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Use this guide to help you learn more about each report housed in the Sales Tab of Business Insights.
As a reminder, Business Insights in Aesthetic Record helps deliver a raw reflection of metrics based on the actions performed by you and your team each day.
Sales Summary
The Sales Summary Report serves as your financial command center, providing a comprehensive overview of your practice's revenue streams and deductions for any selected time period.
This essential report includes total sales report of gross and net sales, a deposit slip, discount report, sales breakdown by procedure and retail, and breakdown by payment method. It's designed to be your go-to resource for daily reconciliation and revenue tracking.
Key Calculations:
Sales from Procedures and Retail = Invoice Subtotals from Procedures & Retail + Tips + Taxes
Total Sales = Invoice Subtotals for All Invoices + Cancellation Fees + Retail + Tips + Taxes
Net Sales = Total Sales - Tips - Tax - Item Wallet Debits - eGift Card Redemptions - Refunds - Processing fees - Discounts - Wallet Payment
Total Sales Report (All Sources)
This section shows all revenue flowing into your practice from every channel:
Sales from Procedures & Retail: All revenue from treatments and product sales
Membership Dashboard: Revenue from membership plan fees
Wallet Credits: Money added to patient wallets through package/prepaid purchases
Gift Card Purchase: Revenue from gift card sales
Appointment Cancellation Fee: Revenue from no-show and late cancellation fees
These revenue streams are then adjusted by necessary deductions:
Wallet Debits: Services redeemed from previously purchased packages
eGift Cards Redemption: Gift card value applied to purchases
Refunds: Money returned to patients
Tips: Gratuities collected for providers (not practice revenue)
Tax: Sales tax collected for remittance to tax authorities
Pre-Tax Fees: Fees applied before tax calculation
Processing & Business Fees: Credit card and payment processing costs
Discount & Complimentary: Value of discounts applied
Membership Coupons: Discounts from membership benefits
The final result is your Total Net Sales - the true revenue your practice earned during the selected period after all adjustments.
Sales from Procedures Performed & Retail
This subsection isolates just your clinical and retail revenue, applying the same deductions to calculate your Procedure Net Sales. This helps you understand the performance of your core business activities separate from other revenue streams.
Deposit Slip Report
This section is designed to match what you should expect to see in actual bank deposits. It shows all money collected minus the various forms of payment that don't result in a deposit, including:
Various loyalty programs (Aspire, Allē, Xperience, Evolus)
Patient financing options (Care Credit, Greensky)
Integration partner payments (RepeatMD, JOYA)
The Deposit Amount should closely align with what hits your bank account, making reconciliation straightforward.
Payment Method Net Report
This section breaks down all transactions by payment method, showing you exactly how your patients are paying for services and products. This includes:
Traditional methods (Cash, Check, Credit Card)
Patient financing (Cherry, Greensky, Care Credit)
Reward redemptions (Aspire, Allē, Xperience)
Alternative payment options (Link, Klarna, Sunbit)
Integration partner payments (RepeatMD, JOYA)
Daily Discount Report
This downloadable report shows all discounts applied during the selected period, including patient name, discount type, provider, checkout person, and discount amount, helping you track discount usage and trends.
How Your Actions Affect This Report
Understanding how your daily activities in Aesthetic Record affect this report helps you maintain accurate financial records:
Checking out patients adds to "Sales from Procedures & Retail"
Enrolling patients in memberships contributes to "Membership Dashboard"
Selling packages or prepaid services adds to "Wallet Credits"
Processing cancellations with fees increases "Appointment Cancellation Fee"
Redeeming package services increases "Wallet Debits"
Applying discounts increases "Discount & Complimentary"
Collecting tips increases the "Tips" deduction
Accepting reward redemptions (Aspire, Allē) shows in those specific categories
Making the Most of Your Sales Summary
This report is designed to be your financial command center. Here's how to use it effectively:
Daily Reconciliation: Compare the "Deposit Amount" with actual bank deposits to ensure all transactions were properly processed.
Revenue Stream Analysis: Evaluate the balance between different revenue sources (procedures, retail, memberships) to inform business strategy.
Discount Monitoring: Track how discounts are affecting your bottom line to refine pricing and promotional strategies.
Payment Method Trends: Monitor changing payment preferences to ensure you're offering the options your patients prefer.
Financial Planning: Use this report to forecast cash flow, track growth trends, and identify seasonal patterns.
⚠️ Pro Tip:
For day-to-day operations, focus on the "Total Net Sales" figure as your true revenue metric, since it accounts for all necessary adjustments.
