The Invoices Report
The Invoices report gives you a complete, searchable list of every invoice that has been issued in your practice. You’ll find it in the main navigation under Billing > Invoices. As the page description puts it: “This is a list of all the invoices that have been issued.”
This section covers:
- Where to find the report
- What each column means
- How to filter and search
- What you can do with each invoice from the report (edit, email, print, view appointment)
- How grouping and totals work
- How to export or print the report
- Frequently asked questions
Where to find it
Open the Billing menu and select Invoices. The Billing menu also contains:
- New Invoice — quickly create a new invoice
- New Payment — record a new payment
- Invoices — the report covered in this article
- Insurance (or Claims, depending on your region) — insurance claims, claim payments, and eligibility
- Payments — a report of payments received
Note: Don’t see the Billing menu? It only appears for users with the Access Client Invoices and Payments permission. See Why has the Billing menu (or Payments) disappeared? in the Payments section below.
Tip: Invoices are normally created automatically when you add a service to a client’s appointment in the Calendar. You only need to use the New Invoice button to manually create an invoice for an extra sale that isn’t tied to an appointment.
Understanding the columns
The report is a grid, and every column can be sorted by clicking its header. Depending on your region, you’ll see some or all of the following columns:
| Column | Description |
|---|---|
| Invoice | The invoice number. Click it to open the invoice. |
| Invoice Date | The date the invoice was issued. |
| Due Date | The date payment is due. |
| Appointment | The date/time of the appointment the invoice was generated from (if any). Click it to open the appointment. |
| Client | The client the invoice belongs to. Click it to open their profile. |
| Location | The practice location the invoice was issued from. (Hidden by default; see Customizing the grid below to show it.) |
| Practitioner | The practitioner associated with the invoice. |
| Payable By | Who the invoice is payable by (relevant when a third party is billed on the client’s behalf). |
| Emailed | The date and time the invoice was last emailed to the client. Blank if it has never been emailed. |
| Summary | A short text summary of the line items on the invoice. |
| Total | The total invoice amount. |
| Paid | The amount that has been paid against the invoice so far. |
| Due | The outstanding amount owing on the invoice. |
| Claims | Links to any insurance claims associated with the invoice. (US practices only.) |
| Notes | Internal notes on the invoice. Hidden by default. |
| Actions | Opens the actions menu for that row (see below). |
Money columns (Total, Paid, Due) display a summed total at the bottom of the grid, and are included when you group the report (see Grouping and totals).
Searching and filtering
Note: These filters belong to Billing > Invoices. The Invoices & Payments report in the Reports Dashboard is a different report and has no Client filter. See Financial Reports.
Fill in any combination of the following and click Search:
- Client: — search for and select a specific client by name
- Start Date: / End Date: — restrict results to invoices issued within a date range
- Practitioner: — filter to invoices for a specific practitioner (defaults to All Practitioners…). If your user account doesn’t have permission to see all calendars or all client profiles, this is locked to your own invoices.
- Payment Status: — one of:
- Show All Invoices
- Show Paid Invoices Only
- Show Unpaid Invoices Only An invoice counts as Paid once the amount paid equals the invoice total, and Unpaid otherwise — there’s no separate “partially paid” or “overdue” status.
- Third Party: — filter to invoices billed to a specific third party (e.g., an insurer or organization paying on the client’s behalf), or leave at All Third Parties
Row actions
Click the Actions (gear) icon located on the right-hand side of any row to open a menu with the following options:
- Edit — opens the invoice for editing
- Email — opens the email dialog to send (or resend) the invoice to the client
- Print — prints the invoice
Note: The Invoices report doesn’t support selecting multiple rows for bulk actions (like bulk email or bulk export) — actions are performed one invoice at a time from the row menu.
Grouping and totals
You can group the report by any column by dragging its header into the grouping bar above the grid (labeled “Drag a column here to group by that column”).
When you group by Client, each group header shows a running summary for that client:
- Total Invoiced: — sum of the Total column for that group
- Total Paid: — sum of the Paid column for that group
- Total Due: — sum of the Due column for that group
You can remove grouping at any time by dragging the column back out of the grouping bar.
Customizing the grid
Above the results grid you’ll find two buttons:
- Choose Columns — show or hide individual columns (for example, turning on the hidden Location or Notes columns)
- Save Layout — saves your current column visibility, sort order, and grouping so it’s remembered the next time you open the report. You’ll see a confirmation: “Report settings saved.”
