Lupa's financial data sources give practice managers and bookkeepers a direct line into every pound that flows through the practice — payments received, invoices issued, line-item billing detail, and the allocation of credits and refunds. This article explains the financial data sources available in the Analytics → Tables tab: Payments, Net Payments, Invoices, Invoiced Items (billing items), Finance, Stock Valuation, and — for practices based in Germany — DATEV. Each serves a different depth of financial question, from "how much did we take today?" to "what was our stock worth on a specific date?"
💡 In short: Use Payments for cash flow, Net Payments to see cash in less refunds paid back out, Invoices for billing summaries, Invoiced Items for line-level product and service detail, Finance for allocation tracking and reconciliation, Stock Valuation for a point-in-time view of your inventory's worth, and DATEV (German practices only) to export invoice data in the format your accounting software expects.
Choosing the Right Data Source
The most common mistake is picking the wrong data source for the question. Here's a quick guide:
"I want to know..." | Use this source | Why |
How much cash came in today? | Payments | Shows completed payment transactions with amount, method, and date |
How much did we actually keep after refunds? | Net Payments | Shows each completed payment and each refund paid back out — sum the Net Amount column to see true cash captured for a period |
How much have we invoiced this month? | Invoices | Shows total amount due, paid, and outstanding per invoice |
Which services generated the most revenue? | Invoiced Items | Breaks invoices into individual service and product lines with pricing |
How much did a specific product cost across all invoices? | Invoiced Items | Shows unit price, quantity, discounts, and VAT per line item |
Which invoices are still unpaid? | Invoices | Filter by Payment Status to find outstanding balances |
How is a payment allocated across invoices? | Finance | Shows the relationship between payments, invoices, credits, and refunds |
What's our daily card vs cash split? | Payments | Group by Method and Day for a daily breakdown by payment type |
Which employee billed the most this quarter? | Invoiced Items | Group by Employee with a sum of Amount for per-staff billing totals |
What was our stock worth on a given date? | Stock Valuation | Shows the value of every product in stock as at a date you choose |
I need to export invoice data for DATEV (German accounting)? | DATEV | Produces one row per invoice and analysis category with the eight columns your accounting software expects — available to German practices only |
Editing and sharing reports
When you save a report, it is scoped to the layer where you created it — either your current store or the company view. You can only edit or delete a report from the same layer where it was created:
A report created in the company view can only be edited from the company view.
A report created at a store can only be edited when you are viewing that store.
Premade reports are managed by Lupa and cannot be edited.
If you open a report that belongs to a different layer, the Save button and the report name are disabled. A tooltip explains which view to switch to.
Payments
The Payments data source shows every completed payment transaction: card payments, cash, insurance, bank transfers, and refunds.
📍 How to access: Go to Analytics → Tables, click Create New Table (or open an existing payments table), and select Payments as the data source.
Available columns
Column | What it shows |
ID | Unique payment identifier |
Reference | Transaction reference number |
Client | Name of the client who made the payment |
Amount | Payment amount in your practice currency |
Date | When the payment was recorded, shown in your practice's local time |
Status | Payment status (e.g. Completed) |
Employee | Staff member who processed the payment |
Method | How the client paid — Card, Cash, Insurance, Bank Transfer, etc. |
Store | Which practice location received the payment |
Day / Month / Year | Date broken into components for grouping and pivot analysis |
Common use cases
Daily takings report — set time range to Today, group by Method, sum Amount
Monthly revenue by employee — set time range to This Month, group by Employee, sum Amount
Card vs cash split — group by Method, compare totals
Net Payments
The Net Payments data source shows every completed payment alongside every refund paid back out of those payments. Because each refund is matched to the payment it reversed, summing the Net Amount column over any date range gives you the true cash your practice captured for that period.
📍 How to access: Go to Analytics → Tables, click Create New Table (or open an existing net payments table), and select Net Payments as the data source.
