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Exporting your reports

Nadya
Updated

You can export all reports to further analyze their data for performance, compliance, or reconciliation purposes outside of SimplePractice. Exporting a report also allows you to share it outside of your account, if needed. 

You can export certain reports from Analytics > Report exports, and export all other reports from the report’s own page under Analytics > Reports. We recommend exporting from Report exports whenever applicable.

Note: Exporting a report is different from a full data export. For more information, see Exporting client information through data exports.

In this guide, we’ll cover: 

Exporting from the Report exports tab

You can perform a one-time export for certain reports from Analytics > Report exports. These include the following reports: 

To perform a one-time export of a report that isn’t available in the Report exports tab, you can export a report from its own page. To learn more, see Exporting from the report’s page.

Note: Our team is working on adding more reports to the Report exports tab. If you’d like to see a certain report in the Report exports tab, you can add your feedback in the Ideas and Suggestions board. 

When you export from the Report exports tab, you’ll be able to view information about the export in the tab. Additionally, the Report exports tab will keep a history of all the exports you’ve performed through the tab. To learn more, see Accessing your exports and export history.

Note: To learn how your team member role impacts your access to the Report exports tab, see Which team members can export a report?

To perform a one-time export through the Report exports tab:

  1. Navigate to Analytics > Report exports
  2. Click + New report export
Analytics Report exports page with a blue arrow pointing to the New report export button.
  1. From the Report type dropdown, select the report you'd like to export
  2. If you selected Income allocation, select Current payments or Past pay periods from the Report category drop down
  3. Configure the Filters for your report, such as the Date range of the report
New report export flyout with a blue arrow pointing to the Date range field in the Filters section.

Note: For more information on configuring filters for a report, see Which filters are available when exporting a report through the Report exports tab?

  1. Under File types, select CSV or XLSX for your report’s file type
  2. Click Export report

Accessing your exports and export history

Once an export from Analytics > Report exports begins processing, it will appear in the Available reports tab.

Analytics Available reports page with a blue arrow pointing to the Filed claims report row.

You can see the following information about an export: 

  • Report name
  • Report date range
  • Exported on
    • This shows the date and time the export started
  • Time to expire
    • This shows how much longer you have until the report is no longer available for download
  • Status
    • This can be one of the following statuses:
      • Exporting
      • Ready to download
      • Expired
      • Failed
      • Inaccessible
  • File details
    • This includes the size of the file, and its file type

Tip: You can use the Report name and Status filter dropdowns to filter for a certain report or status.

Analytics Available reports page with a blue arrow pointing to the Report name and Status filter dropdown.

When an export is ready for download, click Download next to the export.

Analytics Available reports page with a blue arrow pointing to the Download button for a export.

Important: Once a report is ready for download, it’ll only be available until 12 PM on the next business day. After this time, the report will expire, and the Download button will appear as Export again.

When the export is ready to download, you’ll also be notified via email. In the email, you can click Download Report Now to immediately navigate to SimplePractice and download the file.

Note: You’ll also receive notifications in SimplePractice whenever an export is ready to download, or when it’s expired.

To schedule exports at a certain frequency, see Scheduling an export.

Exporting from the report’s page

You can also perform a one-time export of a report from its own page. You can do this for all reports in SimplePractice.

Note:  If you export a report from its own page, it won’t appear in your Report exports tab. We recommend exporting all reports listed in Exporting from the Report exports tab from the Report exports tab, and exporting all other reports with the steps below. 

To do this: 

  1. Navigate to Analytics > Reports 
  2. Select the report in question
  3. Click Export > CSV or Excel
Clinician invoicing report page with a blue arrow pointing to the Export dropdown menu.

Unlike most reports, the Income allocation > Current payments report can only be exported in CSV. Additionally, clicking on an annual financial activity report from the Reports tab will automatically export the report to your device.

Scheduling an export

Through Analytics > Report exports, you can schedule an export of certain reports on a regular basis. This is helpful if you want to track changes in your report data over time. 

Note: The Income allocation > Past pay periods report isn’t available for export scheduling.

