When comparing Accounts Receivable (AR) numbers between Open Dental and Practice by Numbers (PbN), you may notice small differences. This is expected and usually comes down to report settings and how each system handles insurance estimates.
Follow the steps and explanations below to understand—and confidently explain—these differences.
Step 1: Check Your Open Dental Report Options
First, make sure your Open Dental report settings are configured correctly.
When running your AR report in Open Dental:
Confirm that all required checkboxes are selected
Use the recommended report options shown in the reference screenshot
Incorrect or inconsistent report settings are the most common reason AR numbers don’t match.
Step 2: Compare the Reports
Here’s an example of how AR may appear in each system:
Open Dental AR Report
Patient AR: $-3,929.86
Practice by Numbers AR
Positive patient balance: $21,387
Negative patient balance: $26,143
Net AR in PbN: $-4,756
At first glance, these numbers look different—but the difference is expected and explainable.
Why the Numbers May Not Match Exactly
There are two main reasons you may see a discrepancy:
1. Timing of Data Sync
Practice by Numbers syncs data from Open Dental on a schedule. If:
The Open Dental report is run before or after the most recent sync
Recent transactions were added in Open Dental
Then, small timing differences can affect the totals.
2. How Insurance Estimates Are Handled (Key Difference)
This is the most important distinction between Open Dental and PbN.
Open Dental
Separates out insurance estimates
Does not apply them to the current aging date
Displays insurance write-off dates in patient overviews
Practice by Numbers
Applies insurance estimates to the patient balance
This ensures the true expected balance is shown
Allows PbN to send accurate payment requests to patients
Does not display the insurance write-off date in the patient overview
This is a benefit of using PbN. We take an extra step to ensure balances reflect what patients are actually expected to pay, improving payment accuracy and patient communication.
Key Takeaway
If AR numbers don’t match exactly between Open Dental and Practice by Numbers:
First, confirm your Open Dental report settings
Then account for timing differences
Finally, remember that PbN applies insurance estimates to show a more accurate patient balance
Once these factors are considered, the numbers should align closely—and PbN will often provide a clearer, more actionable AR view.