Available columns
Column | What it shows |
ID | Unique row identifier — the payment ID for payment rows, the refund ID for refund rows |
Type | Whether this row is a payment (money in) or a refund (money back out) |
Payment ID | The payment this row relates to — its own ID for payment rows, the original payment ID for refund rows |
Refund ID | The refund identifier for refund rows; blank for payment rows |
Reference | External transaction reference number |
Amount | The positive value of this row's cash movement — payment amount for payments, refund amount for refunds |
Net Amount | Signed cash movement: positive for payments, negative for refunds. Sum this column to get net cash captured |
Total Refund Amount | The refund amount for refund rows; blank for payment rows |
Allocated Amount | The portion of the refund matched to this payment; blank for payment rows |
Date | Date of the payment (refund rows use their source payment's date, so they net against the same period) |
Status | Transaction status — only completed payments and completed refunds appear in this source |
Method | How the client paid or was refunded — Card, Cash, Insurance, Bank Transfer, etc. |
Client | Name of the client |
Employee | Staff member who processed the payment |
Store | Which practice location the payment or refund belongs to |
Day / Month / Year | Date broken into components for grouping and pivot analysis |
💡 Note on refund scope: Only refunds directly linked to a completed payment appear here. Refunds issued against account credit or credit notes — which are not tied to a specific incoming payment — are not included.
Common use cases
Net cash for a period — set your time range, sum Net Amount to see payments in minus refunds out
Refund activity — filter Type to "refund" to see all refunds issued against payments in a period
Net revenue by payment method — group by Method, sum Net Amount to compare card vs cash after refunds
Daily net takings — set time range to Today, sum Net Amount for a quick end-of-day figure
Invoices
The Invoices data source shows one row per invoice with totals, dates, status, and linked client/pet/appointment information.
Available columns
Column | What it shows |
Invoice Name | Description or title of the invoice |
Invoice Number | Sequential invoice number |
Amount | Total amount due on the invoice |
Date Invoiced | When the invoice was created/activated |
Due Date | Payment deadline |
Net Amount | Invoice total before VAT |
VAT Rate / VAT Amount | Tax rate applied and total VAT charged |
Total Discount | Total discount applied to the invoice |
Total Pre Discount | Invoice amount before any discounts were applied |
Amount Paid | How much has been paid against this invoice so far |
Amount Missing | Outstanding balance still owed (Amount - Amount Paid) |
Status | Invoice lifecycle status (e.g. Completed, Draft) |
Payment Status | Whether the invoice is Paid, Partially Paid, or Unpaid |
Created by / Last Updated by | Which staff member created or last modified the invoice |
Attributed Employee | The staff member clinically attributed to the linked appointment — useful for revenue attribution when the person who performed the work differs from whoever raised the invoice |
Attributed Vet | The assigned vet on the linked appointment, where one is recorded |
Client / Client ID | Client name and numeric ID |
Pet / Pet ID / Species / Breed | Pet details linked to the invoice |
Primary Vet | Referring vet name, practice, email, and phone |
Appointment Type / Status / Duration / Category | Details of the linked appointment, if any |
Tags / Referral | Invoice tags and referral company |
Store | Practice location |
Day / Month / Year | Date components for grouping |
Common use cases
Outstanding balances — filter Payment Status to "Unpaid" or "Partially Paid", sort by Amount Missing descending
Monthly billing totals — group by Month, sum Amount
Revenue by appointment type — group by Appointment Type, sum Amount
Discount analysis — show Total Discount and Total Pre Discount columns to see how much you're discounting
Revenue by clinician — group by Attributed Employee and sum Amount to see billing attributed to the vet or nurse who performed the work, rather than whoever created the invoice
Invoiced Items (Billing Items)
The Invoiced Items data source breaks each invoice into its individual line items — every service performed and every product dispensed. This is the most granular financial view.
💡 This data source appears as "Invoiced Items" in the Data Source dropdown, and is sometimes referred to as Billing Items.
