1. Make sure you are logged into your AR account through the web.
2. Click the "Sales" tab at the top of your browser.
3. The Sales tab is where you will be able to see all invoices and invoice statuses for each transaction through AR! You will want to get comfortable with filtering invoices by date range, invoice status, location, and employee as applicable. A great tool is to export your invoices to Excel to have a master sheet of metrics to work with.
Click on the invoice you have just created from here, to open the invoice details.
4. When you click and open the invoice preview, you will see important information such as the invoice total, the service/product price which pulls from the inventory you created, the employee tied to the invoice, as well as invoice management at the bottom for refunding, voiding, resending the invoice to the Patient. Every invoice has its own unique invoice number located in the upper right hand corner.
5. Let's click on "Business Insights" at the top of your browser to view some more reports! Business Insights will give you the same information you find through the Sales Tab, and will break metrics down to more specific categorized reports.
6. Click "Sales Reports". This section is going to give you reports based on products and services that you sell, any discounts that are applied, and commission/tip information for providers and clinic locations when applicable. This section is similar to viewing the invoices under the Sales Tab, but will further break numbers down based on criteria.
7. Let's first click on "Sales Summary" to view a breakdown of your first sale! Keep in mind where you see the invoice total showing for different line items. This is helpful to view so you can see the breakdown of where each portion of a transaction is categorized as you begin to understand the amounts that deposit into your bank account.
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
8. In order to also see how your inventory and services performed reflect in your reports, click "Inventory" over to the left.
9. From here, click "Create report". Here, you can choose different reports to pull for given date ranges, specific providers, and specific products you are wanting to capture numbers for. Inventory reports are based on the usage of products and services that you chart during patient procedures and sell through checkout.
10. Because you charted your first service, and captured payment for the appointment, let's click on "Provider Inventory Usage" to see how this pulls through to a report for you.
Make sure the provider's name that performed the procedure is listed, and click "Continue". As time goes on, you will find the date and clinic filtering helpful too when applicable.
11. Here is where you will see more information matching the sale you just completed! Where you see "Product Name", you should see the service you performed (Botox in this case). The Quantity Used column reflects the amount of the service charted through the patient procedure on your AR app, and Quantity Sold refers to the total of the service that the patient was charged for.
You will want to make sure you always complete the procedure this same way, so that you can capture each metric for your reports successfully! It is important to always chart your products and services used during a procedure, as those actions feed directly into your Business Insights section.
12. Let's now look at the appointment side of your reports! Click on "Appointments" over to the left. Appointment reports are helpful as patients continue booking appointments with you, so you can track important actions like cancellations and no shows, the rate of patients immediately scheduling their next appointment, and the comparisons of different appointments being scheduled by patients.
13. Click "Create report" from the Appointments section, and here you will also see where you can choose from a variety of reports based on appointment and scheduling actions.
14. In this case, click on "Booked Services Report".
For this example you can leave the Date and Clinic filters alone, and click "Continue".
15. Ta-da! You will see the appointment you completed listed under the "Service Name" column on the left. Keep in mind, the services for booking that you create under your Smart Configuration tab are what funnel in to your Appointment reports in this section of Business Insights.
16. Over to the right, you will also see the "Number of Times Booked" column, which reflects how many times this specific service was booked within the date range selected when creating this report. This is extremely helpful to pay attention to as time goes on, as this helps you understand patient activity and their decisions when scheduling with your practice.
For each report you create, there is a "Save report" option where you can give your report a title and save it to your account for reference and report comparison over time.
17. You can give your report a specific name based on what you were pulling it for, for example "Booked Services July 2024" .
18. If you choose to save reports, once you title and save it, the report will live within that section of Business Insights for you to refer back to, edit, and delete if you ever need.
