Accounting for revenue that didn't come in as billed
Discounts & Refunds lists every write-down applied to an invoice — promotion-code discounts, manual discounts, and refunds — together with who approved each one. It exists for two related but distinct reasons: accounting for the gap between what a service is normally worth and what the clinic actually collected for it, and keeping an eye on whether discounting is staying within policy rather than drifting into an informal habit.
The approver column is what makes this more than a totals report. A clinic that allows staff to apply discounts without oversight has no way to tell the difference between a reasonable goodwill gesture and a pattern of unauthorized discounting building up unnoticed. Seeing every write-down attributed to a specific person turns this from a financial report into a light governance tool — most clinics that review it regularly are really checking two things: is the total write-down trending in a direction that makes sense, and is any one staff member's name showing up disproportionately often.
- Which filters Discounts & Refunds uses
- What the four KPI tiles measure
- How the Promotions applied table ties each write-down back to an invoice and an approver
- Where promotions themselves are configured
Filters
- <strong>Date range</strong>
- <strong>Location</strong>
- <strong>Compare</strong> — compare the selected period against a prior one of equal length
KPI tiles
- <strong>Promotions applied</strong> — count of promotion uses in the period
- <strong>Written off</strong> — total refunded or otherwise written off
- <strong>Total write-down</strong> — discounts and write-offs combined into one figure
- <strong>Promo uses</strong> — how many times a specific promotion code was redeemed
Total write-down as a share of overall billed revenue is the number worth watching over time more than any single period's total. A gradually rising share, even if the absolute figure looks small, usually means discounting is becoming a default habit rather than an exception — worth a conversation with front-desk or billing staff before it becomes normalized.
Table: promotions applied
| Date | Invoice | Promotion | Approved by | Discount |
|---|---|---|---|---|
| — | — | — | — | — |
Each row is a single discount, promotion use, or refund, tied to the invoice it touched and the staff member who approved it. Use this table to trace a specific write-down back to its source rather than relying on the KPI totals alone — it's the level of detail an accountant or an owner reviewing month-end figures will usually want, not just the summary.