When reconciling with your bank account, the "Deposit Amount" is your key reference point.
Wallet Credits vs. Wallet Debits:
Wallet Credits: Amount that has been prepaid by a customer. For example, if a customer buys a package of 3 services for $900 today, you will earn that $900 today, and it will become short term liability to track what you owe back to the customer in services as they redeem each service over time.
Wallet Debits: When a customer comes in to redeem something from their wallet, it will reflect the value of that service as a wallet debit and will not count as money earned.
You are not actually earning the money for that service upon redemption since you already earned it as a wallet credit when the customer paid you previously for it.
Pro Tip: Understanding the difference between wallet credits and debits is crucial for accurate financial reporting. Wallet debits do not count as new sales earned, as including them would inflate your revenue reports.
Total Sales Report
The Total Sales Report provides a breakdown of your clinic's total sales and provider/employee total sales. This report gives you the "big picture" view of your gross sales.
Key Calculations:
Clinic Total Sales = Invoice Subtotals for All Invoices + Cancellation Fees + Retail + Tips + Taxes
Provider/Employee Total Sales = Invoice Subtotals for All Employee Sales + Tax + Cancellation Fees
When to Use:
Run this report for a high-level overview of your practice's overall financial performance, especially when you need to compare provider performance in terms of total revenue generation.
Net Sales
The Net Sales Report shows your true revenue after all deductions have been accounted for. This is arguably your most important financial metric.
Key Calculations:
Clinic Net Sales = Clinic Total Sales - Tips - Tax - Item Wallet Debits - eGift Card Redemptions - Refunds - Processing fees - Discounts - Wallet Payments
Employee Net Sales = Employee Total Sales - Tax - Item Wallet Debits - eGift Card Redemptions - Refunds - Processing fees - Discounts - Wallet Payments
⚠️ Note: Tips are not subtracted in Employee Net Sales
When to Use:
This report gives you the most accurate picture of your actual earnings after all deductions. Use it for month-end financial reviews, profit analysis, and making strategic business decisions.
Product Sales
The Product Sales Report will include items that are located inside of your inventory section and sold or charted. Keep in mind that package or BOGO sales do not connect to the Product Sales Report. Custom items, Services, Retail, and Cancellation Fees will show on this report.
This report breaks down each item's performance in detail, showing:
Item: The specific product or service
Category: The inventory category
Units Used: Total amount charted
Units Sold: Total amount sold
Sub-Total: The line item price
Item Discount: Any discounts applied
Net Amount: Final amount after discounts
Important distinctions:
Units Used = Refers to the total amount charted on a patient's photo. This does not have anything to do with traceability, solely refers to the treatment markings on the photo. Retail items will always match inventory used, versus sold.
Units Sold = Refers to the total amount of inventory for a product that is sold. This does not include package sales. Please note- if you use quick pay for an individual item, it will display on the product sales report.
Sub-Total = Refers to the line item price of each item listed on an invoice.
When to Use:
This report provides a bird's eye view of what services and retail items are bringing in the most traffic, revenue, and being discounted the most. For example, you can export Product sales and Inventory on hand, to compare what was sold or not sold during a specific time frame.
Category Sales
The Category Sales report shows the total units sold and gross sales per category of products and services in your inventory. It is important to see which categories are successful and vice versa. By being very specific with the categories, it will allow practices to have thorough reporting.
Export Opportunity:
Export > Open in Excel/Sheets > Apply Filters > Organize by Relevant Categories.
When to Use:
This report is valuable for understanding which product categories are driving your revenue. Use it to make inventory purchasing decisions, sales strategy adjustments, and marketing focus areas.
Package Sales
This report tells you how many packages were sold and total sales from each type of package. Balance amount indicates the total value left in all clients' wallets that bought that package.
The report shows:
Clinic: Location where packages were sold
Package: The specific package name
No. of Sales: How many were sold
Total Sales: Revenue generated
Balance Amount: Remaining value in wallets
Why It Matters:
This report can answer what packages are resonating with your clients' needs and being sold by your providers. The balance amount is a quick way to see a liability report for how many services are owed to your clients.
Export Opportunity:
Export > Filter > Sort by Location to see which packages are selling per clinic or total sales to strategize marketing campaigns and booking providers moving forward.
Pricing Variation Sales
Similar to the Package Sales Report, this report breaks down your pricing variations, showing:
Clinic: Location where variations were sold
Inventory Variation: The specific variation name
No. of Sales: How many were sold
Total Sales: Revenue generated
Balance Amount: Remaining value in wallets
This report allows clinics to see which variations are being utilized. This is important as it provides more details than a basic category report.
