Navigate to: Reporting > Financial > Accounts Receivable Report
The Accounts Receivable Report provides a point-in-time snapshot of all client balances, broken down by client and invoice with aging. It includes negative balances from incomplete refunds and direct account payments such as deposits not made through an invoice.
What This Report Is For
Seeing who owes the practice money — The AR with Aging and AR Invoice Balance tabs show all clients with unpaid balances on any open or closed invoice, grouped by client or broken down by individual invoice.
Identifying credit balances — The Credit Balance filter surfaces clients who have overpaid or have unapplied credits the practice owes back.
Monitoring aging debt — The AR with Aging tab shows how long balances have been outstanding so you can prioritize collections.
Supporting month-end close — Running the report as of Last Month End provides a consistent snapshot of outstanding balances at the close of a period.
What This Report Is NOT For
Viewing revenue or what was billed — The AR Report shows what is still owed, not what was charged during a period. Invoices that have been paid in full will not appear. Use the Production Report or Summary Report for revenue.
Tracking payments collected — AR does not show payment activity within a date range. A client may have made a payment that does not change what is shown here if a balance remains. Use the Payments Report or EOD Report for collections activity.
Reconciling daily transactions — AR is a snapshot, not a transaction log. It will not match your EOD totals and is not designed for daily close. Use the EOD Report for end-of-day reconciliation.
Confirming a client’s balance is fully resolved — The client profile displays a net sum of all charges and credits. If those cancel each other out, the profile may show $0.00 — but individual invoices can still carry outstanding balances or credits underneath. The AR report works at the invoice level, so a client showing $0.00 on their profile can still appear in AR. Always check individual invoices and the Credit column before concluding a balance is fully settled.
What You Need to Know
This is a snapshot report, not a period report.
Selecting "Today" shows all balances still outstanding as of today — not invoices created today. Invoices from months ago will appear if they are still unpaid. This report cannot display a specific custom date range.
It will not match your Revenue or Payments Report.
Those reports measure activity within a date range. AR measures what is still owed at a point in time. They are designed for different purposes and will not produce identical numbers.
Always re-run after changing a filter.
Select your filters, then click View Report. If you adjust any filter, click View Report again to refresh the results.
Both tabs scroll horizontally.
The report is wider than the visible screen. Scroll right to see all columns on both the AR with Aging and AR Invoice Balance tabs.
Filters
Time Period (required)
Sets the "as of" date for the snapshot. Select from the following options:
Today — all outstanding balances as of right now, not invoices created today.
Last Month End — all balances outstanding through the end of last month, excluding the current month.
Last Quarter End — all balances outstanding through the end of last quarter, excluding the current quarter.
Last Year End — all balances outstanding through the end of last year, excluding the current year.
Custom — set your own date.
For the most consistent month-end snapshot, use Last Month End as your Time Period and run the report with no Invoice Status filter to capture all statuses.
Invoice Status
Narrows results to invoices in a specific status: Active, Charges Complete, or Checked Out. Leave this blank to include all statuses. See the known limitation below.
Filter by Balance Type
Outstanding Balance — shows clients or invoices with a positive amount owed to the practice.
Credit Balance — shows clients or invoices with a negative balance, such as overpayments or unapplied credits.
These two views are separate — credits are not automatically netted against outstanding balances. You must switch the toggle to see each view.
Switch to Credit Balance to identify clients who have a negative balance and may be owed a refund or have a credit to apply.
Filter by Date Type
Item Administration Date — the date the treatment or item was added to the medical record.
Item Creation Date — the date the line item was adde to the invoice.
Use Item Administration Date for clinical accuracy.
Use Item Creation Date if your team often backdates or enters changes after the visit.
Include Inactive Clients
Off by default. Toggle on to include clients who are no longer active but may still have outstanding balances.
If your AR total differs from what your accountant is seeing, check whether this toggle is on or off.
Tabs
Once you run the report, two tabs are available to view.
AR with Aging
Groups outstanding balances by client, broken down into aging buckets based on how long each balance has been unpaid.
Aging buckets show amounts grouped by days since the charge originated:
Current — under 30 days
30 — 30 to 59 days
60 — 60 to 89 days
90 — 90 to 119 days
120+ — 120 or more days
The Total row at the bottom of the table is the sum of all values in each column. Use it to quickly assess the scope of AR across all clients for your selected timeframe.
