> ## 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.
# Revenue & Payment Reports
> Track what you sold, what you collected, your outstanding balances, and where your money is going with the Product Sales, Payment Breakdown, and Accounting Overview dashboards.
**Where to find it:** Go to **Analytics** and select **Product Sales Breakdown**, **Payment Breakdown**, or **Accounting Overview** from the dashboard picker.
Three dashboards cover the financial side of your clinic. They answer different questions, so it helps to know which one to use:
* **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](/guides/cash-vs-accrual) 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 |
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?
| Setting | Value |
| -------------- | ---------- |
| **Date Range** | This Month |
| **Group by** | Provider |
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
| 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. |
| **Promotion** | Show only charges where a specific promotion was applied |
| **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 |
| **Stock** | Totals per inventory stock -- groups sales by the stock each product draws from (for example, a specific filler or a vial). Products with no stock linked fall under "No Stock." |
| **Payment Method** | Totals per payment method |
| **Date** | Totals per day |
**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.
| 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 |
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?
| Setting | Value |
| -------------- | --------------------------- |
| **Date Range** | This Week |
| **Filters** | Payment Status = Processing |
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
| 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 |
| **Promotion** | Show only payments on charges where a specific promotion was applied |
### 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:
1. **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.
2. **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.
3. **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).
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.