Navigate to: Reporting > Client & Patient > Client Report
What This Report Is For
Finding new clients.
Use Client Date Created to pull a list of clients whose records were added during a specific period.
Reviewing recently active clients.
Use Last SOAP Date or Last Invoice Date to see who visited or was billed within a time range.
Identifying top-spending clients.
Sort by Period Sales or Lifetime Sales to rank clients by spend.
Pulling a filtered contact list.
Filter by whether clients have an email or mailing address on file — useful for campaigns or mailings.
Reviewing communication and reminder preferences.
The Communication Preferences and Reminder Notification Preference columns show how each client is set up to receive outreach.
What This Report Is NOT For
Calculating detailed spend history for one specific client.
Use the Transaction Report or Invoice Summary filtered by that client's name — the Client Report's date filter can exclude transactions from other periods and produce incomplete totals.
Identifying clients with zero activity.
Clients with no recorded activity may not surface depending on which Run Report By option you choose. Use All Data to pull your full list, then look for blank date columns.
New vs. returning patient comparisons.
The Client Report reflects client accounts, not individual patients. Use the Patient Report run by Last Patient Date Created for patient-level counts.
Appointment or visit-level detail.
Use the Appointment Report or SOAP Report instead.
Finding duplicate client records.
There is no report for this. Use the client or patient search instead.
What You Need to Know
Both Time Period and Run Report By are required.
The report won't generate until both fields are filled in.
Run Report By controls what the time period actually filters.
This is the most common cause of unexpected results. Each option filters by a different date field on the client record. If you're looking for new clients, you need Client Date Created — not Last SOAP Date or Last Invoice Date. Choosing the wrong option returns a completely different set of clients.
All Data returns every client in your database.
All Data does not apply the time period you set. Use it when you want your complete client list regardless of activity. Results can be very large.
Period Sales and Lifetime Sales mean different things.
Period Sales reflects transactions within the selected time period only. Lifetime Sales is the client's total all-time spend and is not affected by your date filter. Both columns appear in results regardless of which option you pick.
Run Report By
Each option filters the report by a different date field. Choosing the right one determines who appears in your results.
Run Report By | Returns clients where... |
Last Patient Date Created | Their most recently added patient was created within the selected time period |
First SOAP Date | Their first-ever SOAP note falls within the selected time period |
Last SOAP Date | Their most recent SOAP note falls within the selected time period |
Last Invoice Date | Their most recent invoice falls within the selected time period |
Client Date Created | The client record itself was created within the selected time period |
All Data | All clients in your database — time period is not applied |
Common Use Cases
New clients added during a period Run Report By: Client Date Created
The count at the bottom of the results (Totals row) gives you the total number of matching clients.
New clients vs. new patients: Client Date Created shows new client accounts. If a client already existed but added a new pet, they won't appear here. For new patients, use the Patient Report run by Last Patient Date Created.
Clients seen recently (active clients) Run Report By: Last SOAP Date or Last Invoice Date
Clients who haven't been in for a long time (lapsed clients) Run Report By: Last SOAP Date, with a Custom date range ending 2 or more years ago. This returns clients whose last SOAP falls within that range — it does not return clients who have never had a SOAP. See the FAQ for more on lapsed client identification.
Your full client list Run Report By: All Data (time period is not applied)
Top-spending clients this year Run Report By: Last Invoice Date, Time Period: This Year, then sort by Period Sales (descending) in the results.
Filters
These filters apply on top of your Run Report By and time period selection.
E-mail Address Filter to clients with or without an email address on file.
All (default)
Has Email
No Email
Mailing Address Filter to clients with or without a mailing address on file.
All (default)
Has Mailing Address
No Mailing Address
Results are split into two tabs: Active and Inactive. Both tabs reflect the same filters and Run Report By selection.
Columns
The following columns appear in the results. Scroll right to see all of them.
Column | What it shows |
Client ID | Unique system-generated client identifier |
Client Full Name | Client's full name (links to their profile) |
Client Type | Client type if assigned |
Client Discount | Discount applied to the client account |
Referral Source | How the client was referred to the practice |
Email address on file | |
Phone Number | Primary phone number |
Full Address | Mailing address |
Client Alerts | Alerts flagged on the client record |
Co-Owner | Co-owner listed on the account |
Authorized Agents | Authorized individuals on the account |
Communication Preferences | Number of active communication notification settings |
Reminder Notification Preference | Reminder delivery preferences for this client |
Create Date | Date the client record was created |
First Visit | Date of the client's first recorded visit |
Last Invoice Date | Date of the client's most recent invoice |
Date of Last SOAP | Date of the client's most recent SOAP note |
Active Patients | Number of active patients on the account |
Client Gender | Gender as recorded on the client profile |
Client DOB | Client date of birth |
Client DL State & No. | Driver's license state and number |
Client DL Exp. Date | Driver's license expiration date |
Period Sales | Total sales within the selected time period |
Lifetime Sales | Total all-time spend, regardless of the date filter |
Finance Charge | Finance charges applied to the account |
Additional Information | Free-text notes on the client record |
Downloading
Download button (top right) Generates the report as a PDF or CSV.
Use PDF to print or share a static view.
Use CSV to open the results in Excel or Google Sheets for sorting, filtering, and deeper analysis.
Active CSV / Inactive CSV You can download each tab's data separately via the download icon at the top right of the Active or Inactive tab.
Tip: If you need results sorted by a specific column — such as highest to lowest Period Sales — sort the on-screen results first, then download as CSV. CSV preserves your sort order and gives you full flexibility in Excel or Google Sheets. PDF reflects the on-screen view but may not reliably preserve column sort order.