Where to find it: Go to Analytics and select either Product Sales Breakdown or Payment Breakdown 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.
Think of it this way: Sales tells you what you billed for, Payments tells you what came in.
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 |
|---|
| 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 - 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 — your actual profit after expenses (hover for the calculation) |
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.
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 |
|---|
| 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 |
|---|
| 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 |
| Amount | The total payment amount |
| 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 |
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.
