📝 Overview
The Allocations Report tracks the movement of money — specifically, how patient payments are allocated toward services and inventory items on a ledger. It is not a report of total payments received or total charges billed. It is designed to show how much money has been applied to cover each service or inventory item that appears on a patient's ledger.
Think of it this way: payments and charges exist in separate buckets. When a payment comes in, ChiroHD moves money from the payment bucket over to cover services and inventory items in the charges bucket. The Allocations Report shows that movement — how much has been allocated to each item, and when.
To access the Allocations Report, go to Reporting > All Reports Beta, select a location, and click Allocations under Daily Reports.
📊 How Allocation Works
When a patient makes a payment, ChiroHD works through the items on the ledger and allocates available funds to cover them in order. The amount shown for each service or inventory item on the report reflects how much money was moved from the payment bucket to cover that item.
Example: A patient pays $50. They have three adjustments on their ledger, each at $20.
ChiroHD allocates $20 to the first adjustment ✅ fully covered
ChiroHD allocates $20 to the second adjustment ✅ fully covered
Only $10 remains — ChiroHD allocates $10 to the third adjustment ⚠️ partially covered
The Allocations Report will show: +$20, +$20, +$10
ChiroHD does not know that a payment was intended for a specific service. If a patient pays $500 and has both adjustments and inventory items on their ledger, ChiroHD will allocate funds to whatever is on the ledger in order — it cannot designate that $400 of that payment was for adjustments and $100 was for a supplement. Allocation is automatic based on what is on the ledger.
➕➖ Understanding Positive and Negative Numbers
This is the most important thing to understand when reading this report:
Positive number = money was allocated to a service or inventory item (moved from the payment bucket to cover a charge)
Negative number = money was moved back out of a service or inventory item (taken back from the charges bucket and returned to the payment bucket)
Negative numbers do not necessarily mean a refund was issued or that money left the practice. They most commonly appear when ChiroHD reallocates funds automatically.
Example of automatic reallocation: A patient had $10 partially allocated to a service. They then make an additional payment. ChiroHD may remove that partial $10 allocation (shown as -$10) and replace it with a clean $20 allocation (shown as +$20), because it can now fully cover the service. The net movement is the same — but the report will show both the negative and the positive.
⚠️ Negative numbers are not cause for alarm. They reflect money being reshuffled between buckets, not money disappearing. This is one of the most common points of confusion when offices first read this report.
🔒 Values Do Not Change Retroactively
Unlike the Collections Report — which will show different totals if a payment is voided after the fact — the Allocations Report values do not change once recorded. If a payment was allocated at a certain point in time, that allocation will remain on the report even if the payment is later voided or refunded.
This is by design. The report serves as an audit trail of money movement. If you later void a payment, the allocations report will reflect additional movement (money being moved back out), but it will not erase what was previously recorded.
Why this matters: If a commission or bonus was paid based on a certain period's allocations, and a payment is later voided, the Collections Report total for that period will change — but the Allocations Report will still show what was allocated at the time the commission was calculated. This gives you a record of why that amount was paid.
📄 Summary vs. Detail
Summary
Shows the total amount that has been allocated across all services and inventory items for the selected date range
Much easier to read and interpret
✅ Recommended for most use cases — the Detail view is very difficult to read and frequently causes confusion
Detail (PHI — requires appropriate access)
Breaks down allocations by individual patient and service/inventory item
Shows each allocation movement, including negatives from reallocations
Can be exported as a CSV and organized manually in a spreadsheet
Not recommended for general use — the volume of positive and negative lines, combined with ChiroHD's automatic reallocation behavior, makes this view difficult to interpret accurately without a strong understanding of how allocation works
🔽 Report Filters
Filter | What It Does |
Start Date / End Date | Sets the date range for allocation activity to include |
Date Range Breakdown | Choose Combined (one total) or Separated by Date (totals broken out per day) |
Patient Case Type | Filter allocations by a specific case type (e.g., Cash, Insurance, PI) |
Filter by Provider | Filter the report to show allocations attributed to a specific provider |
Breakdown by User | Organize allocations by all users combined or broken out by individual provider |
Export options: PDF and CSV
❓ Common Questions
Why are there negative numbers on my report? Negative numbers reflect money being moved back out of a service or inventory item — most commonly because ChiroHD automatically reallocated funds when a new payment came in or a payment was adjusted. They do not indicate a refund or money leaving your practice in most cases. See the section above on positive and negative numbers for a full explanation.
Why doesn't my Allocations Report match my Collections Report? They are measuring different things. Collections shows money received (payments in and out). Allocations shows how that money has been applied to services and inventory items on ledgers. Voided payments will change your Collections total but will not erase allocations already recorded — they will add new movement lines instead.
Can I use this report to see how much was collected per service? Not exactly. The report shows how much money has been allocated toward services and inventory items, but because ChiroHD cannot designate a payment to a specific service, the allocation is automatic and based on ledger order — not on what the payment was actually intended for. It gets close to this view, but does not provide the precise per-service collection breakdown many offices are looking for.
Can I use this for commission calculations? The report was designed with commission tracking in mind and can provide a reference point, but it does not fully meet that need. Because of automatic reallocation behavior and the inability to tie payments to specific services, the numbers require careful interpretation. Running the Detail view as a CSV and organizing it manually is the closest current option.
Why did my Allocations Report total change after I voided a payment? It did not erase the prior allocation — it added new movement reflecting the money being taken back out. The report is an audit trail, not a live snapshot that rewrites itself. You will see both the original allocation and the reversal as separate lines.
✅ Key Takeaways
The Allocations Report tracks the movement of money from payments to services and inventory items — it is not a total payments or total charges report.
Positive numbers mean money was allocated to a service or item. Negative numbers mean money was moved back — usually due to automatic reallocation by ChiroHD, not a refund.
ChiroHD cannot designate a payment to a specific service — allocation is automatic based on what is on the ledger.
Allocations are recorded as an audit trail and do not change retroactively when payments are voided. The report will show the reversal as additional movement instead.
The Summary view is strongly recommended
The report does not account for write-offs, fee schedules, or allowed amounts — it reflects raw allocation movement only.
📌 Conclusion
The Allocations Report is one of the more complex reports in All Reports Beta, and it is also one of the most commonly misunderstood. Its value lies in showing how patient payments have been applied across services and inventory items on the ledger, and in providing an audit trail of that movement over time.