You can sort and filter the lists in Invoice Office to find what you need quickly. Click a column heading to sort the list by number, name, date, amount or status. Click the funnel next to a heading to show only the rows you want. Open Filter to combine several filters at once. This article uses Sales → Invoices as the example. The other lists work the same way, with their own columns.

Where you can sort and filter

List	Sort by clicking a heading	Funnel on the headings	Filter window	Quick filter
Sales documents: invoices, quotes, order confirmations, packing notes, credit notes, payment reminders, proforma invoices, recurring invoices, purchase orders	Yes	Yes	Yes	Yes
Purchases and recurring purchases	Yes	Yes	Yes	No
Customers and Suppliers	Yes	Yes	Yes	Once you save a filter
Products	Yes	Yes	Yes	Once you save a filter
Payments and Projects	Yes	No	Yes	No

A heading only shows when that column is in your list. If you want to sort or filter on a column you don’t see, add it first with Columns. See Choose the columns in a list.

Sort a list

Click the name of a column heading to sort the list by that column:

Click the heading once. The list is sorted from low to high: A to Z, oldest to newest, or the lowest number or amount first.
Click the same heading again to reverse it: Z to A, newest to oldest, or the highest first.

A small arrow next to the heading shows which column the list is sorted by and in which direction. In the example below, a click on Customer name puts the invoices in alphabetical order by customer.

The Invoice Office invoices list sorted by Customer name from A to Z, starting with Adventure Works, Contoso Ltd and Fabrikam Interiors; the Customer name heading with its sort arrow is outlined in red

What you can sort by depends on the heading you click.

Sort by number

Click Number to put documents in order of their document number, for example to find your latest invoice or to check that no number is missing. On Purchases you can also click Invoice number, the supplier’s own invoice number. On Products the heading is Product No.

Sort by name

Click Customer name, Supplier Name or Contact person on a document list, or Name on customers, suppliers and products, to sort alphabetically. On customers and suppliers you can also sort by City, Email and Phone office. On Projects click Project name or Customer.

Sort by date

Click Date to sort documents by their document date. Depending on the list and your columns, you can also sort by Due date, Delivery date, Payment date, Created on and Modified on. On Payments click Payment date or Date created. Click twice to see the newest first.

Sort by amount or price

Click Subtotal or Total to sort documents by amount, for example to see your largest invoices first (click twice). On Products click Purchase price or Sales price, and on Payments click Invoice amount or Paid.

Sort by status or label

Click Status to group documents by their status, Workflow status to group them by your own workflow steps, or Label to group them by label. On Products you can sort by Unit and Category.

Headings you can’t sort by

A few headings aren’t links and do nothing when you click them, such as VAT, Reference, Related, Payment, Approval Status and Action. Use a filter on these columns instead, where one is available.

You can also sort from the toolbar: click Sorting, choose A-Z or Z-A, and pick a column under Sort by.

On invoices, quotes and the other document lists, the order you choose is saved as your Sort documents by setting (for the columns that setting offers), so the list keeps opening in that order. To set a default for customers, suppliers and products too, see How to change the default sort order for lists.

Filter a list with the funnel on a heading

Next to many column headings is a small funnel icon. Click it to filter the list on that column, so it shows only the rows you want:

Click the funnel next to the heading, for example Customer name.
Choose how to match, for example contains.
Type or pick what you’re looking for, for example Toys.
Click Apply.

The column filter on the Customer name heading of the Invoice Office invoices list, open with contains selected and Toys typed in; the Customer name funnel and the Apply button are outlined in red

The list now shows only the matching rows: here, the two invoices for customers whose name contains “Toys”. To show all rows again, open the same funnel and click Reset, or click Reset in the toolbar.

The Invoice Office invoices list filtered on Customer name containing Toys, showing only the invoices for Tailspin Toys and Wingtip Toys and Showing 1 to 2 of 2 rows; the Customer name funnel is outlined in red

Each funnel offers the options that fit its column.

Filter by number or name

On Number, Customer name and the other text columns:

contains: the text appears anywhere, for example Toys finds Tailspin Toys and Wingtip Toys.
is equal to: an exact match, for example one invoice number.
starts with: the value begins with what you type, for example 2026- for this year’s numbers.
is known: the field has a value.
is unknown: the field is empty.

