shipment costs; for services, it’s the cost field from the service setup |
| Net Profit | Net Revenue minus Cost and Tax — your actual profit, excluding sales tax you collected for the state (hover for the calculation) |
| Brand | The brand associated with the item (hidden by default — use the Columns button to show it) |
| Status | The status of the charge this item belongs to: Paid, Partial, Void, etc. (hidden by default) |
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).
If your Net Profit is low or negative on certain items, it could mean your pricing doesn’t account for costs, or you’re giving too many discounts on those items.
Commonly Asked Questions
What are our most profitable services?
| Setting | Value |
|---|
| Date Range | Last 3 months |
| Group by | Category |
How much are we losing to discounts?
| Setting | Value |
|---|
| Date Range | This Month |
| Group by | Provider |
Filters
| Filter | What it does |
|---|
| Providers | Show only items sold by selected providers |
| Locations | Show only items sold at selected locations |
| Item Categories | Filter by category (e.g., “Injectables,” “Skincare”) |
| Item Types | Filter by type: Service, Product, Membership, or Package |
| Item Names | Search by item name |
| Payment Methods | Filter by how the patient paid |
| Charge Status | Filter by status: Paid, Partial, Void, etc. |
| Patient | Search by patient name |
Grouping Options
| Group by | What it shows |
|---|
| Product | Totals per item — one row per service, product, membership, or package |
| Location | Totals per clinic location |
| Provider | Totals per staff member |
| Category | Totals per item category |
| Payment Method | Totals per payment method |
| Date | Totals per day |
Payment Breakdown
What the Numbers Mean
The Payment Breakdown dashboard shows every payment transaction — every time money actually changed hands.
| Column | What it means |
|---|
| Date | When the payment was made |
| Patient | The patient who made the payment |
| Location | The clinic location where the payment was received |
| Comment | Any notes or comments attached to the payment |
| Payment Method | How the patient paid (credit card, cash, etc.) |
| Card Details | For card payments: the last four digits and card brand, plus the transaction status |
| Tips | The tip portion of the payment, when the patient added one at checkout. Shows a dash when no tip was given. |
| Amount | The total payment amount (includes any tip) |
| Fee | The processing fee charged by your payment provider (e.g., credit card processing fees) |
| Net Amount | Amount minus Fee — what actually ended up in your account |
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?
| Setting | Value |
|---|
| Date Range | This Month |
| Group by | Payment Method |
Are there payments that haven’t settled?
| Setting | Value |
|---|
| Date Range | This Week |
| Filters | Payment Status = Processing |
Filters
| Filter | What it does |
|---|
| Locations | Show only payments at selected locations |
| Payment Status | Filter by status (Processing or Succeeded) |
| Comment | Search by payment comments or notes |
| Payment Methods | Filter by how the patient paid |
Grouping Options
| Group by | What it shows |
|---|
| Location | Totals per clinic location |
| Payment Method | Totals per payment method |
| Date | Totals per day |
| Week | Totals per week |
| Month | Totals per month |
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, after fees), and the Recognized Revenue panel breaks revenue into Gross, Discounts, Tax, and tips, grouped by category, location, or provider (Net = Gross − Discounts + Tax).
Use the As of date to set the balance snapshot, and the Date range to set the activity window for the roll-forward and cash sections. The Location filter scopes everything to a single location (or shows clinic-wide totals when set to All locations).
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?
| The question | Use |
|---|
| What did we earn this month? | Product Sales Breakdown (Accrual basis) |
| What hit the bank this month? | Payment Breakdown |
| What do we still owe patients in unredeemed packages, memberships, credits, or gift cards? | Accounting Overview |
| Why did our deferred revenue change between January and February? | Accounting Overview (roll-forward) |
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.
