Who this is for: All Barti users who compare totals across reports or reconcile with external systems.
The core distinction: charges, payments, or outstanding balance
Most report discrepancies come down to one question: is the report measuring what was billed, what was collected, or what's still owed?
Charges billed: recorded when a charge is created or invoiced. Includes amounts not yet paid.
Payments received: recorded when cash, card, or insurance payment is posted. Reflects actual collections.
Outstanding balance: what's still owed on an invoice, aged by how long it's been outstanding. Distinct from both of the above.
A charge billed in one period but paid in a later period will appear in different reports — and in different time ranges. This is expected behavior, not a data error.
Report-by-report reference
Gross Production
Measures: charges billed
Date field: charge created date
Amounts: net (Subtotal − Adjustments − Discounts, excludes taxes)
Exam / materials split: yes — broken out by Revenue Type (Exams / Materials)
Staff assignment: charges with no staff assigned roll up under Unassigned
Best for: understanding what was billed by staff member or service type; exam vs. materials breakdown
Charge Detail
Measures: charges billed
Date field: invoice date
Amounts: full breakdown — Subtotal, Total Discounts, Pre-Tax Total, Taxes, Total Charges, Adjustments, and Balance shown side by side, not a single net or gross total
Grouping options:
Billing Code — includes all charges regardless of category assignment
Category — includes only charges with a category assigned; uncategorized charges are silently excluded
Best for: reviewing charges by billing code or service category; note that Billing Code and Category totals will differ if any charges lack a category
Payment Method / Day Sheet
Measures: payments received
Date field: payment date
Exam / materials split: no
Best for: understanding cash collected in a given period; recommended starting point for QuickBooks Online reconciliation
Payments by Staff
Measures: payments received
Date field: timestamp when a payment is allocated to a specific charge line (not the payment date)
Exam / materials split: no built-in split; V-codes (e.g., V2781) indicate materials, CPT codes (e.g., 92004) indicate exams
Staff assignment: charges with no staff are excluded from the staff-member rows but still included in the report total, so rows can sum to less than the total
Best for: reviewing payment activity by staff member; expect small differences vs. Payment Method / Day Sheet due to the different timestamp
Net Revenue Report
Measures: payments received (summary view), plus appointment and order counts
Best for: high-level practice performance snapshot for a period
Patient Aging Report
Measures: outstanding balance
Date field: invoice service date, falling back to invoice date
Views: Patient + Insurance, Patient Only, or Insurance Only
Best for: prioritizing follow-up on open patient and insurance balances by how long they've aged
Insurance Aging Report
Measures: outstanding insurance balance, grouped by payer
Date field: invoice service date
Best for: prioritizing follow-up by insurance payer; each balance is credited to one insurance at a time (primary until the claim is Paid/Partial Paid, then secondary if one exists)
Inventory History Report
Measures: inventory added or removed — not charges or payments
Date field: acquisition date for added inventory, sell date for removed inventory
Best for: tracking inventory movement, including the reason for removal (Sold, Exchanged, Lost, Stolen, Adjustment, Warranty, Transfer)
Contact Lens Sales, Glasses Frames Sales, and Lens Sales Reports
Measures: charges billed on optical orders, broken out by product detail (contact lenses, glasses frames, or eyeglass lenses respectively)
Date field: charge date, set when the charge is created
Best for: reviewing optical product sales by manufacturer, brand, or lens type — a level of detail Gross Production and Charge Detail don't break out
Unbilled Procedure Codes Report
Measures: CPT codes recorded on finalized exams that aren't yet tied to an active charge on a non-void invoice
Date field: exam date (date of service)
Best for: catching visits with services performed but never billed; available to every org
Why specific pairs of reports differ
Charge Detail (Billing Code) vs. Charge Detail (Category)
The Category grouping silently excludes charges with no category assigned. Billing Code includes all charges. If these totals differ, uncategorized charges are the cause.
Charge Detail vs. Gross Production
Two compounding differences: they use different date fields (invoice date vs. charge created date), and Charge Detail shows a full discount/tax/adjustment breakdown while Gross Production shows a single net figure. Both are working correctly.
Charge Detail vs. Payment Method / Day Sheet
Fundamentally different measurements: charges billed vs. payments received. A charge billed in one period but paid in another will produce different totals for the same date range.
Payment Method / Day Sheet vs. Payments by Staff
Both measure payments, but Payment Method / Day Sheet uses the payment date and Payments by Staff uses the payment allocation timestamp. Small differences are expected.
Net Revenue vs. Gross Production
Net Revenue = payments received (payment date). Gross Production = charges billed (charge created date). A lag between the two — especially with insurance — is normal and expected.
Patient/Insurance Aging vs. Charge Detail or Gross Production
Aging reports show what's still owed right now, not what was billed or paid in a date range. A charge from any prior period stays on the aging report until its balance reaches zero.
Any Barti payment report vs. QuickBooks Online
QBO only reflects what has been synced through the integration, and categorizes transactions using your chart of accounts. Common gap sources: insurance payments posted to accounts receivable rather than income, sync timing differences, and refunds handled differently in QBO. Use Payment Method / Day Sheet as your reconciliation starting point — both it and QBO measure cash collected.
Quick comparison table
Report | Measures | Date field | Amounts | Exam/materials split |
Gross Production | Charges billed | Charge created date | Net | Yes |
Charge Detail | Charges billed | Invoice date | Full breakdown | By category only |
Payment Method / Day Sheet | Payments received | Payment date | — | No |
Payments by Staff | Payments received | Payment allocation date | — | No |
Net Revenue | Payments received (summary) | Payment date | — | No |
Patient Aging | Outstanding balance | Invoice service date | — | No |
Insurance Aging | Outstanding insurance balance | Invoice service date | — | No |