Filter by date

On Date:

is: one day.
before or after: everything before or after a day.
between: a period, for example from 01-10-26 to 31-10-26 for October.
is known or is unknown: the date is filled in or empty.

Filter by amount

On Total:

greater than or less than: for example all invoices over €1,000.00.
is equal to: one exact amount.
between: a range of amounts.
is known or is unknown.

Filter by status or payment

On Status, Payment and Workflow status, pick one or more values from the list, such as Open, Expired or Paid under Payment:

is any of: shows the rows that have one of the values you picked.
is none of: hides the rows with those values.
On Workflow status you can also choose is known or is unknown: a workflow status is set, or not.

Which headings have a funnel

List	Headings with a funnel
Invoices and other sales documents	Number, Customer name, Date, Total, Status, Payment, Workflow status
Purchases	Invoice number, Supplier Name, Date, Total, Status
Customers	Number, Name, City, Phone office, Email, Label
Suppliers	Number, Name, City, Email
Products	Product No., Name, Purchase price, Sales price, Unit, Category

A column filter and the matching field in the Filter window are the same filter, so a filter set in one shows in the other.

Combine filters in the Filter window

To filter on several things at once, click Filter in the toolbar. The Filter options window opens with a field for each filter. On invoices these are Date range, Status, Payment, Workflow status, Number, Customer name and Total, with the same options as the funnels above.

Fill in the fields you need, for example a Date range from 01-10-26 to 31-10-26 and Payment is any of Open.
To change how a field matches, click the funnel icon next to the field name and pick another option. The current choice, such as between, is any of or contains, shows in blue on the right.
Click Apply. The list shows only the rows that match all the fields you filled in.

The Filter options window on the Invoice Office invoices list with Date range set between 01-10-26 and 31-10-26, plus the Status, Payment, Workflow status, Number, Customer name and Total filters; the Apply button is outlined in red

Save a filter you use often

Click Save and apply instead of Apply, give the filter a name and click Save and apply again. The saved filter appears at the bottom of the Quick filter menu, so next time you can apply it in one click. To remove a saved filter, click the trash icon next to its name in that menu. Saving filters isn’t available on Purchases and Recurring purchases.

Use a quick filter

Quick filter in the toolbar holds ready-made filters for the list you’re on. For invoices these include Unpaid, Expired invoice, Open invoice, Concept invoices and Paid. Click one to apply it. Your saved filters are listed below them, and the search box at the top finds a filter by name.

The Quick filter menu open on the Invoice Office invoices list, with a search box, the settings cog and the quick filters Paid too less, Unpaid, Recurring invoices, Expired invoice, Open invoice, Task, Concept invoices, Product/description and Paid; the Quick filter button is outlined in red

Choose which quick filters you see

Click the cog next to the search box in the Quick filter menu. You can also click your profile picture (or name) at the top right, choose Account settings and open Quick filters in the left menu. For each document type you can:

switch a quick filter on or off,
drag it by its ↑↓ handle into a different position,
click Add divider to put a line between groups of filters.

Click Save at the top right when you’re done.

The Quick filters page in Invoice Office with the Invoice section open, listing Paid too less, Unpaid, Recurring invoices, Expired invoice, Open invoice, Task, Concept invoices, Product/description and Paid switched on and Direct debit switched off, plus Add divider; the first switch and the Save button are outlined in red

Search, and search in more fields

The Search box at the top left searches the list as you type. On a document list it looks in the number, customer or supplier name, reference, specification, contact person, label, workflow status and total.

To search further, open Also search in and tick Task or Document lines. With Document lines ticked, an invoice also shows up when one of its product lines matches. A number on the button shows how many extra fields are ticked. Also search in is on the sales document lists and purchase orders.

Clear all filters

Click Reset in the toolbar to clear the search, the quick filter and every filter in one go. It also unticks the Also search in boxes. The sort order stays as it is.

How to change the default sort order for lists
Choose the columns in a list: add the columns you want to sort and filter on
Export your data: filter a list first and the export follows it
Use workflow statuses
Bulk send or export documents

Sort and filter lists