Available columns
Column | What it shows |
Item Name | Name of the service or product (e.g. "Consultation", "Amoxicillin 250mg") |
Invoice Number | Which invoice this line item belongs to |
Type | Whether this is a service or a product |
Item Category | Category of the service or product |
Date Invoiced / Due Date | Invoice dates |
Amount | Final price charged for this line item (after discounts) |
Amount Pre Invoice Discount | Line total before any invoice-level discount was distributed |
Net Amount | Amount excluding VAT |
Unit Price | Price per unit before quantity multiplication |
Quantity | Number of units dispensed or performed |
Amount Pre Discount | Unit Price × Quantity, before any discount |
Line Discount | Discount applied directly to this line item |
Item Weighted Invoice Discount | This item's share of any invoice-level discount |
VAT Rate / VAT Amount | Tax percentage and calculated VAT |
Measure Unit | Unit of measurement (e.g. ml, tablets, each) |
Dispensing Fee | Additional dispensing fee, if applicable |
Bundle Name / Bundle ID | If the item is part of a billing bundle |
Employee | Staff member who added this line item |
Client / Pet / Species / Breed | Client and pet details |
Has Health Plan | Whether the pet is on a health plan |
Item Tags / Invoice Tags | Tags on the line item and on the parent invoice |
Has Batches / Batches | Whether the product has batch tracking and batch details |
Connected Supplier | Supplier linked to the product |
Day / Month / Year | Date Invoiced broken into components for grouping and pivot analysis (completed invoices only) |
Status / Payment Status / Store | Invoice status, payment state, and location |
💡 The Day, Month, and Year columns are only populated for completed invoices. Draft invoice rows show no date components.
Common use cases
Top-selling services — filter Type to "service", group by Item Name, sum Amount
Product revenue by category — filter Type to "product", group by Item Category, sum Amount
Employee billing comparison — group by Employee, sum Amount to see who billed the most
Discount impact analysis — compare Amount Pre Discount vs Amount to see how much was discounted
Health plan analysis — filter Has Health Plan to see billing for health-plan pets vs non-plan pets
Finance
The Finance data source provides an allocation-level view of how money moves between invoices, payments, credit notes, refunds, and write-offs. Use it for reconciliation and aged debt analysis.
Available columns
Column | What it shows |
Type | Transaction type — Billing Service, Invoice, Payment, Credit Note, Refund, or Write-off |
Date / Time | When the transaction occurred |
Status | Transaction status (e.g. Completed) |
Category | Category of the transaction (e.g. "consult", "diagnostics", "online") |
Amount | Transaction amount (negative for charges, positive for payments received) |
Allocated | Whether this transaction has been fully allocated to invoices/payments |
Allocated Amount | How much of this transaction has been matched to other records |
Unallocated Amount | Remaining amount not yet matched — useful for spotting unreconciled items |
VAT Rate / VAT Amount / Net Amount | Tax and net figures |
Total Discount | Discount applied |
Name / ID / Transaction Reference | Identifying details for the transaction |
Client / Pet / Species / Breed | Linked client and pet |
Has Health Plan | Pet's health plan status |
Linked Invoice / Payment / Credit Note / Refund / Write-off | References to connected financial records — shows how money is allocated |
Created by / Assigned to | Which employees created and are responsible for this transaction |
Item Type / Item Quantity | For billing service rows, the type and quantity of the item |
Day / Month / Year | Date broken into components for grouping and pivot analysis |
Store / Company | Location and company identifiers |
Common use cases
Monthly Finance summary — group by Month, sum Amount to see total transaction volume by month
Unallocated payments — filter Allocated to "false" to find payments not yet matched to invoices
Daily financial summary — set time range to Today and review all transaction types in one view
Credit note tracking — filter Type to "Credit Note" to see all credits issued
Reconciliation — compare allocated vs unallocated amounts to ensure everything balances
Stock Valuation
The Stock Valuation data source gives you a point-in-time snapshot of your inventory's value — useful for end-of-month stock takes, accountant reports, and checking how your stock holding has changed over time.
