Filtering, Sorting, and Searching for Invoices

Owned by Jing Tong (Unlicensed)
Last updated: Mar 27, 2024 by Anastasia Medovkina
10 min read

On the Invoices List, you may filter invoices by specific criteria, sort invoices, or search for invoices using various invoice details.

Filtering Invoices

Using the left panel on the Invoices List, you can filter invoices by as many parameters as required for your business needs. You may also save selected filters for later use and clear all filters once you are finished.

You can filter invoices by date, amount, location, trade, provider, and other criteria.

 Click this link to view all available filtering criteria
  • My Saved Filters. In this dropdown, you can select one of your saved filters.
  • Date. You may filter invoices by the following date types for the past month, past 3 months, past year, or custom date range.
    • Invoice date
    • Action date
    • Posted date
    • Paid date
    • Call date
    • Audit date
    • Approval date
    • Transferred date
  • MLI Assignee. Use this filter to view invoices assigned to a specific employee or unassigned invoices. It is available when the multi-level invoice approval is set up for your company.
    The drop-down list includes No Assignee, a list of the employees from your company’s MLI hierarchy, and Assigned to Me applicable to MLI users only.
    • Select No Assignee to view all invoices in the Open status that are not assigned to any user.

    • Select a username to show invoices in all statuses assigned to the selected user.
      Note that you can choose only one user at a time.

      The list doesn’t show disabled users unless there are invoices in the Open, Reviewed, or On Hold statuses assigned to them.

    • For MLI users, Assigned to Me is selected by default. It shows all invoices in the Open, Reviewed, and On Hold statuses assigned to you.

    When an MLI user is on vacation, leave, or no longer with the company, this feature helps find the invoices assigned to them that need to be approved. MLI users for whom overrides are enabled can take action on such invoices.

  • With IVR or Mobile Check-In. Use this checkbox to filter invoices where technicians checked into a work order using either Interactive Voice Response (IVR) or the ServiceChannel Provider mobile app.
  • Has Proposal. Select this option to display invoices that have a proposal.
  • Starred. Use this checkbox to show invoices that were marked with a star.
  • Exclude $0 Invoices. Check this box to exclude invoices with a zero total amount from your search results.
  • Exclude Transferred Invoices. Use this checkbox to exclude transferred invoices — approved invoices that have already been sent to your company accounting department for payment.
  • WO Assigned to Me. Select this checkbox to show the invoices submitted for work orders assigned to you.
  • With Attachments. Set this toggle to Yes to show invoices with attachments only and hit the toggle to No to see invoices without attachments. If you do not need to apply the filter, leave the toggle neutral.
  • With Linked Work Orders. Set this toggle to Yes to show invoices with linked work orders only and hit the toggle to No to see invoices without linked work orders. If you do not need to apply the filter, leave the toggle neutral. 

  • With Provider’s Invoice Attached filter is available to clients who need to attach a digital copy of original invoices to the invoice. Set this toggle to Yes to view invoices with attached digital copies and hit the toggle to No to see invoices without digital copies attached. If you do not need to apply the filter, leave the toggle neutral.

    Keep in mind that if the With Attachment filter is off, you will not be able to act on the With Provider’s Invoice Attached filter. 

