Page Contents

Table of Contents

How do I open the invoice search?
What does each search field do?
How do I search by client?
How do I search by invoice number?
How do I search for words in an invoice?
How do I search by purchase reference?
How do I filter by date, amount and currency?
How do I filter by status, read status and project tags?
How do I combine fields?
How do I search estimates?
Troubleshooting
Related topics

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Search tips - Invoices

You can search your invoices and estimates from the invoice and estimate management pages. Open the search panel to find them by client, invoice number, words in the invoice, purchase reference, date, amount, currency, status, read status or project tag.

You can fill in one field or several. Each field matches what you type in its own way, as described below.

How do I open the invoice search?

Click Sales in the top menu, then Show all sales.
Click Search to open the search panel.
Fill in one or more fields.
Click Submit Search.

The results appear under the toolbar, with a line showing how many items were found and their total amount. If nothing matches, the page shows NO ITEMS FOUND. Click Cancel Search to close the panel and show all your invoices again.

Capital or lower-case letters make no difference in any of the text boxes.

What does each search field do?

Please note: some fields support “Enhanced Search” methods where you can apply partial matching and phrase matching.

Field	Description	Search Type
Client name	The business name for your client or a named contact	Whole word match. Put * at the end of a word for partial matching. Several words must all appear, in the order typed. AND, OR and NOT do not work.
Invoice number	The whole or part of the invoice number	Partial string match, from anywhere in the number. Leading zeros are not needed.
Invoice name	The name of your invoice	Enhanced search - whole word match, use * at the end of a word for partial matching.
Item name	The inventory item name where applicable	Partial string match.
Description	Searches the text in all invoice items	Enhanced search - whole word match, use * at the end of a word for partial matching.
Purchase ref.	Optional invoice purchase reference field	Exact string match.
Date range	The date the invoice or estimate was issued	From, to or between supplied dates.
Amount range	The total of the invoice, including VAT	From, to or between the supplied amounts.
Currency	The currency of the invoice or estimate	Select a currency from the list.
Status	The current status of the invoice or estimate	Select from list of predefined statuses.
Read status	Has the invoice or estimate been opened by the client?	All, Unread or Read.
Project tags	Does the invoice have any project tags?	All, Untagged or Tagged. For Tagged, enter the whole tag name.

How do I search by client?

Type the client’s business name in Client Name. It can also match a contact name on the client.

Acme returns invoices for Acme Plumbing Ltd and any other client with the word Acme in its name.
If you type more than one word, the client’s name must contain all of them, in the order you typed them. Acme Plumbing returns Acme Plumbing Ltd, but Plumbing Acme returns nothing.
Part of a word does not match on its own. Acm returns nothing. Put a * at the end of the word, as in Acm*, to match the rest of the word. A * at the start of a word does not work.

Please note: The operators AND, OR and NOT do not work in Client Name.

How do I search by invoice number?

Type the whole invoice number, or just part of it, in Invoice Number. The text can be from anywhere in the number, and you do not need to type leading zeros.

Example: 027 returns TEST-027. TEST-02 returns every invoice from TEST-020 to TEST-029.

Type the characters exactly as they appear. A * is treated as an ordinary character here, quote marks do not work, and you cannot search for two invoice numbers at once.

How do I search for words in an invoice?

Three boxes search for words: Invoice Name, Item Name and Description.

Invoice Name searches the name of the invoice as a whole.
Description searches the text of all the lines on the invoice, including time and task lines.
Item Name searches the names of saved inventory items used on the invoice lines. A line that doesn’t use a saved item has no item name to find.

Invoice Name and Description

These two boxes match whole words. If you type more than one word, they return invoices that contain any of the words.

Put words in “double quotes” to match them exactly, in that order. “Boiler service” matches those two words together, but “service Boiler” does not.
Use the operators AND, OR and NOT, written in capital letters, to narrow the search. Leak AND repair returns invoices that contain both words, Boiler OR Parts returns invoices that contain either word, and multi NOT 1 returns invoices that contain multi but not 1.
Operators written in lower case are searched for as ordinary words.
Part of a word does not match on its own. mult returns nothing. Put a * at the end of the word, as in mult*, to match the rest of the word. A * at the start of a word does not work.

