Understanding PracticeRunner Reports

A plain-language guide to report names, accounting terms, date rules, imported records, payment details, credits, refunds, bank deposits, CSV downloads, and PDF copies.

Reports should make patterns easier to see, not make you decode accounting language. PracticeRunner uses plain-language report names in the app and shows the more formal reporting term beneath each name. This keeps the reports easy to scan during day-to-day practice work while keeping the terminology recognizable to billers and accountants.

Go to Reports in PracticeRunner, choose a report, select the period you want, and choose Refresh. Use Download CSV when you want a spreadsheet-ready copy. Use Print / Save PDF when you want a readable snapshot to save or share.

Choose a period and filters

Open the framed period button to choose a Monthly or Weekly shortcut, or enter custom start and end dates in the dialog. Choose Apply to use your selection or Cancel to keep the previous period. Your Monthly or Weekly shortcut preference is remembered across reports. Where a report offers weekly or monthly grouping, selecting that shortcut also changes the grouping.

For a report labeled As of, the end date is the cutoff for balances, rather than the start of a period of activity. Set any available clinician, client, payer, payment-method, source, or currency filters before exporting. Available filters vary by report and your access.

Report name comparison

Name in PracticeRunner	Formal reporting term	What it helps you understand
Practice Overview	Solo Practice Overview	Services, fees, payments, percent collected, and unpaid balances in one place.
Services & Payments	Production & Collections	The difference between work provided, amounts billed, payments recorded, adjustments, and balances still unpaid.
Payments Received	Cash Collections	Payments recorded during the selected period.
Payment Details	Payment Ledger Detail	Individual payments and linked corrections, filtered by clinician, client, payer, method, source, currency, and date.
Unapplied Payments & Credits	Unapplied Account Payments	Account payments still available as credits, with unapplied insurance responses shown separately.
Refund Register	Refund Activity	Recorded refunds and failed refunds linked to the original payment.
Unpaid Balances by Age	Accounts Receivable Aging	Unpaid invoice balances grouped by how long they have been outstanding.
Services & Fees	Service Revenue & Volume	Billable service counts and fees for services provided, grouped by service.
Client & Case Billing	Client/Case Revenue	Amounts billed, payments applied, and current unpaid balances by case.
Appointments & Attendance	Attendance Report	Appointment outcomes such as shows, planned absences, no-shows, and cancellations.
Clinician Activity	Provider Productivity Report	Appointment activity and payments attributable to each clinician’s appointments.
Scheduling Activity	Practice Utilization Report	Scheduled and completed appointment activity by clinician and period. It does not estimate open calendar capacity.
Caseload	Caseload Report	Active clients and cases by clinician, including recent appointment activity.
Where Inquiries Come From	Referral Source Report	Which sources bring inquiries and which sources lead to consultations or active clients.
Inquiry Outcomes	Intake Funnel and Conversion Report	What happened to inquiries and how long it took to record an outcome.
Payments & Services by Clinician	Clinician Billing Activity	Service activity and explicitly attributed ledger payments by clinician. It does not calculate compensation.
Unpaid Balances by Clinician	Provider Accounts Receivable Aging	Unpaid balances grouped by clinician, with multi-clinician invoices kept separate.
Activity for Payroll	Payroll Activity Export	Appointment, attendance, service, fee, invoice, and source activity for an outside payroll process.
Activity for Your Accountant	Accounting Handoff	Ledger-backed payments, refunds, disputes, reversals, credits, and corrections for bookkeeping review.
Monthly Payments & Deposits	Monthly Deposit Reconciliation	Differences between recorded collections and confirmed bank deposits, with expected Stripe deposits shown separately.
Stripe Deposits & Fees	Stripe Payout Reconciliation	Stripe payments, refunds, disputes, actual processing fees, and expected bank deposits.
Tax Preparation Summary	Cash Collections and Processor Fee Summary	Ledger-backed payments for a selected month, quarter, or year, with supplemental Stripe fees and expected deposits.

The accounting and tax-preparation reports provide source information for reconciliation and tax preparation. PracticeRunner does not determine tax treatment, prepare a return, calculate payroll, or decide clinician compensation. Share the export with the accountant, bookkeeper, or payroll system responsible for those decisions.

Reports shown for different practice structures

PracticeRunner adjusts the Reports page based on the active clinical team:

A practice with one licensed clinician and no associates sees Practice Overview, the solo-practice summary.
A practice with one licensed clinician and one or more associates sees Team and associate reporting instead of the solo-only overview.
A practice with more than one licensed clinician sees the Group practice reporting package instead of the solo-only overview.
Practice-wide clinician, payroll, and accounting reports are available only to owners, admins, and global admins. Tax Preparation Summary is available only to owners. Clinicians and associates continue to see reports within their permitted scope.

