Who this is for: All Barti users who compare totals across reports or reconcile with external systems.
The core distinction: charges vs. payments
Most report discrepancies come down to one question: is the report measuring what was billed or what was collected?
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.
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
Production Report
Measures: charges billed
Date field: charge created date
Amounts: net (after adjustments and discounts)
Exam / materials split: yes — broken out by Revenue Type (Exams / Materials)
Best for: understanding what was billed by staff member or service type; exam vs. materials breakdown
Standard Report
Measures: charges billed
Date field: invoice date
Amounts: gross (before adjustments)
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 Report
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
Payment by Staff Report
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
Best for: reviewing payment activity by staff member; expect small differences vs. Payment Method Report 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
Why specific pairs of reports differ
Standard Report (Billing Code) vs. Standard Report (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.
Standard Report vs. Production Report
Two compounding differences: they use different date fields (invoice date vs. charge created date), and they show different amounts (gross vs. net). Both are working correctly.
Standard Report vs. Payment Method Report
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 Report vs. Payment by Staff Report
Both measure payments, but Payment Method uses the payment date and Payment by Staff uses the payment allocation timestamp. Small differences are expected.
Net Revenue vs. Production Report
Net Revenue = payments received (payment date). Production = charges billed (charge created date). A lag between the two — especially with insurance — is normal and expected.
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 the Payment Method Report as your reconciliation starting point — both it and QBO measure cash collected.
Quick comparison table
Report | Measures | Date field | Gross or net | Exam/materials split |
Production | Charges billed | Charge created date | Net | Yes |
Standard | Charges billed | Invoice date | Gross | By category only |
Payment Method | Payments received | Payment date | — | No |
Payment by Staff | Payments received | Payment allocation date | — | No |
Net Revenue | Payments received (summary) | Payment date | — | No |