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Filtering and Searching for Invoices

Filtering and Searching for Invoices

On the Invoices List, you may filter invoices by specific criteria 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, subscriber, and other 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:

  • Invoice date: Invoice date as specified upon submitting an invoice.

    • Action date

    • Posted date: Invoice posted date.

    • Paid date: Date when an invoice was paid.

    • Call date: Call date of an invoiced work order.

    • Audit date

    • Approval date: Date when an invoice was approved.

    • Transferred date

    • Completed date: Date when the work order associated with your invoice was completed.Β 

  • Time Period. Once you've selected the date type (for example, Invoice Date), you should specify the time period. Only one of the following options can be selected at a time. The filter defaults to Past Month.

You can select from the pre-defined options, such as:Β 

  • TodayΒ Β 

  • YesterdayΒ 

  • Past WeekΒ 

  • Past MonthΒ 

  • Past 3 MonthsΒ 

  • Past Year

Another way to use the filter is to specify the number of Hours, Days, or Weeks in the Past field.Β Β 

Pay attention that the Past filter is limited to one year.

When you need to specify a date range, use the Specific Date Range section, and pick the required Start and End dates.Β Β 

The date range period shouldn’t be more than 5 years.

Be aware that these filtering options work based on the user’s time zone, while the invoices list displays invoices based on the related location’s time zone. When you deal with different time zones, take into account the time difference.Β 

  • 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.

  • Marked for AuditΒ β˜…. 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.

  • WO Assigned to Me. Select this checkbox to show the invoicesΒ submitted for work orders assigned to you.

  • With Attachments Only and Without Attachments Only. Use one of these checkboxes to get invoices with or without attachments.

  • With Provider’s Invoice AttachedΒ filterΒ is available if you need to attachΒ a digital copy of original invoices to the invoice. Set this toggle toΒ YesΒ toΒ viewΒ invoices with attached digital copies and hit the toggle toΒ NoΒ to see invoices withoutΒ digital copies attached. If you do not need to apply theΒ filter, leave the toggleΒ neutral.

Keep in mind that if theΒ With AttachmentΒ filter is off, you will not be able to act on theΒ With Provider’s Invoice AttachedΒ filter.Β 

  • With Rates Mismatched filter is available if you use client rates. Set this toggle to Yes to show invoices with a mismatch between the previously agreed rates and those invoiced. Hit the toggle to No to see invoices without a mismatch.Β If you do not need to apply the filter, leave the toggle neutral.Β When you select Yes, the second toggle appears with the option 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.Β 

  • With Agreed Price Mismatch filter is available if you use a negotiated price list with your client.Β Set this toggle to Yes if you want to view invoices where there is a mismatch between the agreed prices from the price list and those you invoiced. Hit the toggle to No to see invoices without a mismatch. If you do not need to apply the filter, leave the toggle neutral.Β When you select Yes, the second toggle appears with the option 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.Β 

  • With Time Spent On-Site Mismatch.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.Β When you select Yes, the second toggle appears with the option to show invoices only where the Invoice TimeΒ is either greater or lesser than theΒ Time On-Site. Select the option you want to be displayed or leave the toggle neutral.Β Β 

  • With Material Markup Mismatch filter is available if you use the material markup validation. Hit the toggle to Yes to view invoices with a markup % mismatch between the agreed actual values. Switch the toggle to No to see invoices without markup % mismatch. If you do not need to apply the filter, leave the toggle neutral.Β 

  • Exclude Transferred Invoices. Use this checkbox to exclude transferred invoicesΒ β€” approved invoices that have already been sent to the subscriber for payment.

  • 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.

  • 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.

  • Subscriber. Use this filter to list invoices submitted to a particular subscriber. You can select only one subscriber at a time.

  • 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.

  • Priority. You may list invoices specific to a certain work order priority, as determined by your subscribers.

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

  • The Filter By tab where you apply filters one by one β€” 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.