🚨 This is currently in a closed beta and will be released to the entire customer base in the near future.

📝 Overview

The Accounts Receivable Activity report report shows you how much money clients currently owe you, and how long each balance has been outstanding. You can view it as a summary across all your clinics, or drill into an individual client to see exactly which charges, payments, and credits make up their balance.

💡Accessing the Report: Navigate to the Reports module. Select the Billing tab and find Accounts Receivable Activity.

There are two views once in the report, Aging and Reconciliation. This article will cover how each works.

👉 How Aging Works

⚠️ This is the most important thing to understand about the report.

Every charge on an invoice is aged based on the date Service Date (date service was actually performed), not the date the invoice was created.

If you see a client with a balance in the "61–90 days" column, that means there's a charge from 61 to 90 days ago still sitting unpaid, even if that charge happens to be sitting on a newer invoice with other, more recent charges on it.

🧠 For example: Say an invoice includes a checkup from two months ago and a follow-up visit from last week, and the invoice itself wasn't finalized until today. The two-month-old checkup will still show up in an older aging bucket, and the follow-up will show as current. They're aged separately, based on when the work happened, not when the invoice was put together.

The balances are sorted into five buckets:

Current — not yet due
1–30 days
31–60 days
61–90 days
Over 90 days

You can also run the report as of a past date (going back up to 36 months), and it will show you exactly what AR looked like on that day.

💡Tip: Individual clients can be selected, allowing you to see their transaction history within the report. Additionally, individual invoices can be selected within the transaction history. This allows for an all-encompassing, in-depth report without having to navigate to another section of your account

⚖️ The Reconciliation View

Alongside the aging report, there's a reconciliation view that shows how a clinic's total AR balance moved over a selected period: starting balance, plus what was invoiced, minus payments, credits, refunds, and write-offs, equals the ending balance. Any late or backdated activity (like the example above) shows up here as a clearly labeled out-of-period adjustment, and you can click into any line to see the underlying transactions.

For more information, sections have a question mark next to the title which explains exactly how the section is calculated.

🔒 How Period Closing Works

Each month is treated as a Period in the report. While a period is open (meaning the current month, or a past month that hasn't been finalized yet), balances can still shift as new charges, payments, or corrections come in.

⚠️ Please Note: When you (or your billing team) close a period — typically at month end — that period's numbers are locked in as a permanent snapshot. From that point on, the closed month's report will always show the same figures no matter when you look at it or what happens afterward. This is what makes month-end and year-end reporting reliable: once you've signed off on April, April doesn't quietly change on you in May.

What happens if a charge is backdated into a closed period?

Say your clinic closes the June period on July 5th. On July 20th, your staff realize a $200 exam from June 18th was never entered, so they add it now with a June 18th service date.

Here's what happens:

The closed June report doesn't change. If you pull up June's aging report again, it will look exactly the same as it did when you closed it — the $200 charge won't retroactively appear there. Closed periods stay locked.
The charge still shows up — just in the current period. The $200 will appear in July's (the currently open period's) activity. But because aging always follows the actual service date, that charge will immediately show as aged from June 18th rather than as "current" — so on today's aging report, it could already be sitting in an older bucket (for example, 31–60 days), even though it was only just entered.
It's flagged so it's not confused with new activity. In the reconciliation view, this kind of late, backdated entry shows up as "out-of-period AR activity" — activity that belongs to the current period's numbers but is clearly tied back to a prior invoice or an earlier month, so your billing team can see at a glance that it was a late addition rather than new June or July business.

In short: Closing a period protects your historical numbers from changing, but it doesn't prevent you from adding a late or backdated charge — it just makes sure that charge is aged correctly and clearly labeled as relating to an earlier period, rather than quietly rewriting history.

📉 Understanding Filtering & Sorting

The report grid organizes your data into sortable, customizable columns so you can focus on the metrics most relevant to your needs.

Filtering

Any column can be filtered by clicking the filter button (three descending lines) at the top of the column.

Click the dropdown in the first field to select your filter condition.

Type in the search field to narrow your results — the grid updates in real time as you type.

💡 Tip: Use the AND / OR toggle when filtering by multiple conditions. And returns results that meet all selected conditions; Or returns results that meet any of them.

Sorting

Click the three dots at the top of any column to access sorting and display options.

Pin Column — Pin Left moves the column to the far-left of the grid; Pin Right moves it to the far-right. Select No Pin to unpin. Multiple columns can be pinned simultaneously.
Autosize This Column / Autosize All Columns — Automatically adjusts column width based on the data it contains, either for the selected column or all columns at once.
Choose Columns — Add or remove data columns from the grid. Check to add, uncheck to remove. Search or scroll to see all available options.
Reset Columns — Restores all columns to their default sort and display settings.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.