To schedule an export: 

  1. Navigate to Analytics > Report exports
  2. Click Scheduled reports > + New scheduled report
Analytics Scheduled reports page with a blue arrow pointing to the New scheduled report button.
  1. From the Report type dropdown, select the report you'd like to export
  2. Configure the Filters for your report, such as the Date range of the report

Note: For more information on configuring filters for a report, see Which filters are available when exporting a report through the Report exports tab?

  1. Under File types, select CSV or XLSX for your report’s file type
  2. Under Frequency, select how often the report should be exported
New report export flyout with a blue arrow pointing to the Frequency dropdown in the Export frequency section.
  • You can choose from the following frequencies:
    • Daily
    • Every Monday (weekly)
    • Every other Monday (biweekly)
    • 1st of every month (monthly)
    • 1st of every quarter (quarterly)
    • 1st of every year (yearly)
  1. If you'd also like to export the current version of the report, check Export report now
    • Select the date range you’d like this export to cover
New report export flyout with a blue arrow pointing to the Date range field in the One-time export section.
  1. Click Schedule report
    • This will appear as Schedule and export report if you’re also exporting the report’s current version

The next export scheduled for the report will appear in the Scheduled reports tab.

You can see the following information about a report scheduled for export: 

  • Report name
  • Filters applied
  • Export frequency
    • This shows the frequency set for the report’s exports, which can be one of the following:
      • Daily
      • Weekly
      • Biweekly
      • Monthly
      • Quarterly
      • Yearly
  • Exports on
    • This provides more information on the chosen export frequency 
  • Next scheduled export
    • This is the upcoming date and time of the next planned export
  • File details
    • This reflects the export’s file type (CSV or XLSX)

Tip: You can use the Report name and Report frequency filter dropdowns to filter exports for a certain report or frequency. 

Analytics Scheduled reports page with a blue arrow pointing to the Report name and Report frequency filter dropdowns.

You can also edit or delete a scheduled export: 

  • Click the pencil icon to edit the scheduling of an export
  • Click the trash can icon to delete the scheduling
Analytics Scheduled reports page with a blue arrow pointing to the Edit scheduled report and Delete scheduled report icons.

If you checked Export report now during your scheduling, the current version of the report will begin processing for export. It’ll appear in the Available reports tab.

For more information on navigating the Available reports tab, see Accessing your exports and export history.

FAQs

Which team members can export a report?

If you’re exporting a report from Analytics > Report exports, your ability to perform and schedule an export depends on your team member role. For more information, see the table below. 

Note: Any exports you make can’t be accessed by any other team member in your account. 

Role Access
Account Owner
  • Can export and schedule all reports available in Analytics > Report exports
  • Can filter reports across all clinicians and clients
Clinician with entire practice access
  • Can export and schedule all reports available in Analytics > Report exports, except for the Income allocation report
  • Can filter reports across all clinicians and clients
Clinician with full client list access
  • Can export and schedule all reports available in Analytics > Report exports, except for the Income allocation report
  • Can only filter reports for their own data
    • If exporting the Appointment status report, can only access their own clients’ data
Clinician with billing access
  • Can export and schedule all reports available in Analytics > Report exports, except for the Income allocation report
  • Can only export and schedule reports filtered for their own data
    • If exporting the Appointment status report, can only access their own clients’ data
Clinician with basic access
Practice manager
  • If given the permission to View financial dashboards and reports: 
    • Can export and schedule all reports available in Analytics > Report exports, except for the Income allocation report
    • Can filter reports across all clinicians and clients
  • If they don’t have the permission to View financial dashboards and reports:
Practice biller
  • Can export and schedule all reports available in Analytics > Report exports, except for the Income allocation report
  • Can filter reports across all clinicians and clients
Practice scheduler
Supervisor

Which filters are available when exporting a report through the Report exports tab?

Based on the report you’re exporting, certain filters can be configured for the report. 

For all reports, you’ll be able to select the date range that the report will cover under the Date range dropdown. Additionally, if you have multiple clinicians in your practice, you can choose whether a certain clinician’s data will only be included in your report under the Clinician dropdown.

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