Key columns:
Column | Description |
Client Type | The client type assigned to this client (e.g., Employee) |
Client Full Name | Clickable link to the client profile |
Full Address / Phone / Email | Contact details |
Client Status | Active or Inactive |
Last Payment Date | Most recent payment on the account |
Last Paid Amount | Amount of the most recent payment |
Current / 30 / 60 / 90 / 120+ | Balance amounts by aging bucket |
Total | Total outstanding balance for that client regardless of age |
Credit | Any credit balance on the account |
Total Due | Total outstanding minus any credits |
You can download this tab's data via the AR with Aging CSV link at the top right of the tab.
AR Invoice Balance
Lists each invoice individually, without aging buckets. Use this tab when you need to see which specific invoices are contributing to a client's balance.
Key columns:
Column | Description |
Client Type / Full Name | Client details |
Production User | Provider(s) on the invoice |
Production User Initials | Provider initials |
Invoice Number | Clickable link to open the invoice |
Invoice Date | Date the invoice was created |
Invoice Status | Active, Charges Complete, or Checked Out |
Subtotal | Sum of item subtotals: (quantity × price) + any dispensing fee |
Discount | Amount discounted |
Tax | Tax applied |
Refund | Any refund processed against the invoice |
Paid | All payments applied to this invoice historically — not just payments made during the selected time period |
Total | (Subtotal – Discounts) + Tax |
Balance Due | Total – Paid. A negative value indicates a refund owed to the client that has not yet been completed. |
Last Payment Date | Most recent payment on this invoice |
Days Aging | Number of days since the invoice date |
Click Days Aging to sort invoices by how long they have been unpaid and prioritize oldest debt first.
The Total row at the bottom aggregates all financial values across visible invoices.
You can download this tab's data via the AR Invoice Balance CSV link at the top right of the tab.
Why the Two Tabs May Show Different Totals
The AR with Aging tab groups balances at the client level. The AR Invoice Balance tab lists individual invoices. These are not two views of the same data — they use different queries and apply filters differently.
Reconciliation check: The Total column total in AR with Aging should match the Balance Due column total in AR Invoice Balance. If they do not match, an Invoice Status filter is likely the cause — see the known limitation below.
Known Limitation: Invoice Status and Aging
The Invoice Status filter is applied to the AR Invoice Balance tab but is not applied to the aging summary in the AR with Aging tab. This means:
If you filter by "Checked Out" invoices, the AR Invoice Balance tab will correctly show only checked-out invoices.
The AR with Aging tab will still display totals that include all invoice statuses, regardless of your filter selection.
This can cause the per-client totals to appear higher in AR with Aging than in AR Invoice Balance when an Invoice Status filter is active.
Frequently Asked Questions
Why are some totals negative?
Negative totals indicate a credit balance — the practice owes money to the client rather than the other way around. This can result from an overpayment, a refund that was initiated but not fully completed, or a direct account payment such as a deposit that was not applied through an invoice. To view these clients specifically, switch the Filter by Balance Type to Credit Balance.
Why doesn't the Paid column match payments collected in a given period?
The Paid column shows all payments ever applied to that invoice — not just payments made during the selected time period. To see payments collected within a specific date range, use the Payments Report instead.
Why does a refund not reduce the Balance Due?
Refunds are recorded separately from payments. A refund processed against an invoice will appear in the Refund column, but the Balance Due reflects what is still outstanding on that invoice after payments and discounts. If a balance remains after a refund, the invoice may still have unpaid charges.
What does "Days Aging" mean?
The number of days between the invoice date and today. Higher values indicate older, unpaid invoices.
Why does my AR total differ from my accountant's number?
The most common causes are the Include Inactive Clients toggle (off by default) and the Filter by Balance Type setting. If your accountant is including inactive clients or netting credits against outstanding balances differently, the totals will not match. Run the report with Include Inactive Clients turned on and compare both Outstanding Balance and Credit Balance views.
Can I include inactive clients?
Yes. Toggle Include Inactive Clients on before clicking View Report. Inactive clients can still carry outstanding balances and will not appear unless this toggle is enabled.