Calculating Payroll
Use Insights reports to calculate provider pay, track revenue distribution, and process practice payroll.
👀 If you don’t see these reports, your permission settings may need to be updated. Please check with your system administrator to review and adjust your access.
In this article:
- Recommended Payroll Reports
- Key Principles of Payroll Reporting
- Exporting Data for Custom Calculations
- Frequently Asked Questions
- Related Resources
Recommended Payroll Reports
Sessions Health offers three primary reports to assist with payroll:
Income Allocation Report
The primary report for detailed payroll calculations and percentage splits. It tracks payments using the Posted Date (when money is entered into the system), ensuring past payroll periods never shift retroactively if an older claim or back-dated payment is processed later.
📌 Why Posted Date Matters: Tracking payroll by Posted Date locks historical numbers. Even if you retroactively enter an old insurance payment or edit a past appointment, your closed payroll periods will never shift.
Payments Report
A complete transaction log of all recorded client and insurance payments, as well as refunds. This report is helpful for reviewing raw transaction history when service-level details are not needed.
Revenue Report
A high-level overview of the Payments report, grouped by practitioner. It provides a quick summary of total gross earnings across active clinicians in your practice.
Key Principles of Payroll Reporting
Keep these core principles in mind when running payroll:
- Posted Date vs. Service Date: Payroll tracks money by the date it was entered into the system (Posted Date), not when the appointment happened. This keeps past payroll totals locked so back-dated payments won't change old numbers.
- Account Credits: Adding or using account credits does not create new payroll line items. Revenue is recorded when money originally enters the account, so credits are excluded to prevent double-counting unearned funds.
- Former Clinicians: To see past earnings for deactivated staff, select All in the Income Allocation or Payments clinician filter. (Note: The Revenue report only shows active staff.)
- Stripe Processing Fees: All reports show gross revenue collected. To deduct credit card processing fees, download fee reports directly from your Stripe dashboard.
💡 Because Sessions Health displays gross revenue, your Stripe deposit total will be lower than your report total by the amount of your credit card processing fees. You can download itemized fee summaries directly from Stripe > Reports > Payouts.
Exporting Data for Custom Calculations
To apply custom pay rules (such as percentage splits or tiered rates) in spreadsheet software:
- Navigate to Insights and select a report.
- Set your timeframe using the date range filter.
- Filter by specific practitioners, or keep All selected.
- Select Download in the upper-right corner to export a .csv file.
- Open the file in your preferred spreadsheet program to run custom calculations.
Frequently Asked Questions
Which report should I use for percentage splits?
Use Income Allocation. It ties revenue directly to completed services and uses Posted Date to keep historical pay accurate.
Why don't client credit balances show up in payroll?
Credits represent unearned prepayments. They only count toward payroll once applied to a billed service.
How do I factor in Stripe processing fees?
Reports show gross revenue. Download processing fee reports directly from your Stripe dashboard to subtract fees before paying clinicians.
Related Resources
For more information about financial tracking and Insights reports, check out these resources: