Reports Overview

Explore customizable reports in Power Diary. Filter, print, and export data to PDF or Excel for comprehensive insights into appointments, client activity, financials, and more.

Reports Overview

There are over 25 different reports available to you, with each of these being able to be further refined and customized using report options and column filters. A majority of our reports can be printed or exported to either PDF or Excel. This is a brief overview of each of these reports to help give you an idea of what each one might be used for. 

In this article:

Activity Report

  • The Activity report is a robust report that includes four different tables within the report results (Appointments, Sales Without Appointments, Payments, and Payments Reconciliation).
  • The Activity section of report includes such data as appointment date and times, appointment status, appointment invoice number, client number, appointment calendar, invoice summary, invoice amount and amount paid. 
  • Most commonly, this report is used for end-of-day payment reconciliation, however, it can also be useful for getting an overview of sales for a period and the like. The report itself shows gross sales for all appointments that have services assigned to them.
  • Appointments are displayed if their start date is within the specified date range. You can also use this report to predict future sales. The total outstanding payments figure displays the value for all appointments that haven't been received.
  • Use this report to check if you invoiced each appointment where necessary. The Invoice column in the first part of this report will include the invoice number for an appointment. If the Invoice cell is blank, it means that there is no invoice created for this appointment. 

Client Reports

  • Appointments Somewhat self-explanatory, the Appointments report will show you a list of all individual client appointments in the account, filtered by the criteria that you define (date range, referrer source, location, calendar/practitioner, appointment status). 
  • Birthdays A basic utility report that shows clients who have a birthday that falls within the selected date range. 
  • Statistics A handy report for generating a list of clients that fall into certain demographics (you can look at client types, gender identity, status, age, etc.)
  • Classification Generate a list of clients depending on their client classification or classifications. This report has a filter to refine the client list depending on when the client was added to your Power Diary account, so you can look at recent clients or all clients. 
  • Client Retention  The client retention report uses a 'client lifetime' metric to generate the list. This is defined by the date of a client's first appointment to the point at which they have no future appointments booked. This means that the start and end date filters find all clients who have their first appointment on or after the start date but have no further appointments booked after the end date.  Why is the Report calculated this way? The aim of the report is to identify how well a clinician engages clients.  That is to say: How many appointments does the clinician provide over the client's journey with the practice?  This can only be determined when a client has completed all appointments with the practice.
  • Referral Expiry This report will show you all clients who have a referral expiring within the specified date range. You are able to further refine the results using the calendar/practitioner filter if need be. 
  • New Clients The New Clients report is useful for generating a list of your new clients. The report can either be generated to look at the client's first appointment as the metric or the date that they were added to the system.
  • Inactive Clients This report will allow you to generate a list of clients who are deemed inactive in the system. The metric used for this is whether or not they have had an appointment since the date that you specify. 
  • Membership Expiry The Membership Expiry report will give you a list of clients who has a membership on their client record, set to expire within the date ranges you define. 
  • Appointment Count This report gives you the ability to find clients who have had a certain number of appointments in a given period of time. The report includes a calendar/practitioner and client type filter for extra granularity. 
  • Client Sources The Client Sources report will break down where your clients are coming from. The report uses the 'how-heard' field on a client's record to determine this. It will also show you how much has been billed to these clients, giving you an idea of what marketing sources are performing well and which aren't. 

Financial Reports

  • Invoices & Payments All of your invoices are filtered by invoice or payment date. This report is great for getting an overview of your invoicing for a specified period of time and has a calendar/practitioner, sale to, location, and payment status filters. 
  • Sales The Sales report is a great report for giving you an overview of your sales. The report has the same filters as the Invoices & Payments report but the results are more appointment-specific. 
  • NDIS Bulk Upload (AU-only) generates a list of invoices for NDIA-managed clients that can be exported to CSV and then uploaded to the NDIS myplace portal to bulk request payments.
  • Accounts Receivable This report will show you your receivables as of the specific date and to who each amount is payable. 
  • Aged Receivables Similar to the Accounts Receivable, but this report will give you an aged breakdown, showing you which accounts are in arrears as of 30, 60, or 90 days. 

System Reports

  • Deleted Appointments The Deleted Appointments report is a handy utility report when looking for an appointment that has gone missing. The report will show you a list of appointments that were scheduled for the given time frame that has been deleted (click Show Log in the far right column to see a detailed breakdown of when it was deleted and by which user). 
  • SMS Usage This report will give you a breakdown of the SMS usage within your account for the specified date range. 
  • Telehealth+ Records This report will give you a breakdown of the Telehealth Plus+ usage within your account for the specified date range. 
  • Recurring Expiry This report is used to generate a list of recurring appointments that are set to expire after the given date. You can run this report for client appointments, group appointments, or group participants. 
  • Export Appointments This report generates a list of appointment data that can be exported to CSV. This is handy if you're wanting a backup of your appointment data.
  • Marketing Logs This report shows you a breakdown of all marketing campaigns sent through Power Diary within the specified date range.
  • Recent Referrals This report summaries all referrals that have been made within the specified date range. You are able to filter this on a per-calendar/practitioner basis if need be. 
  • Inactive Referrers This report will show you all referrers who haven't referred a client within the designated date range. 
  • Pack Expiry This report will display all clients who have a session pack that expires within the specified date range. You can further refine this report by using the created from date ranges, product, status, and calendar/practitioner filters or looking for packs with a particular number of sessions remaining. 

Reporting FAQs

  • Which report will show me who my best or most consistent referrer is? The Recent Referrals report is best for this. If you wanted to see your most consistent referrer for the past year simply set the date range for the last 12 months. You can then sort the report by the 'billed' column to see which referrers have brought in the most money to your business. The number in brackets next to the referrer's name such as: (8) - indicates the number of clients that the referrer has referred. 
  • Which report is best for payment reconciliation? The Activity report has a payments reconciliation table at the very bottom which is perfect for this.