In the example above, Leak AND repair finds an invoice through the text on one of its lines. The invoice’s own name is different.

Item Name

Type any part of a saved item’s name. Call and all both find an item called Call-out. A * and quote marks are treated as ordinary characters here, so do not use them in Item Name.

How do I search by purchase reference?

Type the whole purchase reference in Purchase Ref. Part of a reference does not match.

Example: PO-1001 returns the invoice with that purchase reference. PO-1 and 1001 return nothing.

How do I filter by date, amount and currency?

Date Range

Type the dates in From and To as dd/mm/yyyy, for example 01/11/2026. Both dates are included in the results, and you can fill in just one of them.

Click [preset range] to pick a period instead. The pop-up has these tabs: Accounting Years, Months, Quarters, Calendar Years and Custom. The accounting periods are set according to your year-end date. Click a period to fill in From and To for you.

Amount Range

Type an amount in From, To or both. The search compares the invoice total including VAT, and both amounts are included in the results.

Example: An invoice for 100.00 plus 20.00 VAT is returned by an amount range of 120 to 120.

Currency

Currency is set to ANY by default, so the amount is compared in whatever currency each invoice uses. Choose a currency from the list to return only invoices in that currency.

In the example above, the date range, amount range and currency all apply together. The invoice is found because its total including VAT falls within the amount range.

How do I filter by status, read status and project tags?

Status

Choose a status from the Status list: DRAFT, SENT, PAIDPART, PAIDFULL, UNPAID, CREDIT NOTES, AGED, BADDEBT, VAT EXEMPT, VAT OUT OF SCOPE or AWAITING APPROVAL. ANY (the default) does not filter by status. UNPAID returns invoices that are sent or part paid.

Read Status

Choose All (the default), Unread or Read.

Project Tags

Choose All (the default), Untagged or Tagged. When you choose Tagged, a Tag name box appears. Leave it empty to return every tagged invoice, or type a tag name to return only invoices with that tag.

Type the whole tag name. Capital or lower-case letters make no difference, but part of a tag name does not match, and a * does not work here. For example, test-sale finds the tag test-sale, but test does not.

How do I combine fields?

Fill in as many fields as you need. An invoice is returned only if it matches every field you filled in. For example, a Client Name of Acme with a Status of DRAFT returns only Acme’s draft invoices.

There is one exception. Invoice Name, Item Name and Description work together as “or”: an invoice is returned if it matches any of the boxes you filled in. Together, they must still match alongside your other fields. For example, Invoice Name Parts with Description Leak returns the invoices named Parts and the invoice with a line containing Leak.

Tip: To narrow a search by words, use one box and the operators AND and NOT, rather than filling in all three.

How do I search estimates?

Click Sales in the top menu, then Estimates.
Click Search to open the search panel.

The panel works in the same way as the invoice search, with Estimate Number and Estimate Name in place of Invoice Number and Invoice Name. There is no Project Tags option. The Status list has these options: DRAFT, AGREED, CONVERTED, DECLINED and SENT.

Troubleshooting

My search finds nothing

Most text boxes match whole words, so part of a word returns nothing. In Client Name, Invoice Name and Description, put a * at the end of the word, for example mult*. A * at the start of a word does not work. In Invoice Number and Item Name, type any part of the text without a *. Purchase Ref and Tag name need the whole reference or tag.

I typed an invoice number and nothing was found

Check the characters, because Invoice Number matches the text exactly as typed. Quote marks, a * and two numbers at once do not work. You do not need to type leading zeros.

AND, OR or NOT returns nothing

These operators do not work in Client Name, which looks for all the words you type, in order. Use them in Invoice Name or Description, and write them in capital letters. In lower case they are searched for as ordinary words.

My search found too many or too few invoices

Invoice Name, Item Name and Description work together as “or”, so an invoice is returned if any of them matches. Fill in only the box you need. All the other fields must match.

The list is still filtered

Click Cancel Search to clear the search and show all your invoices again.