How to Use Filters in the Revenue by Closed Invoices Report

Step 1: Navigate to Analytics

Start by logging into your Pabau account using your login credentials. Then, navigate to the left sidebar menu, where you can find the Analytics tab. Click to expand it, and it will reveal Reports.

Step 2: Open the Revenue by Closed Invoices Report

Under the Line items section, you will find the Revenue by Closed Invoices pre-created report. Click on the report name to continue.

Step 3: Review the Default Filters

The Revenue by Closed Invoices report opens with 3 filters applied, stacked together with "and," meaning all three must be true for a record to appear:

• Invoice where Invoice Date is in This month — narrows the report to invoices raised within the current calendar month
• and Invoice where Payment Status is not Unpaid — excludes invoices that haven't been paid at all, so only Paid or Part-Paid invoices are counted as "closed"
• and Line Item where Item Category is none of On Account or Voucher — strips out On Account payments and voucher sales, since these don't represent revenue for goods or services actually delivered

Note this report defaults to a current-month window and focuses on invoices with some payment activity, which suits tracking real, collected revenue rather than everything that's been billed.

Each part of a filter — object, field, operator, and value — can be clicked and changed independently, which is what the rest of this article walks through.

Step 4: Change the Object

Clicking on the object (e.g. "Invoice") opens a dropdown of everything you can build a filter around.

• Line Item — an individual product, service, or package sold; use this for anything relating to what was sold
• Client — the person the sale relates to
• Invoice — the invoice the sale sits on
• Service — the treatment itself
• Appointment — the booking linked to the sale
• Product — a physical stock item
• Payment — the payment taken against the invoice

Step 5: Change the Field

Clicking on the field opens a scrollable list, since an invoice carries a lot of detail. This is where you choose exactly what aspect of the invoice you want to filter on.

Every field available for the Invoice object is listed below:

• Invoice No — the invoice's unique reference number
• Invoice Date — when the invoice was raised, which is what controls the reporting period by default
• Location — the clinic/site the invoice belongs to
• Payment Method(s) — how the invoice was or is being paid
• Client — who the invoice is billed to
• Debtor — who currently owes any outstanding balance on the invoice
• Payment Status — whether the invoice is paid, unpaid, or partially paid, which is what powers the second default filter
• Net — the invoice value before tax
• Tax — the tax portion of the invoice
• Gross — the invoice value including tax
• Paid — the amount already paid against the invoice
• Balance — the amount still owed on the invoice
• Type — the kind of invoice (e.g. standard sale, credit note)
• Issued By — the team member who raised the invoice
• Issuing Company — the business entity the invoice was raised under
• Invoice Created Date — when the invoice record was first created in the system
• Price List — which price list was applied to the invoice
• Last update time — when the invoice record was last modified
• Invoice Note — any note attached to the invoice
• Healthcode — Healthcode reference, where applicable
• Tip — tip amount recorded on the invoice
• Credit Type — type of credit applied to the invoice, if any
• Inv Team — the team associated with the invoice
• Invoice Created by — which user created the invoice record
• Sync Xero — whether the invoice has synced to Xero
• Sent Date — when the invoice was emailed to the client
• Sent Status — whether the invoice has been sent
• Tax group — the tax group/rule applied to the invoice

Picking a field here decides what the operator and value in the next steps will actually test.

Step 6: Change the Operator (Date-Style Fields)

For a field like Invoice Date, which compares to a point in time rather than a fixed category, the operator list controls how the date compares to your chosen value:

• is — only invoices raised on an exact date
• is not — excludes invoices raised on an exact date
• is later than — only invoices raised after a given date
• is earlier than — only invoices raised before a given date
• is exactly or later than — includes the date itself plus everything after it
• is exactly or earlier than — includes the date itself plus everything before it
• is now until — only invoices raised between now and a date you specify
• is empty — only invoices with no date recorded
• is not empty — only invoices that do have a date recorded, which is how the default filter isolates invoices raised this month

Step 7: Choose the Value

Clicking on the value for Invoice Date opens the Favourite Intervals list — rolling date ranges that update automatically each time the report runs:

• Today — from midnight until the current time
• Yesterday — the previous 24 hour day
• This month — the current calendar month, and the default for this report, useful for tracking revenue collected so far in the current billing period
• This year — the current calendar year

Step 8: Adjust the Second Filter — Payment Status

The second filter row uses the same object/field logic. Clicking on the object shows the same list from Step 4, so you can repoint this row at a different object entirely if needed.

Clicking on the field opens the same scrollable list of everything recorded against an invoice as in Step 5:

For a field like Payment Status, which has a fixed set of possible answers rather than a number or date, the operator list looks different:

• is — only include the exact status chosen
• is not — exclude the status chosen, which is how the default filter removes Unpaid invoices from the revenue count
• is empty — only include records with no status recorded
• is not empty — only include records that have a status recorded
• is any of — include records that match any of several statuses you select at once, useful if you want Paid and Part-Paid invoices reported side by side rather than combined by exclusion

Clicking on the value for Payment Status opens a search box along with every status available:

• Paid — the invoice has been paid in full
• Part-Paid — some, but not all, of the invoice has been paid
• Unpaid — no payment has been recorded, which is the status excluded by the default filter

Step 9: Adjust the Third Filter — Item Category

The third filter row switches object from Invoice to Line Item, since item category is a property of what was sold rather than the invoice itself. Clicking on the object shows the same list from Step 4:

Clicking on the field opens a scrollable list, since a line item carries more detail:

Every field available for the Line Item object is listed below:

• Item Name — the name of the product/service/package sold
• Item Employee — the team member the sale is attributed to
• Item Client — the client the item was sold to
• Quantity — number of units sold
• Unit Price — price per unit before discount
• Tax Amount / Item Tax — tax charged on the item
• Disc % — the percentage discount applied
• Item Net — item value after discount, excluding tax
• Item Category — the type of item sold (Service, Product, Package, Voucher, On Account, Service Charge, Membership, Gift Cards), which is what powers the third default filter
• Unit Discount — discount amount applied per unit
• Product Code — the stock/SKU code for a product item
• Discount — the monetary value of the discount applied
• Discount Reason — the reason recorded for the discount
• Item Gross — item price before discount, tax, or additional charges
• Profit — the margin remaining on the item after cost is accounted for
• Voucher Code / Voucher Type / Voucher Status / Voucher Amount / Voucher Remaining / Voucher Expiration Date — details of a gift voucher, relevant only if the item is a voucher redemption
• Tax Rate — the tax rate applied to the item
• Package Status and related package fields — details of a package, relevant only if the item is a package or package redemption

For Item Category, the operator list looks the same as any category-style field, but this report uses is none of rather than is:

• is — only include the exact category chosen
• is not — exclude the category chosen
• is empty — only include records with no category recorded
• is not empty — only include records that have a category recorded
• is any of — include records that match any of several categories you select at once
• is none of — exclude every category you select at once, which is how the default filter removes On Account and Voucher line items from the revenue total

Clicking on the value opens a multi-select search box along with every category type currently used in your account. Because the operator is is none of, you can tick more than one category to exclude at the same time — here, both On Account and Voucher are selected, shown with a checkmark against each:

• Service
• Product
• Package
• Voucher — selected, and excluded by the default filter
• On Account — selected, and excluded by the default filter
• Service Charge
• Membership
• Packages
• Gift Cards

Step 10: Review the Data

Once your filters are set the way you want, the report updates automatically, listing every closed invoice that matches your rules, along with columns like Invoice Date, Payment Status, and Net/Gross values.

By following these steps, you can easily generate and customize the Revenue by Closed Invoices report.