Filter, sort and keep your views

Every list in To Bill has the same toolbar: invoices, quotes, clients, items, expenses, collections, unpaid invoices, bank, journal, payroll, time, users, Drive… Learn it once, and it works everywhere.

The toolbar

1. The list’s search. Type a number, a name, a title or an amount: the list is filtered as you type. Enter applies it straight away, Esc clears it.
2. The filters. The most useful ones are visible: for invoices, Status, Date, Amount incl. VAT and Client.
3. More filters. The list’s other filters: for invoices, Due date, Paid on, Currency and Sending. A tick shows a filter that is already set.
4. Views. Ready-made filtered lists, and the ones you have kept.
5. Sort by. The order of the list.

The tabs above the bar (All, Pending, Sent, Paid…) are shortcuts for the Status filter: they show the number of documents with each status.

Filter a list

1. Click a filter, for example Status. Tick one or more values: the list updates with each click. The figure on the right of each value is the number of documents concerned.

   

2. Combine as many filters as you need. Each active filter appears under the bar as a tag (1), for example Status: Sent. Click the tag to change it, the × to remove it, or Clear all (2) to go back to the full list. The number of results is shown on the right.

   

There are four kinds of filter:

Filter	How it works
A list of choices (status, category, type…)	Tick one or more values. Beyond six choices, a Search… field helps you find the right one.
A period (date, due date, paid on…)	Choose This month, Last month, This quarter, This year or Last year, or a Custom period with From and To, then Apply. Some lists also offer This week, from Monday to Sunday.
An amount	Enter a Minimum, a Maximum or both, the Swiss way (1'250.50), then Apply. The tag then shows, for example, From 500.00.
A client, an invoice	Type a few letters and choose in the list.

In each filter, Remove takes it off.

An empty list

If no document matches, the list shows No results for these filters. Click Clear the filters to see the whole list again.

Sort

Click Sort by, choose the field, then Ascending or Descending.

You can also click the header of a column that carries two small arrows: a first click sorts by this column, a second reverses the order. Only one column sorts at a time.

Keep a view

A view is a filtered and sorted list that you find again in one click.

• Ready-made views: each list offers some. For invoices: Overdue, To send, To collect and Paid this month.
• My views: the ones you have kept.

1. Set the list’s filters and sort order.

2. Click Views. In Keep this view under a name (1), type a name, for example “Large amounts sent”, then click Keep.

   

3. To call it back, open Views and click its name. The button then shows View: followed by the name.

4. To delete it, click the bin icon next to its name.

A name has at most 40 characters. A list keeps up to 12 views. Keeping a view under a name that already exists replaces it.

Your views stay in your browser

Kept views and the last filters are saved in this browser, for you and for this company. They do not follow you to another computer, and your colleagues do not see them. To share a filtered list, send its link.

Share a filtered list

The page’s address contains your filters and your sort order. Copy it from the browser’s address bar and send it: your colleague opens exactly the same list, provided they have access to the same data. For example:

/dashboard/invoices?status=sent&amountMin=500&sort=dueDate&order=asc

The browser’s Back button undoes the last filter you changed.

What To Bill remembers

When you come back to a list, To Bill reopens it as you left it: search, filters, sort order and number of Rows per page. The page shown, however, starts again at the first one. A link that contains filters always takes precedence over what was remembered.

Some lists open already filtered: the bank on the lines to handle, the journal on the current financial year, fixed assets on those in use. If you remove this filter, To Bill remembers it.

On a phone

The bar shrinks to the search and the Filters button, with the number of active filters. It opens Filters and sort: the views, the sort order and all the filters. Each choice applies straight away; Show 7 invoices closes the panel, Clear all removes everything.

Act on several documents

Tick rows in the list, or the header box for the whole page: a bar appears under the rows, with the number of documents ticked, for example “2 selected”, and the bulk actions. It stays visible while you scroll through the list; Clear selection unticks everything and makes it disappear.

List	Bulk actions
Invoices	Send (by email or by post), Change status, Send a reminder, Delete
Quotes	Send (by email), Change status, Delete
Clients, items, expenses, collections, users, invitations	Delete

Each list’s filters

List	Searches in	Filters	Ready-made views
Invoices	No., client, title, amount	Status, Date, Amount incl. VAT, Client, Due date, Paid on, Currency, Sending	Overdue, To send, To collect, Paid this month
Credit notes	No., client, linked invoice	Status, Date, Amount incl. VAT, Client, Currency	This month, Drafts
Quotes	No., client, title, amount	Status, Date, Amount incl. VAT, Client, Valid until, Currency	Awaiting an answer, Expiring this month, Accepted
Recurring invoices	Title, client, amount	Status, Frequency, Next invoice, Client, Amount incl. VAT, Currency	To bill this month, Paused
Clients	Name, email, city, postcode, contact	Type, City, Unpaid invoices, Added on	With unpaid invoices, New this year
Items	Name, code, description	Type, Price, VAT rate, Unit, Currency	Services, Products, Without VAT
Expenses	Supplier, description, amount	Supplier, Category, Date, Amount incl. VAT, Payment, Receipt, Currency	Without receipt, This month, To pay
Collections	Invoice no., client, amount	Date, Client, Amount, Payment method, Invoice, Type	This month, Last month, Partial payments
To pay	Supplier, invoice no.	Supplier, Due date, Overdue status, Supplier address, Status, Amount, Currency	Overdue, Due this week, Address to complete
Unpaid invoices	Client or supplier, invoice no.	Client or Supplier, Days overdue, Amount, Due date	Overdue, Over 90 days, Due this month
Bank	Name, message, amount	Counterparty, Amount, Date, Direction, Status	To do, Money in this month, Money out this month
Journal	No., description, amount	Financial year, Account, Period, Origin, Amount, Voucher	No voucher, Manual entries, This month
Fixed assets	Name, inventory no., account	Status, Category, Acquisition date, Purchase value	In use, Sold or scrapped, Acquired this year
Recurring entries	Name, account, amount	Status, Frequency, Next entry, Amount	Due, To book this month, Paused
To review	Supplier, document no.	Supplier, Amount, Confidence, Received on	Low confidence, Received this month
VAT periods	Period, year	Year, Status	To file, Filed
Time	Description, project, client	Billing, Project, Date, Person, Duration, Client	To invoice, This month, My entries
Projects	Name, code, client	Status, Client, and depending on your permissions Budget, To invoice, Share invoiced	Active, and depending on your permissions To invoice, Over budget
Employees	Name, employee no., town	Status, Canton, Pay, Workload, Entry date, Exit date, To complete	Employed, To complete, Paid by the hour, Left this year
Payrolls	Month	Month, Status, Gross, Paid out	Drafts, This year, Last year
Users	Name, email, role	Role, Last activity, Access	Active this month, Administrators
Invitations	Email, role	Status, Role	Expired, Pending
Activity log	Document no., client	Type, Person, Date	My actions, This month, Invoices and quotes
Drive	File or folder name	Type, Modified on, Size	PDF, Images, Modified this month

To search the whole company at once, use the search instead (⌘K or Ctrl+K).