Use the Search, Filter, and Advanced search tools to find specific documents or groups of documents in your Inbox or Archive. These tools help you locate and manage items quickly, especially when processing similar documents together.
Tip: If you can’t find a document you’ve uploaded to your Costs or Sales inbox, check your Submission history.
Filter your Inbox or Archive
Use filters to refine your view and focus on specific types of documents in your Inbox or Archive.
You can apply multiple filters together to quickly narrow down large lists of items and find exactly what you need.
To open and apply filters:
Go to the Costs/Sales Inbox or Archive tabs.
Click the Filter icon in the top right corner of the page.
Select one or more filter options - you can combine as many as you like.
Click Apply to update your view.
To remove filters:
Click the red X next to any applied filter to remove it individually.
Click Reset at the bottom of the filter panel to clear all filters at once.
Available filters
Each filter helps you focus on a specific document state or category. Here’s what you can use:
Ready / To review – Show documents that are complete or still need review.
With tax / Without tax – Filter by whether a tax amount is included.
With tax rate / Without tax rate – Narrow by documents that include or exclude a set tax rate.
With category / Without category – Find documents that have (or don’t have) a category assigned.
Currency – Choose between default currency and foreign currency items.
Read / Unread – Filter based on whether documents have been opened.
Published / Unpublished – See items that have or haven’t been published yet.
Flagged / Unflagged – Quickly identify items you’ve flagged for follow-up.
With note / Without note – Show documents that include notes or comments.
Merged / Not merged – Identify items that have been merged or kept separate.
With duplicates / Without duplicates – Filter based on whether duplicate versions exist.
Paid / Unpaid – Focus on completed or pending payments.
Match / Non-match – Find documents that have matched transactions or those that haven’t.
Mine / Not mine – View documents owned by you or others in your workspace.
Auto-categorised / Manually categorised – Separate automatically processed items from those you’ve categorised manually.
Rebillable / Not rebillable – Filter based on whether an item can be billed to a client.
Added to expense claim / Not added to expense claim – Identify items included in or excluded from expense claims.
With extraction warnings / Without extraction warnings – Highlight documents that need review due to data extraction issues.
Tip: Try combining filters for faster results. For example:
To find unpublished invoices without tax, select Unpublished + Without tax.
To review foreign currency items ready to publish, use Ready + Foreign currency + Unpublished.
Search across your documents
You can search for any term to see results across all document fields within the Costs or Sales workspace - including text contained in document images.
This means you can find matches even if the keyword appears only inside the uploaded file.
To use the search tool:
Type your search term in the Search bar and press Enter.
Results will appear with matching fields highlighted in purple.
The search doesn’t need to be exact - partial words and similar matches will still show results.
Example
You uploaded a supplier invoice that lists “office chairs” in the item description.
Searching for “chairs” will locate that invoice, even if the word only appears within the image of the document.
Use advanced search for detailed results
Advanced search lets you find documents more precisely by combining multiple filters - such as supplier, date range, or amount - in one search.
You can also search for any word or phrase found inside uploaded documents.
To open Advanced search:
Click Advanced in the search bar at the top right of the page.
The Advanced search panel will open, showing all available filters.
Add one or more filters, then click Apply to view your results.
Available search filters
You can combine any of these filters to refine your search:
Search term – Find any word or phrase in document fields or inside the document image.
Supplier – Filter results by supplier name.
Amount – Search for documents within a specific price range.
Date / Due date – Narrow results by invoice or due date. Use shortcuts like Last 7 days or Last 30 days for quick selection.
Upload / Publish / Export dates – Track documents by when they were added, published, or exported.
Document reference or Item ID – Use these fields when you know the exact reference number.
Type – Filter by document type (e.g., invoice, receipt, credit note).
Currency code – Useful if your business handles multiple currencies.
User or Submitted by – View items uploaded or submitted by a specific team member.
Submission method – Filter by how the document was uploaded (e.g., via mobile app, email, or direct upload).
Customer – Refine your search to documents linked to a specific customer.
Projects / Tracking categories – Filter by projects, departments, or tracking options imported from your accounting software.
Category – Narrow results by accounting category or expense type.
Expense claim – Filter to show only documents linked to an expense claim.
Important: Project or tracking category filters will differ depending on your connected accounting software. For example, in Xero, these represent your main Tracking Categories.
Managing search filters
Click the red X beside any filter to remove it individually.
Click Reset at the bottom of the panel to clear all filters and start fresh.
Tip: Combining filters (e.g., Supplier + Date range) can significantly reduce search time when working with large volumes of documents.
Can’t find what you’re looking for?
If a document doesn’t appear in your Inbox or Archive:
Check your Submission history. All submissions, including deleted or duplicate items, are stored there.
Try removing all filters and search terms, then search again.
Confirm you’re viewing the correct tab - Inbox/Archive (Costs or Sales).