This article explains how team practices with revenue-share arrangements can generate a payment report that safely reflects money actually received, so therapist payouts can be calculated without risk of retroactive changes.
❗ This workflow is for practices that split revenue with therapists by percentage and want to avoid paying out funds before the corresponding payments are confirmed as received.
1. Invoices vs. Payments reports
Go to Reports and scroll to the Financials section, where you'll find the Invoices, Payments, and Client Balance reports.
Invoices report — lists every invoice, grouped by therapist and ordered by invoice date, regardless of payment status. Not suitable for calculating payouts.
Payments report — lists all payments received, ordered by payment date. Use this one for payout calculations.
2. The risk with manually logged payments
Payments made through Konfidens Pay are tracked and updated automatically in real time, so the Payments report is always accurate for these.
Payments collected in cash, by bank transfer, or via an external terminal must be logged manually by the therapist using the Register Payment button on the invoice, followed by selecting the date received.
⚠️ Because therapists can pick any date when registering a manual payment, they can backdate it after a payout period has already been reported or paid out — silently changing figures you've already relied on.
If a payment is backdated into a week already used for a payout or accounting entry, the Payments report for that week changes retroactively, creating a mismatch with your records. In a larger practice this can be very hard to trace.
The good news is that this is avoidable: by locking a reporting period once it's finalized, you can prevent any further changes to it. The next section shows how.
3. Lock periods with the Settlements report
Go to Reports and open Settlements near the bottom of the list. Each week, a settlement report shows everything paid out to you across all payment methods — Konfidens Pay plus any manually logged cash or bank transfer payments.
To lock a period:
Open the report and click Mark as accounted for — confirms you've used the report as-is and locks it against future edits.
Or, from the settlements list view, toggle the checkmark next to a period to lock or unlock it directly.
Once locked, a therapist attempting to backdate a payment into that period gets a warning. They must either choose a date in an unlocked period or ask an admin to reopen it — keeping the admin informed of any changes.
✅ Tip: Set a recurring company-wide deadline (weekly or monthly) for therapists to finish logging payments, then have an admin lock the period once the deadline passes. This keeps payouts based on a report that can no longer change.
4. Check for the "unlocked period" warning
A yellow warning banner on the Payments report means the selected date range includes unlocked periods — not yet safe for accounting or payout splits.
Filtering to a fully locked week (already marked as accounted for) removes the banner, confirming the report is safe to use.
5. Anonymise and export the report
Use the three-dot menu in the top right, available throughout Konfidens wherever more options exist.
Select Hide client personal details to anonymise the report before sharing it externally.
✅ Always hide client personal details before uploading a report to an accounting system or sharing it outside the practice.
Export as CSV for further calculations in a spreadsheet, or print to PDF as supporting documentation for a therapist's invoice.
6. Who can access these reports
Admins and individual practitioners can access this report.
Individual practitioners only sees their own payment data — they cannot switch between practitioners or view clinic-wide payments.