Understanding the Billing Reports

The Reports feature in SigmaMD provides a clear overview of your practice's financial activity, with tools to review invoices, payments, deposits, and accounting summaries. This guide walks through each report and how to use them effectively.

Overview of the Reports Screen

The Reports section gives your practice visibility into financial activity—from revenue and transactions to tax reporting and monthly statements. Use the tabs at the top of the screen to switch between report types. Most reports can be filtered by date range and downloaded as CSV using the download icon at the top right of each report table — useful for recordkeeping, monthly reconciliation, and commission tracking.

Revenue

View all revenue generated by your practice, including charge items and membership fees. Each entry shows the invoice number, service date, issue date, revenue category, patient or employer, clinician, location (for practices with multiple sites), and total amount. This report helps understand which services are generating income.

Filters: Date range (service or issue date), Category (Charge Items, Membership, etc.), Clinician, Recipient (patient or employer), and Location.

Download: Click the CSV download icon in the top right of the table to export the current filtered view. The CSV includes more columns than the table shows on screen — specifically: invoice number, bad debt, overdue, service date, issue date, revenue category, category, item (the specific charge item name), membership, cycle, recipient, clinician, location, and amount. The CSV respects all filters you have applied.

Common use case — staff commission tracking: Many practices download the Revenue CSV per billing period and pivot it in Excel or Sheets by clinician, category, or specific charge item to calculate commission payouts.

Transactions

Track individual payment records across your practice. You'll see the payment status, date, payment method (card, ACH, cash, or check), payer, and amount. This report helps reconcile payments received from patients or employers.

Deposits

The Deposits report shows how payments are grouped and deposited into your bank account by your payment processor. Each row represents a deposit and includes the deposit date, source (ACH or card), number of transactions, and total amount.

From the Transactions column, you can select View transactions to jump directly to the Transactions report filtered by that specific deposit. This makes it easy to understand exactly which payments were included in each deposit and supports faster reconciliation.

Sales Tax

Displays taxes collected per item on the invoice. You can see the associated tax profile, amounts, and invoice status. Useful for preparing tax filings and validating compliance.

Accounting Periods

See monthly summaries of what was billed, received, still owed, and taxes collected. Owed counts only balances past their due date. Accounting periods can be in one of three states: Open, Locked, or Unlocked, making this report especially useful for closing books or preparing financial statements.

To find months within an amount range, click the filter icon in the Billed, Received, Owed, or Taxes column and enter a Min, a Max, or both. The table and the CSV download show only the months that match.

Click View invoices to open the Invoices report filtered to that month's service dates.

Monthly Statement

Provides a PDF statement from your payment processor with a summary of fees and activity for the month. Use the filters above the file to switch between card and ACH or change the month.

Invoices Report

The Invoices report provides a detailed list of all invoices, including status, invoice type, recipient (patient or employer), service date, issue date, due date, and total amount. You can filter and sort invoices to quickly find specific records.

The Invoice Type column shows what created each invoice:

• Retail membership: a patient's membership billing.
• Group membership: an employer contract.
• Non-membership: any other invoice, such as one you create manually, one created by moving items, or one SigmaMD creates for a lab, in-house prescription, or vaccine order.

The type follows the invoice, not its items, so lab or vaccine charges added to a patient's membership invoice show as Retail membership.

To find an invoice by its number, click the search icon above the table and type the number in Search by invoice. It finds that exact number, works together with the filters, and the CSV download follows it. Draft invoices have no number, so they never match.

Filtering Criteria

To help narrow results, the Invoices report includes several filters:

• Invoice: Turn on Bad debt, Overdue, or Superbill to show only those invoices.
• Invoice Status: Filter by invoice status (such as Draft, Issued, Paid, or Partially paid). For a detailed explanation of each invoice status, refer to Understanding Invoice Status in SigmaMD.
• Invoice Type: Show only the types you select. The filter also applies to the CSV download, which includes an Invoice Type column.
• Recipient: View invoices associated with a specific patient or employer.
• Date range: Filter invoices by service, issued or due date, within a selected timeframe.
• Amount: Narrow results by invoice total, helping you locate invoices within a specific amount range.