    Screenshot showing filters


  • With Mismatched Rates filter is available to clients with the rates validation on. Set this toggle to Yes to show invoices with a mismatch between the agreed rates and those invoiced by the provider. Hit the toggle to No to see invoices without a mismatch. 
    If you do not need to apply the filter, leave the toggle neutral. 
    When you select Yes, the second toggle appears to show only invoices where the Invoice Rate is greater or lesser than the Agreed Rate. Select the option you want to be displayed or leave the toggle neutral.
  • With Agreed Price Mismatch filter is available to clients with negotiated price lists on. Set this toggle to Yes if you want to view invoices with a mismatch between the agreed prices from the price list and those invoiced by the provider. Hit the toggle to No to see invoices without a mismatch. If you do not need to apply the filter, leave the toggle neutral. 
    When you select Yes, the second toggle appears to show only invoices where the Invoice Price is greater or lesser than the Agreed Price. Select the option you want to be displayed or leave the toggle neutral. 
  • Only with Compliant hours. Set this toggle to Yes if you want to view invoices with a mismatch between the invoiced labor time and the actual time a technician spent on site. 
  • With Time Spent On-Site Mismatch filter is available to clients with Decision Engine module. Set this toggle to Yes if you want to view invoices with a mismatch between the invoiced labor time and the actual time the technician spent on site. Switch the toggle to No to see invoices without a time mismatch. If you do not need to apply the filter, leave the toggle neutral. 
    When you select Yes, the second toggle appears with the option to show invoices only where the Invoice Time is either greater or lesser than the Time On-Site. Select the option you want to be displayed or leave the toggle neutral.
  • With Material Markup Mismatch filter is available to clients with material markup validation. Hit the toggle to Yes to view invoices with markup % mismatch between the agreed value and the actual one. Switch the toggle to No to see invoices without markup % mismatch. If you do not need to apply the filter, leave the toggle neutral. 
  • With Auto Approval. Hit this toggle to Yes to see invoices in the Open status that meet the auto-approval criteria and, therefore, should be automatically approved. To review the invoices that fall out of auto-approval rules, switch the toggle to No. If you don’t need to apply the filter, leave the toggle in the neutral position. Read more about setting up the auto-approval rules for your company in Configuring Invoice Auto-Approval.
  • Amount. This filter gives you an option to view invoices within a certain currency amount range.
  • Location. You may list invoices by any of the following location details:
    • Location ID
    • Location Name
    • Region
    • District
    • City
    • State/Province

    • Country

      You can filter invoices by multiple location IDs, location names, regions, districts, and states/provinces. When it comes to filtering by country or city, however, only one city or country can be specified.


  • Location Note. You may filter invoices by those location note headers that are set up for your company in the Admin module.
  • GL code. Type in the GL code to search for needed invoices. 

    Contact your ServiceChannel manager to enable the GL Code filter. 


  • Additional Approval Code. If invoices have additional approval codes, first, enter the AAC Name, and, in the field that appears below the AAC Name field, enter the AAC Value. You can add several values for one search to view more proposals.
    In the example below, AAC Name – Repair Approval Code, AAC Value – 63525-2.

    Screenshot showing the AAC codes

    Contact your ServiceChannel manager to enable the AAC Code filter. 

  • Label. Use this drop-down list to select invoices submitted for work orders with a specific label. Labels can be added or removed when editing a work order.
  • Show/Hide Project ID filter is available to clients using the Projects module. Use this filter to select either invoices associated with projects or invoices not associated with any project.
    • Select With Project IDs Only to show invoices that are associated with projects. If required, you can also specify a project by selecting the project ID from the drop-down list. Alternatively, click the list icon to the right of the dropdown to view all projects in a pop-up. Select or deselect as many projects as required, and then click OK. The projects that you’ve selected appear below the Project ID dropdown.
    • Select Without Project IDs Only to display invoices that are not associated with any project. If required, you can also specify a project by selecting the project ID from the drop-down list. Alternatively, click the list icon to the right of the dropdown to view all projects in a pop-up. Select or deselect as many projects as required, and then click OK. The projects that you have selected appear below the Project ID dropdown.
    • Select No Project ID Filter to cancel the application of this filter.
  • Trade. Use this dropdown to select trades one by one.
    Alternatively, click the list icon to the right of the dropdown to view all trades in a pop-up. Select or deselect as many trades as required, and then click OK. The trades that you’ve selected appear below the Trade dropdown.
  • Category. Use this dropdown to select categories one by one.
    Alternatively, click the list icon to the right of the dropdown to view all categories in a pop-up. Select or deselect as many categories as required, and then click OK. The categories that you’ve selected appear below the Category dropdown.
  • Weather Type. Use this dropdown to select invoices on work orders with a specific Weather Type applied, either through editing a work order or through the Dashboard.
  • Provider. Use this filter to list invoices submitted by a particular service provider.
  • Status. Apply this filter to view invoices in multiple statuses. When you need to get invoices only in one particular status, click the required tab at the top of the Invoices List. See Invoice Statuses for more details.
  • Exclude Rejected Invoices If Resubmitted checkbox appears for Rejected and All invoices. Use this filter to exclude rejected invoices that were resubmitted and approved.
  • Priority. You may list invoices specific to a certain work order priority, as determined by the priorities list in the Admin module.

Depending on your needs, use one of the following options to filter invoices:

  • The Filter By tab where you apply filters one by one — every time you select a filter, the Invoices List refreshes and gives you results on the fly. Use this option when the number of invoices to filter is not large, and the number of filters to apply is small.
  • The All Filters pop-up where you select multiple filters and apply them all at once. The Invoices List refreshes to display invoices matching all selected criteria. Use this option when you need to filter a host of invoices by multiple parameters.