⚠️ Helpful Tip:
If a Pricing Variation at product level is sent to the patient's wallet, and as the patient redeems that variation from wallet at checkout, the $ amount remaining is what the Balance Amount will reflect under the Pricing Variation Sales report.
Discounts
The Discounts report shows the total discount amount applied per clinic. This pulls a necessary report on the Special Discount Name (created under POS > Promotions on the web), number of times the special discount has been applied to an invoice based on the chosen time period, and the discount amount that comes off of the invoice when applied.
Manager's Perspective:
This high-level overview helps practices see which discounts are helpful, being abused, or hurting the practice.
Commissions
Commission formulas are set by the Main Admin of the account under Settings > Report Settings. This report helps find procedure sales by providers and can be used to incentivize the team based on sales.
Commission Formula Options (Main Admin can choose through settings):
Net Value Services Performed (NVSP) = Total Sales - Tips - Taxes
Net Profit = Total Sales - Tips - Taxes - Cost to company
Net Sales = Total Sales From All Sources - Wallet Debits - Refunds - Tips - Taxes - Processing Fee - Discounts
Gross Sales = Total Sales - Discounts - Tips - Tax
Total Procedure Sales = Total Sales - Discounts - Tips - Taxes - Wallet Credits
Export Opportunity:
Export to excel and filter by user and invoice items to adjust commission rates between services compared to retail, etc. for payroll purposes.
Tips Per Provider
The Tips per Provider report shows provider name, invoice tip amount, invoice number, and payment date. This report tracks tips left by customers at checkout but does not include custom item tips if left separately.
Use this report for tracking tips paid out to providers for payroll purposes.
Cancellation Fees
The Cancellation Fees report shows patient name, appointment datetime, services, cancellation fee, and when the fee was charged.
These fees are charged upon appointment cancellations/no shows based on your cancellation policy window of time and fee (adjusted under Smart Configuration > Other Settings > Cancellation Policy).
Benefits:
Encourage rescheduling, cut down on no-show rates and cancellations. Holds clients more accountable for the time that they book the service for.
Export Opportunities:
Use this data for possible provider payout on missed time or for reaching out to clients with missed appointments to reschedule.
Retail Report
This report includes a breakdown of units sold within each category along with the subtotal minus discounts and taxable amount. The View Details under each category gives you a breakdown of what each provider is selling of that retail item in a certain time period.
The report shows category, units sold, sub-total, item discount, and taxable amount.
Strategic Value:
This can be a great way to see what each of your providers are excited about pushing to their clients, what time of year certain retail items are being sold over others (based on seasons).
Export Opportunities:
Sort and Filter Top Selling Vendor Categories/Retail Product
Conversation with Rep for incentives; Bottom SKUs, getting rid of?
Did you run a sale, to see how many sold / Month-over-Month
Top/Bottom to bring awareness for specific Marketing Campaigns/Service bundles
Services Performed
The Services Performed Report provides a detailed breakdown of all clinical services delivered at your practice, focusing specifically on the services that were charted during actual patient procedures.
This report shows:
Service Name: The specific service performed
Provider Name: Who performed the service
Category: The inventory category
Units Used: Quantity of service used
Subtotal: Original price before discounts
Item Discounts: Service-specific discounts
Custom Discount: Manual discounts applied at checkout
Net Amount: Final amount after all discounts
Taxable Amount: Portion subject to tax
Taxes Owed: Actual tax collected
What Makes This Report Unique:
Unlike invoice-based reports, the Services Performed Report is procedure-based, reflecting services that were actually charted in treatment records. It provides the most accurate picture of clinical activity rather than just sales transactions.
When to Use:
This report is particularly valuable for provider performance analysis, service popularity tracking, pricing strategy evaluation, procedure reconciliation, tax compliance, and clinical resource planning.
How Your Actions Affect This Report:
When a provider charts a service and adds treatment markings, those units appear in the "Units Used" column
Discounts applied during checkout are reflected in the discount columns
The provider associated with the procedure is listed in the "Provider Name" column
Strategic Uses:
Compare service volumes and revenue across providers to identify training opportunities
Track service trends over time to inform marketing and inventory decisions
Analyze discount patterns to evaluate pricing strategies
Ensure tax settings are correctly applied to all services
Reconcile with other sales reports to identify potential billing errors
Export Opportunity:
Export and create pivot tables in Excel to compare provider productivity, identify seasonal trends, or analyze service category performance over time.