📝 Overview
The Transactions by Service / Inventory Item report shows individual ledger charge transactions for services and inventory items within a date range you define. Unlike the Sales Report — which shows aggregate totals by service or item across all patients — this report breaks down transactions at the patient level, showing you who was charged for each service or item and when.
This report is found under the Sales Reports section in All Reports Beta, not under Daily Reports. It is designed for offices that need more granular detail than a summary total can provide.
To access this report, go to Reporting > All Reports Beta, select a location, and click By Service / Inventory Item under the Sales Reports section.
💡 How This Report Differs From the Sales Report
It helps to understand where this report fits relative to the Sales Report:
| Sales Report | Transactions by Service / Inventory Item |
What it shows | Aggregate totals by service or item across all patients | Individual charge transactions per patient |
Level of detail | Summary only | Patient-level line items |
Can filter to specific items | No | Yes — optional item filter |
Can filter by provider | No | Yes — optional billing provider filter |
Accounts for inline write-offs | No | No |
Shows financial totals | Yes | Yes |
Use the Sales Report when you need a quick total of what was billed. Use this report when you need to see which patients were charged for a specific service or item, or when you need to sort and review transactions at the individual level.
🔽 Report Filters
Filter | What It Does | Required? |
Charged between / and | Sets the date range for charges to include — the report searches by the date the charge was added to the ledger | ✅ Required |
Sort By | Choose how to sort the output: Date, First Name, or Last Name (defaults to Date, newest first) | ✅ Required |
Sort Direction | Ascending or descending (defaults to descending — newest first) | ✅ Required |
Service / Inventory Item | Filter the report to one or more specific services or inventory items | ❌ Optional |
Billing Provider | Filter the report to charges attributed to a specific billing provider | ❌ Optional |
Export options: PDF and CSV
Note: The date range label in the report reads "Charged between" and "and" — a specific reminder that the date filter keys off when the charge was added to the ledger, not the appointment date or payment date.
📋 Filter Details
📅 Charged Between / And (Required)
Sets the date window for the report. The report includes any charge added to a patient's ledger within this range. This is the charge date — not the date of service and not the date a payment was received.
🔃 Sort By and Sort Direction (Required)
You can sort the output by:
Date — chronological order by charge date (default, newest first)
First Name — alphabetical by patient first name
Last Name — alphabetical by patient last name
Sort direction defaults to descending (newest first, or Z–A for name sorts). Change to ascending for oldest first or A–Z.
🔍 Service / Inventory Item (Optional)
If left blank, the report returns transactions for all services and inventory items within the date range. Select one or more specific items to narrow the report to only those charges.
Example: If you want to see every patient who was charged for a specific supplement in the last month, select that inventory item here and run the report.
👤 Billing Provider (Optional)
Filter the report to charges attributed to a specific billing provider. If left blank, charges from all providers are included.
📊 What the Report Shows
Unlike the Find Patients reports, this report does include financial data. For each transaction line, the report shows:
Patient name
The service or inventory item charged
The charge date
The charge amount
The report includes a running total so you can see aggregate amounts as you work through the output.
⚠️ Important limitation: Like the Sales Report, this report shows the default billed amount for each charge. It does not account for inline write-offs. If a $20 discount was applied to a service at the time of charge, the report will still show the original price — not the discounted amount.
⚠️ What This Report Does Not Show
Inline write-offs — discounts applied directly to a charge at the time of service are not reflected. The report shows gross billed amounts only.
Payments — the report shows charges only, not whether a payment has been received against those charges. For payment data, use the Collections Report.
Insurance vs. patient responsibility split — the report shows the total charge amount, not how it is divided between patient and insurance responsibility.
💡 Common Use Cases
Provider-level charge review — Filter by billing provider and date range to see all charges attributed to a specific provider in a period
Item-specific transaction history — Select a specific service or inventory item to see every patient who was charged for it in a date range, with dates and amounts
Supplement or product sales tracking — Filter to specific inventory items to see who purchased them and when — more granular than the Sales Report total
Charge auditing — Sort by patient name to review all charges for a specific patient group or identify patterns across patients
Data for payroll or commission calculations — Export as CSV and use the billing provider filter to isolate charges by provider for compensation calculations (keeping in mind that inline write-offs are not reflected)
❓ Common Questions
How is this different from the Sales Report? The Sales Report shows aggregate totals by service or item — one number representing all charges for that item across all patients. This report breaks those transactions down to the patient level, showing individual charge lines with dates. It also lets you filter to specific items and providers, which the Sales Report does not.
Why don't I see write-offs on the report? This report shows the default billed amount for each charge. Inline write-offs — discounts applied at the service level — are not reflected. If you need to account for write-offs, run the Write-Offs Report separately and combine the data in a spreadsheet.
Can I filter to multiple services or inventory items at once? Yes. The Service / Inventory Item filter accepts multiple selections. The report will return transactions for any of the items you select.
What does the "Charged between" date filter key off? The date the charge was added to the patient's ledger. This is not the date of service and not the date a payment was received — it is specifically the ledger charge date.
Can I see which provider each charge is attributed to? If you filter by Billing Provider, the report will show only charges attributed to that provider. Without the filter, all providers' charges are included but the output does not break them out by provider in separate sections — use the CSV export and sort by provider in a spreadsheet if you need a side-by-side comparison.
✅ Key Takeaways
Transactions by Service / Inventory Item is a financial report showing individual patient-level charge transactions — unlike Find Patients reports which show patient lists only.
It lives under Sales Reports in All Reports Beta, not under Daily Reports or Find Patients.
The date filter keys off the ledger charge date — labeled "Charged between" in the report.
The Service / Inventory Item and Billing Provider filters are both optional — leave them blank to see all transactions, or use them to narrow results.
The report shows default billed amounts only — inline write-offs are not reflected.
The report includes a running total for the date range.
Sort options are Date, First Name, and Last Name — with ascending or descending direction.
Export as CSV for detailed analysis, filtering by provider, or combining with Write-Offs Report data.
📌 Conclusion
Transactions by Service / Inventory Item fills the gap between the aggregate totals of the Sales Report and the patient-level detail needed for charge auditing, provider-specific review, or item-specific tracking. It is one of the more flexible reports in All Reports Beta thanks to the optional item and provider filters. Keep in mind that like the Sales Report, it does not account for inline write-offs — for a net revenue view, plan to combine it with the Write-Offs Report in a spreadsheet.