Reports provide data and organize information to help you run your business better. These reports include data related to topics such as Overall Income by Month, Text & Voice Reminders Sent, Unpaid Insurance Appointments, and Income Received by Clinician. Click Reports on your Calendar homepage to view your practice analytics.
Here you'll find:
- Projected Income for This Month
- Income from Last Month
- Income year-to-date
- An Income by Month graph that shows your practice’s growth trends over time. If you take insurance, you can sort this data by Client Payments and Insurance Payments.
- Practice Reports organized into three categories:
- Client Reports
- Insurance Reports
- Practice Income Reports
Note: Each report can be downloaded as a CSV or Excel file, allowing you to easily review or print as needed.
Important: The income-related reports do not include Stripe fees.
Projected Income for This Month
Projected Income for This Month is a dollar amount estimate for the expected revenue for a given month. This estimate combines both:
Here's what the formula looks like:
(Client payments + Insurance payments recorded in the month to date)1 + (Fees for future non-cancelled appointments for the rest of the month)
1Once an appointment has passed and remains unpaid, it's no longer included in the Projected Income until the appointment fee is paid.
Note: Please remember that these are just estimates based off of the information entered into your account and averages related to insurance. Additionally, only Account Owners or Clinicians with Administrator Access can view Projected Income for This Month.
Income from Last Month
Income from Last Month shows how much income was recorded in SimplePractice for the previous month. If a payment was recorded last month, that means it's included in this number, regardless of when the appointment occurred. The number of appointments shown here denotes the number of appointments you received income from in the last month. Those can be appointments with the statuses show, no show, and/or late cancelled.
This is the total sum of all the payments you've received in the current year. The number of appointments shown here denotes the number of appointments you received income from in the last year. Those can be appointments with the statuses show, no show, and/or late cancelled.
This is an overview of the balance information for both the client and the client's insurance company. Note that the insurance payments on this report only include the insurance payments allocated to the client's appointments. You can filter this report by date, and you can also choose to view clients With Balance, Show Details, and/or Include Insurance.
This report is organized by client based on appointment status: Show, Cancelled, Late Cancelled, No Show.
This report shows the status of every invoice in your account. You can sort this report by date range and by invoice status: Paid or Credit, Unpaid, or Past Due.
This is an aging report of cash owed by clients, excluding insurance money owed.
This report gives you a record of emails that are sent from SimplePractice's system for the last 30 days. Emails include: invitations to clients to complete the intake, your schedule for today, self-scheduling invitations (Professional Plan), enrollment updates, insurance claim updates, and subscription-related emails (e.g., invoices and payments for your account).
Text & Voice Reminders Sent
This report keeps a record of the reminders sent to your clients in the last 30 days. You can refer to this report to check to see if a reminder was sent to a client. For more information about appointment reminders, see these guide: How to set up appointment reminders and Making sense of client reminder statuses.
Unpaid Insurance Appointments
This report shows a list of unpaid insurance appointments for each client listed by date.
The Claim Aging report is an aging report on money owed from insurance companies, and it's sorted by insurance provider.
Unbilled: This is the sum of the appointment fees that have not been included on a superbill or on a CMS claim form.
Total Charges: This is the sum of all insurance claims, both electronic and printed CMS 1500 claims.
Due 30 Days: This is the sum of all unpaid claims for appointments that were created more than 30 days ago.
Due 60 Days: This is the sum of all unpaid claims for appointments that were created more than 60 days ago.
Balance Due: This tells you the entire balance due for all claims created for this payer.
This report shows a list of all insurance claims that have been filed electronically through SimplePractice for a selected date range.
Electronic Payment Reports
This report shows a list of all payment reports (electronic EOBs) received through SimplePractice for a selected date range.
Insurance Processing Fees
This report shows a list of charges incurred from electronic claim filing. Claims on the pay-as-you-go plan cost $.25/claim and can hold up to 6 appointments per client per claim. For more information about our claims packages, refer to this guide: How much does it cost to bill insurance through SimplePractice?