📍 How to access: Go to Analytics → Tables, click Create New Table (or open an existing stock valuation table), and select Stock Valuation as the data source. Use the as-of date picker at the top of the table to set the date you want the valuation for.
Common use cases
End-of-month stock value — set the as-of date to the last day of the month to record closing stock value
Year-end inventory report — set the as-of date to your financial year-end for your accountant
Stock value change over time — run two separate reports for different dates and compare totals
💡 Stock Valuation is only available to staff with full analytics access. If you don't see it in the data source list, ask your practice manager to check your analytics permissions.
DATEV
The DATEV data source produces an export of your invoice data in the format used by DATEV accounting software. It is only available to practices whose location is set to Germany.
📍 How to access: Go to Analytics → Tables, click Create New Table (or open an existing DATEV table), and select DATEV as the data source. Use the Time Range selector to choose the period you want to export.
Each row represents one invoice grouped by analysis category. The export contains eight columns:
Column | What it shows |
Umsatz | Total invoice amount for this analysis category |
Soll-/Haben-Kennzeichen | Debit/credit indicator |
Konto | Client debtor account number |
Gegenkonto | Revenue account, derived from the analysis category |
Belegdatum | Invoice date in DDMM format |
Belegfeld 1 | Invoice number |
Buchungstext | Client name (last name, first name) |
Leistungsdatum | Appointment date, where the invoice is linked to an appointment |
Common use cases
Monthly DATEV export — set the time range to the previous month and export to CSV for import into your accounting software
Year-end accounting handover — run the export for your full financial year and share the CSV with your Steuerberater
💡 DATEV is only visible if your practice is set up as a German location. If you don't see it in the data source list and you are based in Germany, ask your practice manager to check your analytics permissions.
Tips for Financial Reporting
✅ Best practices from practices that run Lupa:
Start with Payments for quick cash flow checks, then move to Invoices for billing detail and Invoiced Items for line-level analysis
Use the Day / Month / Year columns in Payments, Invoices, Invoiced Items, and Finance for easy time-based grouping without needing pivot mode
Filter invoices by Payment Status = Unpaid at the end of each month to chase outstanding balances
Use Invoiced Items grouped by Type (service vs product) to understand your revenue mix
Export financial tables to CSV before VAT returns and accountant meetings
Use Stock Valuation with the as-of date set to your financial year-end for a quick inventory figure for your accountant
Create separate saved tables for recurring reports: "Daily Takings", "Monthly Invoice Summary", "Outstanding Balances"
Frequently Asked Questions
What's the difference between Payments and Invoices?
What's the difference between Payments and Invoices?
Payments tracks money received — when a client pays by card, cash, or any other method, it appears here. Invoices tracks money owed — when you create and complete an invoice, it appears here. A single invoice might have multiple payments (e.g. a deposit then the balance), and a single payment might cover multiple invoices.
Why do some invoices show no data for "This Month"?
Why do some invoices show no data for "This Month"?
Invoices are filtered by the Date Invoiced (when the invoice was activated), not the due date or payment date. If an invoice was created last month but paid this month, it appears in last month's data. Try expanding the time range to "Last Month" or "Last 3 Months".
How do I see VAT totals for a period?
How do I see VAT totals for a period?
Use the Invoices or Invoiced Items data source. Show the VAT Amount column, then use pivot mode or row grouping by Month to sum the VAT for each period. Export to CSV for your VAT return.
Can I see which products were discounted?
Can I see which products were discounted?
Yes. Use Invoiced Items, show the Line Discount and Amount Pre Discount columns. Filter where Line Discount is greater than zero to see only discounted items.
What does "Amount Missing" mean on an invoice?
What does "Amount Missing" mean on an invoice?
Amount Missing is the difference between the total invoiced amount and what's been paid so far. An Amount Missing of zero means the invoice is fully paid. A positive value means the client still owes that amount.
How do I find unreconciled transactions?
How do I find unreconciled transactions?
Use the Finance data source and filter the Allocated column to "false". This shows payments and credits that haven't been matched to invoices yet — these need attention to keep your books balanced.