SimpleClinic includes a range of built-in reports to help you monitor and analyse different areas of your clinic, including marketing, financials, patient and practitioner KPIs (Key Performance Indicators), orders, inventory, and more. 


On this page: 

  • How to access Reports
  • Printing Reports
  • Exporting Reports and Working with Data 
  • Reports Best Practices
  • Understanding cash and accrual reporting 
  • Important Information


How to access Reports

  • Click Report Centre from the left hand main menu -> select All Reports -> click on each report to view. 


Printing Reports

  •  Use CTRL-P (Windows) or Command-P (Mac) to print the report from your browser. 


Exporting Reports and Working with Data 


Reports Best Practices

  • See this article for guidance on using reports for sole practitioners, multi-practitioner clinics, practitioner commissions, and other common reporting needs.


Understanding cash and accrual reporting


Before selecting a sales report, it is important to understand the difference between cash and accrual accounting:


Cash accounting records income when payment is received.

Accrual accounting records income when the invoice is created, regardless of whether it has been paid.


For example, if an invoice is created in June but paid in July:

  • A cash report will include the revenue in July.
  • An accrual report will include the revenue in June.


Cash reports are generally more useful for checking actual payments received and managing cash flow. Accrual reports are generally more useful for reviewing sales activity and financial performance for a particular period.



Note : *Your accountant will advise you whether you are registered for cash or accrual *


Important Information 

  • after changing the date range -> select the RUN button again to refresh the new dates
  • the results of some reports will be limited to your user access level.
  • See this article for how to assign categories for reporting.
  • Reports in the Legacy Reporting section are no longer supported or actively maintained. While they remain available for use, we cannot guarantee their accuracy and no further enhancements or updates will be made to these reports. 



A list of current reports and their descriptions or use is as follows:


Report Name

Details

Sales Report
  • This report will show ANY payment received in a date range, broken down into their payment method - EFTPOS, HiCAPS, cash, or other methods.
  • This is the report that you should generate each day, or each week or each month to send to Xero (or your accountant) if required.
  • The most common use for this report is to check end of day takings.
  • The GST amount is ALWAYS the total GST amount of the full invoice NOT only the paid amount.
  • This report can be filtered by practitioner.
  • If the role is set to practitioner OR employee, it will only return sales for that user.
  • If the "hide vouchers" setting in Report Settings is set to Yes, invoices paid by voucher will be EXCLUDED, otherwise the will be included in this report.
  • Accrual version: Report data is based on the Invoice Date. Payment totals include all payments applied to those invoices, regardless of when the payments were received.
  • Cash version: Report data is based on the Payment Date. Only payments received within the selected reporting period are included, regardless of when the invoice was created.
Revenue by Item Category ReportThis report returns all invoiced items with the amount paid and the GST amount. The amount paid is the total invoice amount paid -- the GST amount is the tax associated with the item.
This report allows filtering on the item category (ie, product, service, liquid herbal etc).
If the user is practitioner or employee, it will return only the sales specific to them.
See this article for more on categories. 
Invoices not fully paidDisplays all invoices where there has been a part payment or NO payment to the invoice.
Restricted to the invoice practitioner branding IF the user is either a practitioner OR an employee. Displays ALL if the practitioner is admin or reception.
This report EXCLUDES invoices that have been set to hidden.
Top 20 PatientsThis reports shows your top 20 patients in a period - based on the start and end date selected.
The report results are dependent on the user logging in. For example:
  • an admin or reception user will be shown the top 20 patients for the entire clinic for the chosen period. 
  • an employee or practitioner user will be shown the top 20 patients who are assigned to them as a practitioner for the chosen period.  
Backorders ReportShows the invoices and order items that have been marked as back order.
Restricted to the invoice practitioner branding IF the user is either a practitioner OR an employee. Displays ALL invoices if the logged in user is an admin or reception role.
Orders Waiting Picking Report Customers and invoices which are awaiting pickup
Orders Needing Shipping Report Products and invoices which are ready to ship out to customers
Stock on Hand

This report shows your stock levels, along with the amount purchased, stock on hand, products sold, and overall value.

Only items which have been ordered and received via Orders will be shown on this screen to be adjusted.
Grouped Product Sales ReportSee the quantity of items sold for a selected period to identify product movement. Sales are grouped by item name. Click on the quantity to then view the linked invoices to the item. Use this report to improve dispensary performance, stock ordering and identify slow moving items. 
Expense ReportThis report will list all expenses that have been paid within the given date range.
If the user is a practitioner OR employee, this report will return NO data.
Consult ReportThis report returns all services purchased (not product sales) that have been invoiced and ANY payment has occurred in the given date range.
The report can be filtered by practitioner name.
If the user is practitioner or employee, it will return only the sales specific to them.
Patients Without AppointmentsThis report can be used for showing which patients haven't been booked into appointments after a given date.
This can be used for following up with the patients, if needed, to check on their progress or to book them in again for a follow-up consultation.
The report can be exported to a CSV file for email marketing or contacting via phone.
Referral Sources

This report will show the new patients created in the given date range along with the patient's referral source, or how they found your clinic.
If the user is a practitioner, it will only show their own patients.

Under Legacy Reporting
Birthday Report This report shows patients listed by their birth date.
Under Legacy Reporting
Daily ScheduleThis report will show appointments over a given date range broken down by day. It will include both patient appointments and blocks.
If is filterable by practitioner name.
If the patient is a practitioner or employee, it will only return events for them.
Under Legacy Reporting
The Sales Report (by Invoice Practitioner Branding)

Provide sales information filtered according to the practitioner branding applied to the invoice.

Shows is invoices where ANY payment has occurred on the invoice within a date range (not necessarily the full amount).

Sales Report by Invoice Practitioner Branding (Cash Accounting Method)Provide sales information filtered according to the practitioner branding applied to the invoice.

Patient Report

This report shows active patients linked to a selected practitioner. Useful for larger clinics with multiple practitioners.