Invoices List

Invoices List and Filtering

Access all your invoices from the Invoices page with powerful search and filtering capabilities.

List View Features

Table Columns

Column	Description
Checkbox	Select invoice for bulk actions (owners only)
Invoice #	Unique invoice identifier
Customer Name	Name of the customer
Amount	Total amount with currency
Status	Current status (color-coded pill)
Issue Date	When invoice was created
Due Date	Payment deadline
Assigned To	Employee assignment (if applicable)
Actions	Quick actions (view, edit, change status, delete)

Sorting Options

Feature	Description
Column Sort	Click any column header to sort
Sort Direction	Toggle between ascending/descending
Default Sort	Newest first (by creation date)

Pagination Controls

Option	Description
Items per Page	10, 25, 50, or 100 invoices per page
Navigation	Previous/Next buttons
Page Jump	Jump to specific page number

Search and Filtering

Find invoices quickly with powerful filters:

Search Bar

Search Type	Description
Invoice Number	Search by unique invoice ID
Customer Name	Search by customer name
Customer Email	Search by customer email address
Description	Search in invoice description
Real-time Search	Results update as you type

Status Filter

Feature	Options
Available Statuses	Draft, Sent, Paid, Overdue, Cancelled
Selection Type	Multi-select to show multiple statuses
Filter Display	Active filters shown as removable chips

Date Range Filter

Filter Type	Options
Range Type	Filter by issued date range
Quick Presets	Last 7 days, Last 30 days, Last 90 days, This Year
Custom Range	Custom date range picker

Employee Filter

Feature	Description
Filter by Employee	Show invoices assigned to specific employee
Unassigned	Show invoices without employee assignment
Use Case	Useful for team organizations

Active Filters Management

Feature	Description
Display	Shown as chips above the table
Remove Filter	Click X on any chip to remove
Clear All	Reset all filters at once

Bulk Actions

Select multiple invoices to perform batch operations, saving time when managing large numbers of invoices.

Selecting Invoices

Feature	Description
Checkbox Column	Click the checkbox next to any invoice to select it
Select All	Use the header checkbox to select all invoices on the current page
Indeterminate State	Header checkbox shows a minus icon when some (but not all) are selected
Selection Count	Shows how many invoices are currently selected

Available Bulk Actions

When you have invoices selected, a bulk actions bar appears with the following options:

Action	Description
Change Status	Update the status of all selected invoices at once
Delete Selected	Remove all selected invoices (with confirmation)
Clear Selection	Deselect all invoices

Bulk Status Change

Change the status of multiple invoices simultaneously:

Select the invoices you want to update
Click Change Status in the bulk actions bar
Choose the new status from the dropdown (Draft, Sent, Paid, Overdue, or Cancelled)
Confirm the change in the dialog

When changing status to Paid, the paid date is automatically set. When changing from Paid to another status, the paid date is cleared.

Bulk Delete

Remove multiple invoices at once:

Select the invoices you want to delete
Click Delete Selected
Review the confirmation dialog showing the number of invoices to be deleted
Confirm to permanently remove the selected invoices

Bulk delete is permanent and cannot be undone. All associated data including PDFs will be removed.

Bulk actions are only available to organization owners.

Exporting Invoices

Download invoices as a single ZIP file containing every invoice PDF and an Excel spreadsheet — useful for sharing with your accountant, archiving, or reconciling payments.

How to Export

Open the Invoices page and apply any search, filters, or sorting you need
Optionally select specific invoices using the checkboxes
Click Export in the table toolbar (next to Columns)
Wait for the progress notification to finish — the ZIP downloads automatically

Selection	What gets exported
No invoices selected	All invoices on the current page are selected and exported
Some invoices selected	Only the selected invoices — the button shows the count, e.g. Export (5)

Export works on the current page. To export more invoices at once, increase Items per Page (up to 100), or export each page one after another.

Export button on the Invoices list with 10 invoices selected

What's in the ZIP

File	Contents
`invoices.xlsx`	Excel workbook with an Invoices sheet and a Line Items sheet
`pdfs/invoice-<number>.pdf`	The PDF of each exported invoice

Invoices sheet — one row per invoice:

Column group	Columns
Invoice	Invoice #, Status, Description, Created At
Customer	Customer, Customer Email, Customer Phone, Customer Address, Zip Code, Country, Customer Tax ID
Dates	Issued Date, Due Date, Paid Date
Amounts	Currency, Subtotal, Discount, Tax Rate, Tax Type, Tax Included, Shipping, Total
Other	Items (count), Project, Assigned To, PDF File

Line Items sheet — one row per invoice item: Invoice #, Customer, Item, Model, Description, Quantity, Unit Price, Line Total, and Currency.

Dates and amounts are stored as real spreadsheet values, so you can sort, filter, and sum them immediately. The header row is frozen and column filters are enabled.

File Names

Each export gets a unique name so multiple downloads never overwrite each other:

invoices_2026-09-14_1.zip
invoices_2026-09-14_2.zip
invoices_2026-09-14_3.zip

The number increases with every export on the same day and restarts the next day.

If an invoice has no generated PDF (or it can't be downloaded), the export still completes. A notification lists the affected invoice numbers, and their PDF File column in the spreadsheet shows "Not available".

Export is available to all organization members who can view invoices — not only owners.

Tips for Efficient Search

Use the search bar for quick lookups by customer or invoice number. Combine multiple filters to narrow down results when managing large invoice lists.

Combine multiple filters for precise results
Use status filters to focus on actionable invoices (e.g., Overdue)
Save time with date presets for common reports
Use bulk actions to update multiple invoices at once
Filter first, then click Export to download exactly the invoices you need
Clear all filters to start fresh

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