An inactive clinician does not change which reporting package is shown. The distinction is based on active owner, provider, and associate roles. The report routes also enforce practice-wide access, so hiding a report card is not the security control.

Review payments, credits, and refunds

Open Payment Details to investigate individual payments and corrections behind a total. Choose the period, then narrow the results using the available filters. Select an invoice number to open that invoice. Net payment amounts reflect collection changes; applying an existing account credit to an invoice does not count as new income. The CSV includes original-entry and correction references, processor references, recording dates, invoice applications, account-credit changes, and import-source details.

Open Unapplied Payments & Credits to see account payments remaining unapplied through the selected end date, after allocations, refunds, and reversals. Positive balances are credits; negative balances need review. A pending refund may reserve credit, so a displayed balance is not necessarily all available to apply. Unapplied insurance responses appear separately: they report what the payer sent in its response and do not verify that funds reached the practice. For those insurance rows, the report shows the current unapplied amount for responses received through the cutoff, rather than reconstructing an earlier balance.

Open Refund Register to review refunds and failed refunds. Negative amounts reduce collections; a failed refund restores them. A manual payment reversal is a correction, not proof that money was refunded. Use the original-payment and refund references in the CSV to trace an entry.

Follow up on unpaid balances

In Unpaid Balances by Age, select the As of date and use the collection-status filter to distinguish Client collection available from Pending insurance review. You can also filter by client, billing contact, insurance payer, and source.

Balances pending insurance review may include client responsibility, but they are not ready for reminders. Review the hold before deciding what to collect. Historical imported balances under review are kept out of normal collection totals unless you deliberately include them for review. Including them does not make them ready for collection.

The CSV includes invoice totals, amounts applied, balances due, collection status, billing contacts, insurance payers, and the source and basis of imported balances.

Explain an invoice’s balance changes

Open an invoice and choose Explain invoice balance changes. The history shows opening charges, retained invoice-total revisions, payments, credits, and corrections, with the previous balance, change, and resulting balance for each entry.

Rows are ordered by when changes were recorded. Payment dates appear separately, so a payment entered later can have an earlier received date. Use Download CSV or Copy table to review the references behind an entry.

This view uses retained invoice totals and payments currently linked to the invoice. Earlier edits and payment reallocations may not be fully retained. If imported documents indicate an invoice was paid but the original transactions are missing, the history does not establish an amount due. Review that source information before treating the displayed history as a collectible balance.

Reconcile monthly payments and deposits

Owners and admins can open Monthly Payments & Deposits, choose a period, and optionally filter by currency. Each month explains the difference between recorded collections and confirmed bank deposits:

Start with recorded collections.
Subtract collections outside the confirmed deposits shown.
Add receipts included in those deposits but recorded outside that month’s selected dates.
Subtract bank fees.
Add any unexplained difference to arrive at confirmed bank deposits.

Only reviewed, confirmed bank-feed deposits count as confirmed deposits. Expected Stripe deposits appear separately by expected arrival date; they are not added again to income or confirmed deposits. Unlinked activity and unexplained differences remain visible for review.

The CSV adds deposit and payout references, imported ledger collections, counts of excluded inferred payments and internal credit transfers, Stripe gross amounts, adjustments, fees, breakdown differences, and payouts needing review. Use these fields with Stripe Deposits & Fees when investigating a mismatch. Inferred imported payments are excluded from this reconciliation.

Group-practice handoffs without payroll calculations

The group-practice package keeps operational facts separate from decisions made in payroll and accounting systems.

Payments & Services by Clinician places two date bases beside each other: services use the appointment date, while payments and adjustments use the ledger date. A payment appears under a clinician only when that ledger entry has explicit clinician attribution. PracticeRunner does not use these totals to infer a pay rate or compensation amount.

Unpaid Balances by Clinician attributes an invoice to its single appointment clinician. When no appointment clinician is available, it can fall back to the case’s primary clinician. An invoice connected to more than one appointment clinician appears under Multiple clinicians and is counted once. It is not divided or duplicated.

Activity for Payroll exports appointment-level operational details, including service date, clinician, service, attendance, billable units, fee per unit, service value, invoice status, import source, and a PracticeRunner reference. The receiving payroll process decides which activities are payable and applies compensation, deductions, taxes, and payroll rules.

