The Transaction Report provides a detailed, filterable view of all client financial transactions processed within a specific time period. It includes comprehensive payment information linked to invoices, patients, and clients. This report is essential for administrative, billing, and reconciliation tasks, allowing clinics to monitor payment flows, issue refunds, and ensure all transactions are appropriately logged.
🎯 Intended Usage Context
This report is designed to be used internally by administrative and financial teams to:
Review and track client payments and refunds
Audit transaction history associated with specific invoices or clients
Reconcile payment types (e.g., cash, credit cards, vouchers)
Monitor invoice statuses (e.g., Checked Out, Active)
Export data for manual integration into external accounting software (e.g., QuickBooks)
Note: While detailed and comprehensive, the Transaction Report is not designed to replace full accounting software. It supports manual entry or reconciliation workflows, especially when no direct software integration exists.
📆 Selecting a Time Period
Use the Time Period filter to narrow down the report:
Options like “This Month”, “Last Month”, or custom date ranges help target the period of interest.
This field is required to generate the report.
📑 Report Table Structure
Once filters are applied and “View Report” is clicked, a single consolidated table is displayed with the following key columns:
Column Name | Description |
Date of Payment | The actual date a payment or refund was recorded |
Client ID / Name | The internal ID and full name of the client |
Patient ID(s) / Name(s) | Lists all patients tied to the transaction |
Invoice ID(s) | Linked invoice(s) that the transaction applied to |
Invoice Status | Whether the associated invoice is “Checked Out” or still “Active” |
Date Invoice Opened | The original date the invoice was created |
Amount Paid | Final transaction amount, including payments and refunds |
Transaction Type | “Payment” or “Refund” |
Payment Type | Method of payment: Cash, Card types, Vouchers, etc. |
Check Number | Populated only if the payment method was check |
Payment Note | Any custom comments entered by staff during payment processing |
User | Staff member who completed the transaction |
📤 Exporting the Report
Use the Download button to export the table to CSV or PDF format. This is helpful for:
Manual reconciliation with accounting software
Archiving transaction history
Auditing client account activity
A direct link to Transaction Report CSV is also provided below the table for quick access.
📝 Best Practices & Notes
Filter by date before exporting to ensure manageable data sets.
Regularly export this report to maintain offline records.
Use the Invoice Status and Payment Type columns to identify anomalies or incomplete checkouts.
For clinics using vouchers or alternative payments, the Payment Note column is useful for referencing payment context.