You can also change how many rows are shown per page at the bottom of the grid — choose 20, 50, or 100 rows per page.
Exporting and printing
Above the results grid, four export/print options are available:
| Button | What it does |
|---|---|
| Opens a printable version of the current report results | |
| CSV | Downloads the report as a CSV file |
| EXCEL | Downloads the report as an Excel (.xlsx) file |
| Downloads the report as a PDF |
A few things to know:
- All four exports respect your current filters, sorting, and column visibility — the Actions column is never included in an export.
- The exported file (Print/PDF) includes a summary of the filters you searched with, so you always have a record of exactly what the report contained.
- PDF export is limited to 1,000 rows. If your filtered results exceed that, you’ll see: “PDF output is not allowed for more than 1000 records. You can still generate a pdf file from print option.” Narrow your date range or filters, or use the PRINT option instead, which has no row limit.
Frequently asked questions
Why don’t I see a Location filter? Location isn’t currently a search filter — it’s available as an optional column (via Choose Columns) if you want to see which location each invoice was issued from.
What counts as “Paid” vs “Unpaid”? An invoice is Paid once the total amount paid equals the invoice total. Any invoice with an outstanding balance — including partially paid invoices — is treated as Unpaid for filtering purposes. There is no separate “Overdue,” “Partially Paid,” “Void,” or “Draft” status shown on this report.
Can I select multiple invoices to email or export at once? Not from this report — actions like Email and Print are performed on a single invoice at a time from that row’s Actions menu. Exporting via CSV/Excel/PDF/Print exports the entire filtered result set at once, though, so that’s the best way to work with many invoices together.
Why is the Practitioner filter greyed out for me? This happens if your user account doesn’t have permission to access all calendars or see all client profiles — in that case the report is automatically locked to showing only your own invoices.
Where’s the “Invoices & Payments Report”? That’s a different report, an invoice-centric one with its own filters for payment status and sale type. Click Reports and search for Invoices & Payments to find it. The report covered in this article is the day-to-day operational invoice list under Billing > Invoices.
The Payments Report
The Payments report gives you a complete, searchable list of every payment your practice has received. You’ll find it in the main navigation under Billing > Payments. As the page description puts it: “This is a list of all the payments that have been received.”
This section covers:
- Where to find the report
- What each column means
- How to filter and search
- What you can do with each payment from the report (edit, delete)
- How grouping and totals work
- How to export or print the report
- Frequently asked questions
Where to find it
Open the Billing menu and select Payments. The Billing menu also contains:
- New Invoice — quickly create a new invoice
- New Payment — record a new payment
- Invoices — a report of invoices issued
- Insurance (or Claims, depending on your region) — insurance claims, claim payments, and eligibility
- Payments — the report covered in this article
Note: Don’t see the Billing menu? It only appears for users with the Access Client Invoices and Payments permission. See Why has the Billing menu (or Payments) disappeared? in the Frequently asked questions below.
Tip: You don’t have to leave this report to record a new payment. Click New Payment at the top of the page, search for the client the payment is from, and you’ll be taken straight to a new payment form for them.
Understanding the columns
The report is a grid, and every column can be sorted by clicking its header. Rows load sorted by payment date, newest first. Depending on your region, you’ll see some or all of the following columns:
- Date: The date the payment was received. Click it to open the payment for editing.
- Received From: The client who made the payment (for third-party/company clients, the company name is shown instead). Click it to open their profile.
- Practitioner: The practitioner(s) whose invoices this payment has been applied to. If the payment hasn’t been applied to an invoice yet, the client’s assigned practitioner is shown instead.
- Location: The practice location the payment itself was recorded against. This can differ from the location of the appointment the payment relates to.
- Payment Method: The method selected when the payment was recorded (e.g. Cash, Credit Card, EFTPOS).
- Notes: Any free-text note entered on the payment.
- Amount: The total amount of the payment.
- Unallocated: The portion of the Amount that hasn’t yet been applied to an invoice — i.e. the payment’s remaining credit/prepayment balance.
- Paid By: Whether the payment was paid by the Client or the Insurer. (US practices only.)
- Actions: Opens the actions menu for that row (see below).
Money columns (Amount, Unallocated) display a summed total at the bottom of the grid, and are included when you group the report (see Grouping and totals).