Activity for Your Accountant exports actual ledger entries and transaction references. It excludes inferred imported payments because those historical records do not contain an original payment transaction. The receiving accounting process decides account mapping, journal entries, reconciliation treatment, and tax treatment.

Which date does a report use?

The same dollar can appear in different periods depending on what the report measures. A service may happen in January, be invoiced in February, and be paid in March.

Services provided use the appointment’s service date.
Amounts billed use the finalized invoice date.
Payments and adjustments use the date of the accounting ledger entry.
Unpaid balances are a snapshot as of the end date you select.
Client & Case Billing starts with invoices issued in the selected period, then shows the current amount applied and still unpaid for that invoice group.
Attendance and scheduling activity use appointment dates.
Inquiry reports use the dates recorded in the prospect workflow.

For that January service invoiced in February and paid in March, Services & Payments can show production in January, the charge in February, and the collection in March. This is intentional. It keeps service activity, billing activity, and cash activity from being treated as the same event.

Imported invoices and recorded payments

An imported invoice and a payment recorded in the accounting ledger are not automatically the same thing.

PracticeRunner invoice: An invoice created in PracticeRunner. Its charges and ledger activity can be included normally.
Imported, ledger-backed invoice: An imported invoice with payment or adjustment transactions that were also imported. Those transactions can support payment and balance reporting.
Imported document only: Historical invoice information was imported, but the original payment transactions were not. The document may say that it was paid, but it does not by itself create a payment in the PracticeRunner ledger.
Inferred imported payment: A historical invoice or superbill appears paid even though the original payment transaction was not imported. Payments Received can include this only when you deliberately select the option to include inferred imported payments. Other core financial totals keep it separate from ledger-backed payments.

This distinction prevents imported documents from inflating recorded cash collections. It also lets you preserve useful historical evidence without representing it as a transaction that PracticeRunner can verify.

Reporting glossary

Plain-language label	Formal term	Meaning in PracticeRunner
Services provided	Gross production	Fees attached to billable services by service date, before considering whether an invoice was sent or paid.
Amount billed	Invoice charges	Charges on finalized invoices by invoice date. Draft and void invoices are excluded.
Payments received	Gross collections or cash collections	Payment transactions recorded in the ledger before refunds, reversals, disputes, and other adjustments.
Refunds and adjustments	Collection adjustments	Ledger entries that reduce or correct collected amounts, including refunds, reversals, disputes, and corrections.
Payments after adjustments	Net collections	Gross collections after collection adjustments.
Still unpaid	Outstanding balance or accounts receivable	The portion of finalized invoice charges that remains unpaid.
Unpaid balances by age	Accounts receivable aging	Outstanding balances grouped into current, 1 to 30 days, 31 to 60 days, 61 to 90 days, 91 to 120 days, and 121 or more days.
Percent collected	Collection rate	The share of eligible invoice charges in an invoice group that currently has ledger amounts applied.
Invoice group	Invoice cohort	The invoices selected because their invoice dates fall within the chosen period.
Payment attributed to a clinician	Attributable collected income	A recorded payment connected to appointments assigned to that clinician. This is activity data, not a compensation calculation.
Recorded in the ledger	Ledger-backed	Supported by an actual payment, refund, adjustment, or other accounting entry in PracticeRunner.
Scheduling activity	Utilization	Counts and rates based on scheduled appointments. The current report does not calculate capacity from available hours.

CSV and PDF copies

Every report provides a CSV download for spreadsheet review and handoff. Currency reports include the currency code so the amount is not separated from its denomination. CSV files preserve the report’s underlying values instead of currency symbols that can interfere with spreadsheet calculations.

Choose Print / Save PDF for a readable copy of the current report view. Your browser’s print window lets you print the report or save it as a PDF. Filters and the selected date period should be set before you create either export.

Before sending a report outside the practice, review its filters and contents. Reports can contain client names and financial information, so use the same secure handling practices you use for other practice records.

A practical month-end sequence

Open Practice Overview for the month to check the overall pattern.
Open Services & Payments to compare services provided, amounts billed, and payments received.
Open Unpaid Balances by Age to identify balances that may need follow-up.
Use Payments Received when reconciling cash activity for the month.
Use Payment Details, Refund Register, and Unapplied Payments & Credits to investigate entries or remaining credits.
Use Monthly Payments & Deposits to compare collections with confirmed bank deposits, then review expected Stripe payouts separately.
Download the relevant CSV files for your accountant, bookkeeper, or other authorized financial professional.