The Ledger serves as a centralized hub that records all financial information in TiQ. This guide is designed to provide you with a clear understanding of the ledger and what you can do with this report.

From the Navigation Bar select Reporting iQ

The Ledger is the first report available in Reporting iQ

The +New button allows you to add manual ledger entries (entries that are not tied to events in TiQ), and Batch Payments.

Click here to learn more about batch payments.

You can also filter this report by selecting the Add Filters button.

You can filter the ledger by:

• Service Date
• Rendering Provider
• Service Type
• Service Code
• Practice Location
• Tags
• Place of Service
• Payment Type
• Insurance Company
• Payment Date

NOTE: Any tags added or removed from a client's profile will automatically update across historical ledger entries. Ledger entries always display the client's current tags as configured in their profile.

You can also search specific items on the ledger by using the Search Entries box.

With the Export button you can export the ledger to a spreadsheet.

NOTE: Any filters you've applied will also be applied to the ledger export, as well as the columns you've selected with the Data Selector.

The Data Selector allows you to select the specific columns you want to see in the Ledger. This is helpful so you can organize the information you need to see and remove any unnecessary columns.

Clicking on any client name under the Client Name column will redirect you to that client's profile

On the right side of each entry, you'll find a three-dot menu that offers additional options, allowing you to take actions and make modifications to some of the numbers in the report.

The three dot menu offers the following options:

- Detail.

- Adjust, Refund, Settle

- Add Insurance Payment

- Invoice Client

- Delete (This option is only available for account owners)

‍Things to Consider

Overpayment Records:

When a client pays more than the invoiced amount, 2 things may happen depending on the scenario:

• If the client has multiple open invoices, the whole payment will be distributed to all the available open invoices
• A positive balance will be created due to the over payment.

IMPORTANT: Overpayments do not automatically create Client Credit. If a client has paid more and you would like to apply that extra money towards future session, you'll need to create the Client Credit first for that.

‍Starting Balance Records:

When adding a starting balance through Make a Payment → Payment Type: Starting Balance, a new Starting Balance record is created.

• This record is visible both on the Ledger and in the Billing Overview in client profiles
• This helps keep track of any pre-existing balances before using the system.

IMPORTANT: Positive Starting Balances add credit to the client. Negative Starting Balances create open invoices that you can apply payments to.

‍Balance move it to Client Credit:

When a positive balance is moved to Client Credit a new line item is created.

• This transaction is displayed on both the Ledger and the Client Ledger Overview.
• The balance is then available as credit for future invoices.

Additionally

- In TiQ, when a new event is created its corresponding ledger entry is also created automatically, even if it is for a future date. This includes Services Fee, Client Invoices, and Balances. The only exception to this are Recurring Events.

- By default, all entries will display a negative balance until it is cleared out. This also applies to future events. The sum of all the individual balances is the Current Balance visible in the Billing Overview section of the client profile.

- Client Credit amounts are not visible in the general ledger. You'll need to access a client's personal ledger for that.

- When an entry shows a positive balance, you could add as client credit and save it in the client's account. Click here to learn how to do it.

- When you process a refund the Client Payment amount will not be deducted. That amount will remain the same but you'll be able to see the refunded amount right next to it.

- You can undo insurance payments and adjustments by recording negative insurance payments and adjustments, but you cannot record negative Client Payments.

- The Payment Date in the ledger reflects the date when the last payment (client or insurance) was recorded. If you'd like to see the breakdown or payments with their corresponding dates, check the Transactions Report.

Glossary

Client Name > The client associated with the appointment

Service Date > The date of service associated with the transaction

Rendering Provider > The provider that has signed clinical documentation associated with this service.

NOTE: in the event there is a supervisor and provider listed on documentation, the supervisor will present here.

Service Type > This is the classification of the service that was provided, associated with this transaction.

Place of Service > The location that the payment was associated with when being collected. Telehealth, in-person etc

Practice location > Location associated with the appointment and payment processing details.

Date of Invoice > The date that this transaction was recorded to the ledger.

Insurance Company > Lists the name of the insurance company listed in the clients account

Full Service Fee > Displays the original Full Service Fee associated with the selected service, meaning what you expect to receive for that event whether the client should pay it or insurance should pay it.

‍Client Service Fee > Same as the Full Service Fee, or could be different if there are Payer Contracted Rates.

Client Invoice > The amount the client is reponsible for paying from the Full Service Fee.

Client Payment > The amount that the client has paid towards their invoice

Client Refund > The amount of client payment that has been refunded

Insurance Payment > The amount that insurance payers have paid towards this service

Adjustment > The amount that has been adjusted towards the total service balance, this could come from insurance or be manually added.

NOTE: An adjustment will not close a client invoice, the invoice must be settled to close out an active client invoice

Total Service Balance > The total balance of this transaction. This balance updates automatically as you apply payments, refunds, or adjustments.