In Instinct EMR, the AR (Accounts Receivable) for Closed Invoices Dashboard shows how much money clients owe your practice and how that amount changes over time. It tracks invoice-level activity—what happened to specific invoices and their payments—for any date range you select.
Note: This dashboard is currently in beta. Multi-location practices that share a single database will see combined metrics for all locations.
What this dashboard shows
When you open the dashboard for a selected period, you will see:
How much clients owed at the start of the period (Starting AR)
How much they owed at the end (Ending AR)
All the sales, payments, discounts, and refunds that occurred in between
How those changes break down by day, week, or month
The dashboard tracks invoice-level activity—what happened to specific invoices—not your clients' overall account balances.
The core AR formula
All figures in the dashboard are based on this formula:
AR = Sales – Sales Discounts + Taxes Payable – Cash
Sales—Revenue from services provided
Sales Discounts—Reductions given to clients
Taxes Payable—Taxes collected that will be paid to tax authorities
Cash—Net payments received (payments minus refunds)
The four dashboard tabs
Summary tab
A high-level overview showing starting and ending AR balances, total sales, discounts, taxes, and cash for the period, and visual trends broken down by day, week, and month. Use this tab for quick financial health checks and spotting trends.
Invoice Detail tab
Shows how specific invoices contributed to AR changes during the period, including which invoices were closed and paid, which had payment activity, and what outstanding balances remained at period end. Use this tab to understand which invoices drove your AR changes.
Ledger Detail tab
The full transaction history for the period: every payment, refund, and adjustment, with exact dates, amounts, transaction types, and descriptions. Use this tab to investigate specific transactions or reconcile with your accounting system.
Reopened Invoices tab
Tracks any invoices that were reopened during the period, including when they were originally closed, when they were reopened, and their current status. Use this tab to understand invoices with complex histories.
How date ranges work in this dashboard
When you select a date range, the dashboard shows activity based on the following timing rules:
Invoice activity is based on when invoices were closed, not when they were created.
Payment activity is based on when payments were recorded.
Daily breakdowns show how AR changed each day within the selected period.
Understanding these timing rules is important for reconciling this dashboard against your accounting system.
Getting started
Once you understand the basics, start by exploring these three areas:
Open the Summary tab to get familiar with your AR trends.
Check the Invoice Detail tab to see which invoices are driving changes.
Use the daily breakdown to spot patterns in your payment collections.
For a deeper look at how invoice-level data differs from client account balances, see: AR for Closed Invoices Dashboard: Invoice Ledger vs Account Balance.
Frequently asked questions
Why don't I see all my open invoices?
This dashboard focuses on closed invoices because only closed invoices have a finalized AR impact. Open invoices will appear once they are closed.
What if a payment was backdated?
The dashboard shows the payment on the date it was originally recorded, not the backdated date. This ensures accurate historical reporting.
How do refunds appear in the dashboard?
Refunds reduce your cash total and increase AR, because you now have less payment applied against the invoice.
Still need help?
Contact the Instinct support team via live chat or email [email protected].