PRACTICE INCOME REPORTS
Overall Income by Month
This report details your monthly total income from clients and insurance companies received during a given month regardless of when the services for those payments occurred.
Note: If you would like to generate a report detailing end of year totals, you can export this report as a CSV or Excel file and then manipulate the data to best serve your accounting or reporting needs.
Income Charged by Clinician (group practices only)
This report shows the total amount of invoices for the selected time period. The report will show a total of invoiced and uninvoiced amounts. This will be helpful to ensure all appointments are invoiced and to keep up with the total amounts billed by each clinician.
Income Received by Clinician (group practice only)
The Income Received by Clinician report shows the total amount of payments received by the clinician for a Pay Period. You also have the ability to create Pay Period Snapshots and view Adjustments. To learn more about this report, please see this guide: Payments Received by Clinician report & Past Pay Periods Snapshots.
(Year) Tax Report
When you click (Year) Tax Report, you'll see a green banner appear letting you know that we're compiling your report and that we'll email you letting you know when it's ready. When you receive the email, it will contain a link to download your tax report. This link will expire after 24 hours. Once your report has downloaded, it should look similar to this:
Note: You can learn more about the Tax Report in these guides: Tax Report FAQs and Tax Report: What to do if there's a discrepancy with your Stripe fees.
Payout reports detail all of the credit card charges processed through your account. You can see the following details pertaining to each charge:
- Date of the charge
- Status of the charge
- If the Status is Failed, hover over the i information icon to learn the details of the failure.
- The Bank/Card used for the charge
- The Description of the charge
- The Arrival
- This is the date your payout will arrive in your bank account. For pending or in transit payouts, this date is the expected date.
- The Amount of the charge
Card Transactions report
Clicking View Transactions will take you to the Card Transactions report that details:
- The Date of the charge
- The Client charged
- The Type of transaction
- The Status of the charge
- The Fee associated with the transaction
- The Amount
Note: You can also navigate to your Card Transactions from your Calendar homepage by clicking Billing > Card Transactions.
For the selected period of time, you can also view the financial breakdown in the banner that includes the following:
- Net: The amount that you earned minus processing fees
- Gross Amount: The amount that you earned before fees
- Fees: The processing fees associated with the payout (2.95% + $0.30 for each successful transaction)
Clicking View details will allow you to view the Transaction Details:
- The Payout ID associated with the transaction
- The Arrival
- The Description of the charge
- If the Status is Failed, the Failure message will be listed
- The Amount
You also have the option to export this report by clicking the Export button from the Transactions report. Once you do that, we'll send you an email when the file is ready for you to download.
To download the file, you'll go to My Account > Settings > Data Exports and click the correct file.
Tip: To set up Stripe Online Payments in your account, navigate to My Account > Settings > Billing and Services > Online Payments and follow the steps found in this guide: Client Payments: Card processing in SimplePractice.
Referral Sources report
The Referral Sources report details where referrals came from and the Total Revenue attributed to those sources. Total Revenue is the lifetime revenue from clients that have a referral specific source associated with them.
The Referral Sources report populates based on the date the client was added, so a client will only appear as part of the referral tallies if the date range includes the date on which that particular client was added.
This report also allows you to manage your referral sources. Clicking Manage Sources will allow you to remove sources from your list.
You also have the option to export the Referral Sources report as an Excel or CSV file.
Note: Each role has access to this report except for Schedulers, Supervisors, and Clinicians with Basic Access. Only Administrators will have access to the Total Revenue column and to Manage Sources.
Tip: You can add a referral source for a client by going to the client's Overview page > Edit Details. There, scroll down to find the Referred by section and add in the information.
Note: We plan to continue to build out the data visualization items and reports on this page to provide you with more visibility into the inner workings of your practice.