⦿ How to Filter Invoices Using the Filter By Tab
  1. On the Invoices List, click the Filter By tab on the left panel.
    Filter By tab with filtering options
  2. Apply the required filters. The list of invoices refreshes every time you select a filter.

To apply some filters, for example, Amount, Status, or Priority, you should click Filter after selecting or entering the desired options.

 Click to view an example

To apply some filters, click Filter after selecting the required filter option

⦿ How to Filter Invoices Using the All Filters Pop-Up
  1. On the Invoices List, click All Filters located at the top of the left panel. The Filter & Search Invoices pop-up appears.
    Use the All Filters button to open the pop-up for filtering invoices
  2. Set all the filters you need, and click Apply. The Invoices List refreshes showing invoices that match the selected criteria.

The most common reason invoice filtering comes up empty is because you’ve entered the filtering criteria too specifically. Should initial filtering come up empty, perform broader filtering and narrow it from there.

At any time, you may clear filters selected on the Invoices List.

⦿ How to Clear Filters
  1. To clear all filters, click Clear All Filters at the bottom of the left panel. This resets the Invoices List back to the default settings.
  2. To clear a particular filter, click X next to the filter.
    Click the cross icon to clear a particular filter

Managing Saved Filters

In your everyday work, you may need to apply the same set of filters over and over again. For this purpose, once you select the filters you need, you may save them as a set and use this set later on. You can also edit or even delete saved filters when you don’t need them anymore. You can perform all these actions either on the Filter By tab of the left panel or in the All Filters pop-up.

⦿ How to Save a Filter Set
  1. On the Filter By tab, select the required filters.
  2. At the bottom of the left panel, click Save Current Filter.
  3. Enter the filter set name.
    Select the filtering options you need and save your filter set
  4. Click Save Filter. The filter is saved, and its name is displayed in the My Saved Filters drop-down menu at the top of the left panel.

Saved Filters will appear in alphabetical order in the My Saved Filters drop-down list.
Once saved, your filter set appears under the My Saved Filter dropdown

After you save a filter set, you may need to edit some of its parameters.

⦿ How to Edit a Filter Set
  1. In the My Saved Filters dropdown, select the filter you want to edit. The Invoices List refreshes applying the selected filter set.
  2. Add or delete any filtering criteria as needed.
  3. At the bottom of the left panel, click Save Current Filter.
    How to update an existing filter set
  4. Click Update Existing Filter. The filter set is updated.

To update a saved filter, you can also start with clicking Edit Filters at the bottom of the left panel.

When you don’t need a saved filter anymore, you can delete it.

⦿ How to Delete a Filter Set
  1. Click Edit Filters at the bottom of the left panel. The pop-up appears with a list of saved filters.
    How to delete a filter set
  2. Click the trash icon next to the desired filter, and click Save. The filter is deleted.

Sorting Invoices

The Invoice Sort feature is an additional tool for ordering and grouping work orders. With this tool user can order work order by:

  • Date
  • Invoice #
  • Purchase Order #
  • Batch ID
  • Trade
  • Location ID
  • Provider
  • Status
  • Amount

To use the sorting feature, users must first select one of the parameters from the drop-down menu. Then they can toggle the list using the toggle switch next to the drop-down menu.

⦿ How to Sort Invoices
  1. Select one of the sorting parameters from the drop-down menu.
    In this example, the Invoices List will group invoices by trade and display them in alphabetical order.
    Hit the sorting toggle switch to change the sorting order of invoices on the list
  2. To reverse the order, click the toggle switch icon.
    Hit the same toggle again to reverse the sorting order of invoices on the list

The list displays in reverse alphabetical order.

Searching for Invoices

On the Invoices List, you may also search for specific invoices by the following criteria:

  • Invoice number
  • Tracking number
  • Work order (WO) number
  • Batch number
  • Payment/Check number
  • Approval code
  • Purchase order number
⦿ How to Search for Invoices
  1. On the Invoices List, click the Search For tab on the left panel.
  2. Enter the search parameter to one of the text fields.
  3. Press Enter or click the search icon. The Invoices List refreshes showing invoices that match your search.
    Use the Search For tab to search for particular invoices

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