📝 If you've used this report before: This is a significantly updated version. The report now opens with four summary tiles giving you an instant financial position for the period. Two charts have been added — a payment status breakdown and outstanding balance by practice or provider. The results table is now grouped by practice with a collection rate per location, and column management lets you show, hide, and reorder all available columns. The underlying invoice data is unchanged.
Generating the report
Set your Date Range using a preset (e.g. Last 30 days) or custom dates.
Select the Practices and Providers you want to include.
Click Create Report.
No data loads until you click Create Report. This keeps the report fast, regardless of the date range you choose.
📝 Please note: If the report takes longer than expected or returns no data, check that at least one practice and one provider are selected, then try narrowing your date range.
Summary tiles
The four tiles at the top give you an instant financial position for the period.
Tile | What it shows |
Total Invoiced | The value of all invoices raised in the selected date range |
Total Paid | Payments received against those invoices |
Outstanding | What is still owed |
Collected | Total collected as a percentage of total invoiced, colour-coded to indicate performance |
Click the Outstanding tile to instantly filter the results table to outstanding invoices only. Click it again to clear the filter.
Charts
Payment Status Distribution
A donut chart showing the split between collected and outstanding across the selected period. Use this to see at a glance what proportion of invoiced value has been recovered.
Outstanding by Practice / Provider
A bar chart showing outstanding balance. Toggle between Practice and Provider views using the buttons in the top right of the chart panel. Use this to see where debt is concentrated.
The results table
Views
Switch between two table modes using the buttons in the toolbar:
By Practice — invoices grouped under each practice, with a summary row showing total invoiced, collected, outstanding, and collection rate. Click a practice header to expand or collapse it. Use Expand All / Collapse All to control the full list at once.
All Invoices — a flat list of every invoice, useful when you want to sort across all practices simultaneously.
Sorting
In By Practice view, use the Sort dropdown to reorder practices:
Highest outstanding first — surfaces the practices with the most debt at the top
Lowest collection rate first — surfaces the practices with the weakest collections performance
Alphabetical (A–Z)
Columns
Click Column Settings to adjust table density (Compact, Normal, or Comfortable).
Click Manage Columns to show or hide individual columns, drag them into a different order, or reset to the default layout.
Key columns
Column | What it tells you |
Invoice Date | When the invoice was raised |
Invoice Number | The invoice reference |
Patient Name | The patient the invoice relates to |
Payor Name | Who is responsible for payment |
Provider | The clinician who delivered the treatment |
Invoiced | Total value of the invoice |
Collected | Amount received so far |
Outstanding | What is still owed on this invoice |
Days Outstanding | Age of the debt. Values over 60 days are highlighted in red |
Status | Paid, Part-paid, Outstanding, or Written off |
Filter parameters
Use the Filter button to refine results without regenerating the report. Key options include:
Practice, Provider, Payor Name
Payment Type — All Invoices, Unpaid, Paid, Part-paid, or Unpaid and Part-paid combined
Invoice Category — All, Patient invoices only, or Payor invoices only
Status — Paid, Part-paid, Outstanding, Written off
Active filters appear as coloured pills below the search bar. Remove individual filters by clicking the × on a pill, or clear all filters at once.
Use the Search box to find records by patient name, provider, invoice number, or payor.
💡Top tip: Dentally users can now click on the patient name or code to access their file directly
Exporting
Click Export to download the report as a CSV, Excel workbook, or PDF.
Scheduling reports
Instead of exporting manually each time, you can set the report to deliver automatically on a recurring basis - saving you time. Select Schedule Report, then:
Name for Report — a label to identify this scheduled export
Password for Zip File — the report is delivered as an AES-256 encrypted zip, so set a password here to protect it
Schedule Frequency & Period — choose when and how often the report should run (e.g. Schedule Now, or a recurring frequency)
Recipient Email Addresses — enter one or more email addresses, comma-separated. Recipients must be users in your group. Leave this blank to send the report to yourself.
📝 Please note: the password is required to open the zip file, so make sure this is shared securely with recipients ahead of time.
For now, only Admin users can schedule to other people in the group.
Once you've configured your settings, select Schedule to confirm. The report will be delivered automatically as an encrypted zip file to the selected recipients on the schedule you've set.
You can edit or cancel a scheduled report at any time from the Scheduled reports section under Settings.
Data Only mode
Toggle Data Only to hide the summary tiles and charts and show only the table. Useful when you are exporting or reviewing a large volume of records.
Resetting the report
Click Reset Configuration to clear all filters, column changes, and sorting. The date range resets to the last 30 days and all practices are selected.
Commonly asked questions
What does the Collected % colour coding mean? The tile uses a colour indicator to show how your collection rate is performing. Green indicates a strong rate, amber indicates room for improvement, and red indicates collections need attention.
What is the difference between Payment Type options? Unpaid shows invoices with no payment at all. Part-paid shows invoices where some payment has been received but the balance is not yet cleared. Unpaid and Part-paid combined is the most useful view when chasing outstanding debt, as it captures both.
Why do some invoices appear with a £0 patient balance? The report includes unallocated payment invoices where the balance in your practice management system shows as £0. These are included to ensure all payments are correctly allocated against provider revenue.
Can I see outstanding invoices for a single provider across all practices? Yes. Select the provider in the Providers filter before generating the report, then use All Invoices view to see a flat list across every practice.