Searching and filtering
Fill in any combination of the following and click Search:
- Start Date: / End Date: — restrict results to payments received within a date range. On first load, this defaults to the last 7 days.
- Practitioner: — filter to payments for a specific practitioner (defaults to All Practitioners). Type to search, and click to add (click the × on a tag to remove one). If your user account doesn’t have permission to see all calendars or all client profiles, this is locked to your own name only.
- Include All Prepayments: — an on/off toggle. When it’s on (the default), results include prepayments/credits a client has paid that haven’t yet been applied to any invoice. Switch it off to see only payments that have been allocated to at least one invoice.
Row actions
Click the Actions (gear icon on the right) icon on any row to open a menu with the following options:
- Edit Payment — opens the payment for editing, where you can adjust the amount, method, notes, and allocate the payment against the client’s invoices
- Delete — removes the payment, after a confirmation prompt (“Are you sure you want to delete?”)
Note: The Payments report doesn’t support selecting multiple rows for bulk actions — payments are edited or deleted one at a time from the row menu.
Grouping and totals
You can group the report by any column by dragging its header into the grouping bar above the grid (labeled “Drag a column here to group by that column”).
Each group header shows a running summary for that group:
- Total Amount: — sum of the Amount column for that group
- Unallocated: — sum of the Unallocated column for that group
You can remove grouping at any time by dragging the column back out of the grouping bar.
Exporting and printing
Below the results grid, four export/print options are available once your search returns at least one result:
| Button | What it does |
|---|---|
| Opens a printable version of the current report results | |
| CSV | Downloads the report as a CSV file |
| EXCEL | Downloads the report as an Excel (.xlsx) file |
| Downloads the report as a PDF |
A few things to know:
- All four exports respect your current filters, sorting, and grouping — the Actions column is never included in an export.
- PDF export is limited to 1,000 rows. If your filtered results exceed that, the PDF button is disabled and you’ll see: “PDF output is not allowed for more than 1000 records. You can still generate a pdf file from print option.” Narrow your date range or filters, or use the PRINT option instead, which has no row limit.
Frequently asked questions
Why has the Billing menu (or Payments) disappeared?
The whole Billing menu is controlled by one user permission: Access Client Invoices and Payments (“Allows the user to view the client’s invoice and payment history.”). When it’s turned off for your user, Billing disappears from the main navigation entirely, along with Payments, Invoices, New Invoice, and New Payment. It isn’t available from another screen instead. Ask your Master User, or someone with permission to Setup and Configure Zanda, to turn the permission back on for you under User Menu > Account Settings > Team > Users (Financial permissions; see Managing Users). This is a different permission from Access Financial Reports, which controls the financial reports in the Reports dashboard (see Financial Reports). Once Billing is back, you can break payments down by location as described in Can I report on the site (location) a payment was taken at below.
Why don’t I see a Payment Method filter?
Payment Method isn’t currently a search filter — it’s shown as a column on every row so you can see (or group by) how each payment was made.
What does “Unallocated” mean?
It’s the part of a payment that hasn’t been applied to an invoice yet — for example, a prepayment or credit sitting on the client’s account. A fully applied payment will show $0.00 here.
Can I select multiple payments to delete or export at once?
Not from this report — Edit Payment and Delete are performed on a single payment at a time from that row’s Actions menu. Exporting via CSV/Excel/PDF/Print exports the entire filtered result set at once, though, so that’s the best way to work with many payments together.
Where’s the “Invoices & Payments Report”?
That’s a different report, an invoice-centric one with its own filters for payment status and sale type. Click Reports and search for Invoices & Payments to find it. The report covered in this article is the day-to-day payment ledger under Billing > Payments.
Can I report on the site (location) a payment was taken at, rather than where the appointment took place?
Yes. Each payment records its own Location —set when the payment is recorded (it defaults to the invoice’s location if you add the payment from an invoice) and editable afterward via Edit Payment. To see takings per location, run Billing > Payments for your date range, then drag the Location column header into the grouping bar—each location group shows its own Total Amount and Unallocated totals, and you can export the grouped report via CSV, Excel, or PDF. The Practice Dashboard’s Income payments-received figures also follow the payment’s own location when you filter by location. Note: payments processed through Tyro can’t be edited, so their location can’t be changed after the fact.
Why don’t I see a Location filter?
Location isn’t currently a search filter on the Payments report—it’s shown as a column on every row. To break payments down by location, group by the Location column instead.